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«1. CALL TO ORDER (Bylaws 0163 & 0164) 1.1 Roll Call 1.2 Welcome 1.3 Pledge 1.4 Reminder to sign attendance sheet The meeting was called to order at ...»

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GENEVA COMMUNITY UNIT SCHOOL DISTRICT NUMBER 304

227 NORTH FOURTH STREET, GENEVA, ILLINOIS

RECORD OF PROCEEDINGS OF A REGULAR SESSION

OF THE BOARD OF EDUCATION

The Board of Education of Community Unit School District Number 304 met in a regular session on Monday, April

11, 2016, at 7:00 p.m. at the Coultrap Educational Services Center, 227 North Fourth Street, Geneva, Illinois

1. CALL TO ORDER (Bylaws 0163 & 0164)

1.1 Roll Call

1.2 Welcome

1.3 Pledge

1.4 Reminder to sign attendance sheet The meeting was called to order at 7:00 p.m. by President Grosso.

Board members present: Policy Committee Chair Leslie Juby, David Lamb, Mike McCormick, Vice President Kelly Nowak, Mary Stith, Finance Committee Chair Bill Wilson, President Mark Grosso.

Late: None. Absent: None.

The President welcomed everyone, reminded them to sign the attendance record, and lead the Pledge of Allegiance.

District staff present: Scott Ney, Director Facility Operations; Shonette Sims, Director Learning & Teaching; Tom Rogers, High School Principal; Kristy Poteete-Kriegermeier, Communications Coordinator; Dr. Adam Law, Assistant Superintendent Personnel Services; Dr. Andy Barrett, Assistant Superintendent Learning & Teaching; Donna Oberg, Assistant Superintendent Business Services; Dr. Kent Mutchler, Superintendent.

Others present: Rick Petesch, Rick Herwaldt, Stan Grismore, Mary Obermeyer, John & Donna Borse, Andrew Borse, Addison Zima, Eleanor Cwik, Eileen Drew, Aaron Housenga, Katelyn Keenehan, Keely McCormick, Garrett Otto, Lucile Waldie, Samantha Wiesneth.

2. PUBLIC COMMENTS Per Board Policy 0167.3, Section C, Attendees wishing to speak at the Board meeting must register their intention to participate in the public portion(s) of the meeting upon their arrival at the meeting. Complete the form found in the Welcome to Our Meeting brochure (print legibly) and give it to the Presiding Officer or the Recording Secretary before the meeting is called to order.

None.

3. APPROVAL OF MINUTES (Bylaw 0168.1)

3.1 Regular Session, March 14, 2016

3.2 Executive Session, March 14, 2016 Motion by McCormick, second by Nowak, to approve the above-listed minutes, items 3.1 & 3.2 as presented. On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso.

Nays, none (0). Absent, none (0). Abstained, none (0).

4. RECOGNITION, AWARDS, PRESENTATIONS, PUBLIC HEARING

4.1 Tradition of Excellence Award: Geneva High School Students (Policy 5451) DECA State Competition, GTV-STN National Convention Geneva High School Principal Tom Rogers presented students to the Board in recognition of their

accomplishments. Students recognized included:

–  –  –

SUPERINTENDENT’S REPORT (Policy 1210) 5.

The Superintendent reported that we are wrapping up the school year, as well as, starting to plan for the next. We are in the middle of PARCC testing, which is going well, and we hope that everyone is putting their best foot forward.

6. BOARD DIALOGUE TOPICS & PENDING ACTION CONSIDERATION

6.1 Annual Resolution for Dismissal: Certified Full-time Teacher (Policy 3131) Dr. Law presented the Board with information on the release of full-time teachers for the 2015-2016 school year. Taking such action at this time in the school year protects the school district from employing individuals whose services are not required or who will not hold the proper Illinois teaching license next school year.

Motion by Wilson, second by Stith, to approve the above-listed resolution, item 6.1, as presented. On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso. Nays, none (0).

Absent, none (0). Abstained, none (0).

6.2 Annual Resolution for Dismissal: Educational Support Staff Dr. Law presented the Board with information on the release of educational support staff. Taking

–  –  –

Motion by Juby, second by McCormick, to approve the above-listed resolution, item 6.2, as presented. On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso.

Nays, none (0). Absent, none (0). Abstained, none (0).

6.3 Policy Updates-Second Reading (Bylaw 0131.1) 6.3.1 Policy 8500, Food Services, Revised 6.3.2 Policy 8540, Vending Machines, Revised 6.3.3 Policy 8550, Competitive Food Sales, Revised There was no discussion on these policies. They were brought to the Board for a first reading at the March Board meeting.

Motion by Juby, second by Nowak, to approve the above-listed policies, 6.3.1-6.3.3, as presented.

On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso. Nays, none (0).

Absent, none (0). Abstained, none (0).

6.4 Proposed Fees for 2016-2017 (Policy 6152) The Assistant Superintendent of Business Services presented information to the Board on the student fee recommendations, which include a technology fee and increased registration and lunch fees for all levels.

Board comments, questions, discussion: In terms of fees, I am supportive, but I want to acknowledge that these fees come with a cost to the families and parents of multiple children. There was a lot of thought put into these recommendations.





Motion by Wilson, second by Nowak, to approve the above-listed proposed fees, item 6.4, as presented. On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso.

Nays, none (0). Absent, none (0). Abstained, none (0).

6.5 2016-2017 Staffing Plan (Policy 6152) Dr. Law and Ms. Oberg presented to the Board the 2016-2017 staffing recommendations which include a Science Instructional Facilitator (1.0 FTE) for K-8, Instructional Coaches (1.2 FTE) for the high school, a Student Assistance Coordinator (.5 FTE) at the elementary, a Psychologist (1.0 FTE) at the elementary, an HVAC certified position (1.0 FTE), a Lead Grounds Stipend, and a Warehouse Manager/Maintenance Stipend for the district.

Board comments, questions, discussion: There is a minimum offset of $9,000 for the psychologist, and any time we have a chance of preventing an out placement on a student, this is a small number.

Preventative maintenance would be in-district instead of outsourcing the services? (Yes, where we can at the high school and middle schools.) Is the grounds stipend for an existing employee? (Yes, and so is the Warehouse Manager/Maintenance stipend.) With the warehouse stipend, can we expect to realize some efficiencies? (Yes.) I like the O&M positions, because they are a great group of people, and they often want to take on more responsibilities, so it’s a win for us. After talking to staff on the herbicide, I’m surprised the stipend isn’t more. There is a lot to this job.

Motion by Nowak, second by Wilson, to approve the above-listed item 6.5 as presented. On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso. Nays, none (0). Absent, none (0). Abstained, none (0).

6.6 Funding for Modular Classrooms (Policy 6320) Dr. Mutchler reported that high school staff and administration began realizing that with the advancement in programs, that our schedule was pushing teachers to have their home base on a cart rather than in a classroom. Our desire is to have the best curriculum possible for our students, which created the need for additional space at the high school. As we took a look at this with the Facility Task Force, we worked to identify the most economical, short term option to adding classrooms at the high school. We worked with architects on different options, and after looking at the costs for each option, it was determined that the modular classrooms made more sense. Mr. Ney was able to

–  –  –

Ms. Oberg presented to the Finance Committee, and now the Board, three options for financing this purchase. Option 1 would be to have Innovative Modular, from whom we would be purchasing the units, do a three or a five year municipal purchase for us at 2.99% for three years ($90,778 per year) or 3.05% for five years ($66,125 per year). These costs would be just for the unit and not the costs to install. Option 2 would be a loan for $650,000 through MB Financial to fund the entire project. We are anticipating it will cost less but wanted to be prepared for unexpected expenses. The interest would be 2.32% below origination of.5% which is $3250. A 5-year tax exempt bank qualified loan would be $133,666 per year. The interest between the 3-year and 5-year for the modular unit would be $16,000, or if we did the entire project, then it would be $15,000 in interest per year. Option 3 would be an interfund loan from working cash to O&M with an end of the year pay back. We are recommending approval for Option 2 at this time.

Board comments, questions, discussion: I’m inclined to agree with Option 2, but is there a hybrid option using working cash that we could consider as Option 4? (We have bonds coming due, and would rather use working cash to pay off the higher interest rate bonds than a low interest rate loan.) Do we have to draw the entire $650,000 up front? (Yes, because we need to finish the project before school starts.) We won’t incur those costs any more will we? (No we won’t. It will be deferred.) We can pay off the loan, or a portion of it, early if we want to. There is absolutely no prepay penalty?

(No.) Motion by McCormick, second by Stith, to approve the above-listed item 6.6, Option 2 as presented.

On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso. Nays, none (0).

Absent, none (0). Abstained, none (0).

6.7 Request to Purchase Modular Classrooms Dr. Mutchler reported that it is recommended that the district, upon completion of environmental testing, district inspection and City of Geneva approval, move forward with the purchase and delivery of the used mobile classroom unit from Innovative Modular Solutions.

Board comments, questions, discussion: What is the City’s roll in this other than permitting us to put the unit on our own site? (It has become a better defined roll since Crystal Lake. We are partnering with the city and the ROE to make this a successful project.) The typical maintenance on our buildings appears to be good, so based on how we’ve treated our buildings, could we look at a good resale value on the unit? (Yes.) The pictures shown do not show what our plans are for landscaping.

This is a good alternative and will save the taxpayers money. Thank you to Mr. Rogers and his staff for putting the study together and alerting us to the need for this.

Motion by Wilson, second by Lamb, to approve the above-listed item 6.7 as presented. On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso. Nays, none (0). Absent, none (0). Abstained, none (0).

Motion by Wilson, second by Lamb, to approve the above-listed item 6.7, Exhibit D with the contingency at $645,370. On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso. Nays, none (0). Absent, none (0). Abstained, none (0).

6.8 Bid Summary for 2016 Capital Improvements Mr. Ney presented to the Board information on the bid summary for the 2016 capital improvement projects. Three bidders were invited and two responded. Laub Construction Inc. came in with the lowest base bid at $604,048. There are two scenarios being presented which are Exhibit B ($1,054,203.15) and C ($1,017,685.20) which include contingency and alternates. The recommendations are highlighted based on the base bid and the recommended alternates. Mr. Ney is asking the Board to discuss these options and make a decision.

Board comments, questions, discussion: Did Laub bid on all capital improvements and not someone April 11, 2016 Board Meeting Minutes Page 4 of 6 who specializes in each area? (It was recommended by the architect to go with a general contractor to oversee all of the projects.) Is there no cost savings to bidding the projects out individually? (We were bidding out late in the season, so we were trying to put together a larger package to attract as many contractors as we could to get the lowest bid.) What do you mean by alternate? (We can add to the bid itself if we actually want to do that work. They bid on our highest priorities.) Is the chiller about 35% of the cost? (Yes.) Is this a priority item? (Yes.) Is the chiller covered under our agreement with the Park District? (The gym is not air conditioned, so the classrooms would be our responsibility.) When you say canopy, are you saying that there would be a covering over the walkway to the mobile unit? (Possibly. We are looking at those options.) It is important that we look at the epoxy option and durability. It might be a better option in some areas of the school. I would like to suggest that we go with Exhibit C but add in the $17,584 for the flooring replacement with the epoxy. The current carpeting has been in place for 16 years. We are still carrying 5% contingency, so how comfortable are we with the quality of the construction documents and areas we are working on? (Mr. Ney is comfortable with the construction documents.) I assume the contractors did walk through those areas? (That is correct.) There is always that possibility of unknowns as we move forward. Is it being suggested that we go with Option C with the contingency at $30,000, and $17,000 for epoxy added to that? (I haven’t seen the floor, but if it’s that bad, there is always risk.) So, you want to go with Option C but lower the contingency and add in the epoxy option? (Yes, based on what I’m hearing.) If we can tell them we don’t want to spend contingency, then it shouldn’t matter what the contingency is set at. The Facility Task Force did recommend that Mr. Ney and Mr. Rogers start working on an annual replacement schedule. If we go with Option C, which includes floors in the main office at the high school, are the others getting epoxy? (No, the only one that will get epoxy is the one listed.) Why are we nickel and diming over Option C? (We’re not.) Motion by Lamb, second by McCormick, to approve the above-listed item 6.8, Exhibit C with the contingency and alternates included. On roll call, Ayes, seven (7), Juby, Lamb, McCormick, Nowak, Stith, Wilson, Grosso. Nays, none (0). Absent, none (0). Abstained, none (0).



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