Ball-Chatham Community Unified School District 5 Board of Education met Aug. 23
Here are the minutes provided by the board:
REGULAR MEETING BALL-CHATHAM COMMUNITY UNIT SCHOOL DISTRICT #5 - Closed Session - 5:15 p.m.; Regular Session - 6:30 p.m. (Wednesday, August 23, 2023)
2. OPEN SESSION
Procedural: 2.1 Call Meeting to Order
Board President Tiffani Saunders called the Meeting to order.
Procedural: 2.2 Pledge of Allegiance
All stood for the Pledge of Allegiance.
Action: 2.3 Roll Call
Board Clerk Ashley Pennell took roll call. All Board Members were present.
3. APPROVAL OF AGENDA
Action: 3.1 Approval of Agenda
Board President Saunders called for a motion to approve the agenda.
Bryant moved to approve the agenda. Upon second motion by Strahle, the Board President called for a vote. All board members voted "yes."
Action: 3.2 Action Items from Closed Session
Board President Saunders called for a motion to approve the closed session minutes from July 26, 2023.
Calderon moved to approve the closed session minutes from July 26, 2023. Upon said motion being seconded by Bryant, the Board President called for a vote. All board members voted "yes."
4. COMMUNICATIONS
Presentation, Information: 4.1 Strategic Plan
Dr. Becca Lamon, Superintendent, shared the updated Strategic Plan that was developed during the 2022-2023 school year. She noted that there was a planning team, student, staff and community members that provided input for this plan. This Strategic Plan will be continuous and not a sunsetting plan. You can view this presentation here: Strategic Plan Within this presentation there is a link to view the plan in its entirety.
Information: 4.2 Citizens- Opportunity for Visitors to Address the School Board Concerning any Agenda Topic
None were noted.
5. FINANCE
Information: 5.1 FY24 Tentative Budget Presentation
Ms. Montgomery, Chief School Business Official, presented the Tentative Budget for the 2023-2024 school year. FY24 with an overview of her methodology and the Board priorities that align with the District’s Strategic Plan. Specific FY24 priorities included expenditures to meet the social/emotional and remediation/enrichment for students. Impacts to students as a result of COVID are still a concern.
Fifteen capital projects for a total of $8,582,000 were presented with the most notable projects being the renovation of the new District Office building; Phase II of the GHS roof replacement; GHS Auditorium lighting; HVAC projects; complete GHS building automation upgrade; and replacement of sprinkler systems.
FY24 staff impacts tie directly to meeting the FY24 priorities for students. Expenditures are up on physical therapy; speech and audiology; occupational therapy; social workers; and special education. Sub teachers estimated expenditures are up dramatically from pre-COVID totals.
Grant totals for FY24 are $3,507,383 with more anticipated when roll-over funds are announced by ISBE.
Total estimated revenues are $66,210,455 with property taxes ($40,120,397) and the State’s Evidence Based Formula ($9,349,063) bringing in the lion’s share at 75%. Other revenue at 14% is made up of the One Cent County Sales Tax, Corporate Property Replacement Tax; earned interest; registration fees; food service, etc.
Total estimated expenditures are $73,141,474 with 65.3% (47,766,061) representing the Ed Fund. Capital projects were 11.7% (8,582,000) with Operation and Mgt. Fund at 8.2% (5,990,670; and the Debt Service Fund at 7.7% (5,638,414). Salaries and benefits make up 61.7% (45,159,505) with ‘Other’ at 13.1 % (9,609,625) which includes bond interest and principal payments as well as special education tuition with room and board and CTE program payments. Capital assets are estimated to be 12% ($8,776,349) of the budget with 8% ($5,822,235) for supplies.
Ms. Montgomery noted that union increases given last year will continue to have a year-to-year impact until new revenues are received to counter that impact. Therefore adding to the anticipated deficit. The main driver of the projected deficit in the Ed Fund and the O & M Fund is inflation. Last December the Consumer Price Index (CPI) was at 6.5%, currently CPI is 3.2%. The impact of inflation is most notable in our technology department where anticipated expenses are $714,603 greater than last year.
Although the projected deficit in the Ed Fund at approximately $2.3 mil, the reserves (fund balance less early taxes) is $7,119,146. The projected deficit in the O & M Fund at approximately $633,000, while their reserves stand at $4,895,555. Deficits in the IMRF Fund and the Capital (OCCST) Fund were intentional and not noteworthy. This agenda item was for information only.
Ms. Montgomery's presentation can be viewed here: FY24 Tentative Budget Presentation
Action: 5.2 Set Hearing Date for Budget FY24
Board President Saunders called for a voted to set the hearing date for the FY24 Budget for September 27, 2023 at 6:30 p.m.
Rediger moved to set the hearing date for the FY24 Budget for September 27, 2023 at 6:30 p.m. Upon said motion being seconded by Phipps, the Board President called for a vote. All board members voted "yes."
6. CONSENT ITEMS
Action: 6.1 Adoption of Consent Agenda Items
Board President Saunders asked if any board members would like to pull any consent agenda items for further discussion. None were noted. She then called for a motion to approve the consent agenda items as presented.
Calderon moved to approve the consent agenda items as presented. Upon said motion being seconded by Strahle, the Board President called for a vote. All board members voted "yes."
Action (Consent), Minutes: 6.2 Minutes of Regular Board Meeting, July 26, 2023
Action (Consent), Minutes: 6.3 Minutes of Special Board Meeting, August 9, 2023
Minutes, Information: 6.4 Minutes of Facilities and Grounds Committee Meeting, August 9, 2023
Minutes, Information: 6.5 Minutes of Finance Committee Meeting, August 15, 2023
Action (Consent): 6.6 Treasurer/Financial Report
Action (Consent): 6.7 School District Accounts Payable
Action (Consent): 6.8 School Activity Account Reports
Information: 6.9 FOIA Requests
Action (Consent), Information: 6.10 Second Reading of PRESS Policies
Action (Consent): 6.11 Resolution to Dispose of Surplus and Non-Salvageable Equipment
7. PERSONNEL CONSENT AGENDA ITEMS
Action: 7.1 Adoption of Consent Personnel Agenda Items
Board President Saunders asked if anyone would like to pull any items out of Personnel Consent for further discussion. None were noted. She then called for a motion to approve the personnel consent agenda items as presented.
Bryant moved to approve the personnel consent agenda items as presented. Upon said motion being seconded by Rediger, the Board President called for a vote. All board members voted "yes."
Action (Consent): 7.2 Resignations
Action (Consent): 7.3 New Hires
Action (Consent): 7.4 Retirements
Action (Consent): 7.5 Transfers - None
Action (Consent): 7.6 Leaves of Absence
8. NEW BUSINESS
Presentation, Information: 8.1 Facilities Plan
Dr. Becca Lamon presented the Long and Short Range Facilities Plan. She noted that this is a part of the new Strategic Plan. The steps that have been completed so far are:
• facilities audit conducted by Graham and Hyde that inspected the major mechanical and structural items for each site
• items were added by administrators that include athletic needs and previously unidentified items;
• costs associated to all items in today's dollars and inflation for the future cycles.
She also shared the total costs of all the projects per building. She addressed the next steps for the Facilities Plan which includes documenting the last time the 415 items were last addressed and what was the longevity of each item, develop priority items for the near future, investigate funding options to address more items, and manage maintaining/addressing items along side of emergencies. Dr. Lamon shared how the district would manage the funds with these projects. The district would apply previous One Cent County Sales Tax revenues to current needs, address between $3-5 million in repairs annually, and explore the need for more funding. This item was for information only.
You can review the presentation here: Facilities Plan
Action: 8.2 GHS/GMS Message Center Replacement Bids
Mr. Mike Dobbs, Facilities and Grounds Director, sought approval with the district moving forward with awarding the GHS/GMS Message Center Replacements to I.D Signs. The existing signage is beyond economical repair and the software is no longer upgradeable. The overall cost of the project is $81,697 which includes a 5% contingency. Any unused contingency fees will be returned to the district. The estimated lead time for the new signage is 8 weeks. The Board President called for a motion.
Rediger moved to approve to move forward with awarding the GHS/GMS Message Center Replacements to I.D. Signs for an overall cost of $81,697. Upon said motion being seconded by Calderon, the Board President called for a vote. All board members voted "yes."
GHS/GMS Message Center Replacement Bid Sheet
Action: 8.3 GIS Boiler Replacement Bid
Mr. Mike Dobbs sought approval to move forward with awarding the GIS Boiler Replacement to E.L. Pruitt Company. Boiler #1 at GIS has a cracked heat exchanger and a defective
pump rendering the boiler beyond economical repair. The overall cost of the project is $90,759 which includes a 5% contingency. Any unused contingency fees will be returned to the district. The replacement Riello boiler is in stock and will be shipped once the project receives board approval and is awarded to E.L. Pruitt Company. Board President called for a motion.
Bryant moved To approve to move forward with awarding the GIS Boiler Replacement Project to E.L. Pruitt Company for an overall total of $90,759. Upon said motion being seconded by Strahle, the Board President called for a vote. All board members voted "yes."
GIS Boiler Replacement Bid Sheet
Action: 8.4 Renovation Bid for 1475 E. Plummer Blvd.
The administration is seeking approval to move forward with awarding the renovation of the building located at 1475 E. Plummer Blvd. to Michael von Behren Builders. The overall cost of the project is $3,015,722 which includes all architectural fees and a 5% contingency. Any unused contingency fees will be returned to the district. Board Member Murphy shared that he would be abstaining from the vote due to conflict of interest. Board President called for a motion.
Phipps moved to approve to move forward with awarding the renovation of the building located at 1475 E. Plummer Blvd. to Michael von Behren Builders to an overall cost of the project to be $3,015,722. Upon said motion being seconded by Bryant, the Board President called for a vote. Board members Bryant, Calderon, Phipps, Rediger, Strahle, and Saunders voted "yes." Board member Murphy abstained from the vote.
Renovation Bid Sheet for 1475 E. Plummer Blvd.
Action: 8.5 Furniture Bid
Mr. Dobbs is seeking approval to move forward with awarding the District Furniture purchase to School Specialty. The overall cost of the project is $77,671.27 which includes freight, delivery and installation. Board President called for a motion.
Rediger moved to approve to move forward with awarding the District Furniture purchase to School Specialty for an overall cost of $77,671.27. Upon said motion being seconded by Strahle, the Board President called for a vote. All board members voted "yes."
Furniture Bid Sheet
Action: 8.6 District Wide Security Film Installation Bid
Mr. Randy Allen, Safety and Security Director, sought approval for the district to move forward by awarding the District Wide Security Film installation to National Glazing Solutions Inc. The district wishes to protect main entryways and adjacent sidelights into our facilities by installing a shatter resistant laminate film. The overall cost of the project is $100,526 which includes a 5% contingency. Any unused contingency fees will be returned to the district. The material lead time is 2-3 weeks. The project is scheduled to be completed over winter break when students and staff are not present. Board President called for a motion.
Bryant moved to approve to move forward with awarding the District Wide Security Film Installation to National Glazing Solutions Inc. for an overall cost of $100,526. Upon said motion being seconded by Calderon, the Board President called for a vote. All board members voted "yes."
Security Film Installation Bid Sheet
Action: 8.7 Mechanic Supply Bid
Each year the district solicit bids for commonly used supplies in our transportation bus garage. We received one bid from Rush Truck Supply. The administration sought approval to accept the bid as presented. The Board President called for a motion.
Calderon moved to accept the bid from Rush Truck Supply as presented. Upon said motion being seconded by Strahle, the Board President called for a vote. All board members voted "yes."
Mechanic Supply Bid Sheet
9. COMMUNICATIONS
Information: 9.1 Future Board Meeting Dates / Dates for 2023/2024 SY
Wednesday, September 6, 2023, at 4:00 PM - Facilities and Grounds Meeting - District Office
Tuesday, September 19, 2023, at 4:00 PM - Finances Committee - District Office
Wednesday, September 27, 2023 at 6:30 PM (Open Session) - Regular Board of Education Meeting - District Office
Information: 9.2 Citizens - Opportunity for Visitors to Address the School Board Concerning Any Topic
Jo Barnard, Parent, voiced her concern regarding school start times.
Georgie Euler, Parent, shared her concerns regarding transportation and early school start times.
John Freml, Parent, voiced his concern regarding the administration not responding to the transphobic slurs on social media.
10. ADJOURNMENT
Action: 10.1 Adjournment of Regular Meeting
The Board President called for a motion to adjourn the meeting.
Board Vice President Calderon moved to adjourn the meeting.
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