Quincy Reporter

Community Consolidated School District 181 Board of Education met Jan. 22.

Here are the minutes provided by the board:

Call to Order

The Regular Business meeting of the Board of Education of Community Consolidated School District 181, DuPage and Cook Counties, Illinois, was called to order by Board Vice President William Cotter at 6:00 pm on December 18, 2023, at Hinsdale Middle School, 100 S. Garfield Ave., Hinsdale, IL.

Roll Call

Jean Duggan, Recording Secretary, took roll call. Board members present were William Cotter, Grace Shin, Asim Aleem, Margaret Kleber (remote), Sinead Duffy, and Meg Cooper. Absent: Michael Martin. Also present is Dr. Hector Garcia, Superintendent.

Pledge of Allegiance

William Cotter led the Pledge of Allegiance.

Board of Education Celebrations

The Board of Education congratulated the Business Office on receiving the Meritorious Budget Award. Two percent of school districts are honored with this distinction. The award is a prestigious award given by the Association of School Business Officials International (ASBO) to recognize school districts for their excellence in budget presentation.

It was also noted that the District will celebrate its 20th year of Excellence in Financial Reporting in the spring.

Executive Session

William Cotter made a motion to adjourn into Executive Session at 6:01 p.m. to discuss personnel and review the closed session minutes. Meg Cooper seconded the motion. On roll call, the following members voted “Aye”: Grace Shin, Meg Cooper, William Cotter, Asim Aleem, and Margret Kleber. “Nay:” None. Absent: Michael Martin. The motion carried.

Call to Order

Jean Duggan, Recording Secretary, took roll call at 7:00 p.m. Board members present were: Michael Martin, Grace Shin, Meg Cooper, William Cotter, Margaret Kleber, Asim Aleem, and Sinead Duffy. Also present, Dr. Hector Garcia, Superintendent.

Public Comment

Susie Thorpe, a Hinsdale Resident, addressed the Board regarding Be Smart.

Liz Schieber, a Hinsdale Resident, addressed the Board regarding Be Smart.

Jennifer Zordani, a Clarendon Hills Resident, addressed the Board regarding Be Smart.

Martin, Asim Aleem, William Cotter, Margaret Kleber, and Margaret Cooper. ”Nay:” None. Absent: Sinead Duffy. The motion carried.

Informational Items

Food Service Presentation

Mrs. Mindy Bradford, Assistant Superintendent of Business and Operations, shared an update on the District’s Food Service provider.

Ms. Bradford said Quest Food Management Services provides fresh, high-quality food, exceptional responsiveness, and personalized service to the District. They offer full meal choices at Hinsdale Middle School and Clarendon Hills Middle School. They also provide free/reduced meals and milk at the District’s seven elementary schools.

The current agreement with Quest runs from July 1, 2023, to June 30, 2026. Quest is also responsible for costs associated with the service including all labor, product, and direct costs. Quest bills the families and collects the revenue directly. Quest charges an administrative fee of 3.5% and a management fee of 2.35% on all program sales (minimum annual payment of $25,000). District 181 receives any revenue left after all costs and fees have been paid. District 181 typically receives a check from Quest for the additional revenue. For the 2022-23 school year, the food service program generated a gross profit of approximately $121,000.

Ms. Shin asked about how families learn about allergens. Ms. Bradford shared that there is signage, that Quest employs dietitians, and has the information on their website.

Special Education Mid-Year Report

Dr. Dana Bergthold, Assistant Superintendent of Student Services, presented the Special Education Mid-Year Report. She shared that District-wide data is utilized to observe trends or identify areas of need. The data is divided into decile, grade level, and school groups.

The grade-appropriate MAP assessments were administered to all grades 1-7 students based on the District 181 Assessment Calendar. She said the fall administration provides a data point for where to begin instruction, provide support, and enrich the curriculum for students. She emphasized the importance of continuing to ensure that there is growth. Also, she noted that trends and patterns are difficult to calculate in Special Education because the students are constantly moving in and out. The data is not apples-to-apples. NWEA generally observes that approximately 50-60% of students nationwide meet or exceed their growth projections.

Dr. Bergthold said that D181 students with IEPs are achieving at a similar or higher level in reading and math as non-IEP students across Illinois. She noted that the gaps are decreasing in both reading and math on the IAR.

Dr. Bergthold shared that the most prevalent eligibility categories in D181 are as follows:

● Developmental Delay (25%)

● Speech/Language Impairment (24%)

● Other Health Impairment (20%)

She highlighted that this was the first year that “Specific Learning Disability” was not one of the top three prevalent eligibility categories. This is a celebration for the District because the instruction, interventions, and student supports prevent students from entering special education under this eligibility category.

Dr. Bergthold presented the Special Education student cohort data. She said the information is used to understand student growth throughout the school year and to assist school teams in adjusting support as necessary.

● Elementary Data

● Middle School Data

● Eligibility Category Data

Dr. Bergthold said that the MTSS efforts in D181 are designed to identify student instructional needs early and provide support in a specific and targeted manner. Each student is identified utilizing the procedures developed by the MTSS Committee. The Committee works to review these procedures and continues evaluating the effectiveness of the interventions District-Wide. They also review the current efforts and service delivery models to determine better how students progress within each model and intervention.

Dr. Bergthold shared that the MTSS Committee continues to work on analyzing the movement between levels of intervention and the success of resources used for students who grow. This includes data from the middle school and elementary social-emotional screening tools and resources to support district-level students at all grade levels.

Elementary students and teachers completed the Satchel Pulse SEL Screener during the second week of September 2023. Dr. Bergthold shared the average of how the D181 elementary buildings measured across the five CASEL competencies for SEL based on the Fall 2023 Satchel Pulse screening. The District overall rated above five, which was excellent news. The District is generally doing well with students' social and emotional health.

Per a question, Dr. Bergthold confirmed that they expect more first and second-grade students in Tier 2 and Tier 3. She said the test changes in second grade. Ms. Shin commented that early intervention is a tremendous help.

Ms. Shin commented that the District might use the Satchel Pulse Screener at the middle schools.

CSCI Overview

Kristin Reingruber, Director of Assessment, Instruction & Evaluation, presented an overview of the Comprehensive School Climate Inventory (CSCI) survey. She said the District has used the CSCI survey since the 2018-19 school year. The CSCI is a nationally recognized school climate survey that provides an in-depth profile of the school community’s strengths and needs. She noted that the survey allows the District to gather detailed information to quickly and accurately assess student, school personnel, and family perceptions and provides the District with data to make informed decisions for lasting improvement. The input is provided by students in grades 4-8, along with K-8 staff and parents, through an online survey format that takes approximately 15-20 minutes to complete.

The CSCI measures fourteen essential dimensions of a healthy school climate in five broad categories:

● Safety

● Teaching and Learning

● Interpersonal Relationships

● Institutional Environment

● Leadership & Efficacy

The staff also provides input regarding leadership and professional relationships. The survey asks participants to either agree or disagree with a statement about their personal experiences with the school. Possible responses range from 1 being the most negative to 5 being the most positive. Ms. Reingruber clarified that if a question does not apply or one wishes not to answer it, they should select DOES NOT APPLY instead of providing a rating. All answers are anonymous; no identifying information is shared with the district. Results are reported in the state report card and by local media. The survey will be conducted from February 12-23, 2024. Information will be emailed to families from the district, schools, and PTOs to encourage parent participation further. Participation levels for students, staff, and parents increased in 2023. Overall, the 2023 district average scores for parents, staff, and students were all within the positive range (3.5-5.0).

FOIA Update

The District received one FOIA request and completed the request since the last FOIA update on November 13, 2023, Board of Education meeting.

Full-Day Kindergarten Bid Update

Mr. Mike Duggan, Director of Facilities, presented the full-day kindergarten bid update. He shared that the District has been working with Healy, Bender, Patton, and Bean (HBPB), the District’s Architect of Record, to complete plans for additions and remodeling necessary to house the expected increased enrollment. The plans were drawn according to the demographic reports issued by Kasarda.

Mr. Duggan shared the following timeline:

● January 4, 2024: Pre-bid walk-through at all affected schools

● January 25, 2024 Bid Opening

● February 6, 2024 Present recommendations for acceptance of successful bids at the Finance and Facilities Committee meeting

● February 12, 2024 Present recommendations for acceptance of successful bids at the Board of Education meeting

● June 3, 2024 Commerce Construction

● August 9, 2024 Completion deadline of Phase 1 of the construction

● July 18, 2025 Substantial completion date for construction

● August 20, 2025 First day of student attendance for the 25/26 school year

As of this date, the following contractors have registered as plan holders for one or more projects. As a result, it is anticipated that the District will have approximately six bidders per project:

● Lite Construction, Inc.

● Robert Yiu Construction, Inc.

● R.L. Sohol General Contractor

● Reed Construction

● Metropolitan Corporation

● F.H. Paschen S.N.Nielsen & Associates, LLC.

● Troop Construction

● E.Anthony, Inc.

● Construction, Inc. K.R. Miller Contractors, Inc.

● Bulley & Andrews

● The George Sollitt Construction Company

● Simpson Construction Company

● Happ Builders

Mr. Duggan said the bids were packaged as follows:

● Oak School

○ $5.8 million - initial estimate

○ Includes the interior renovation and exterior demolition work that must be completed by the end of the first summer.

○ Oak School should be the sole focus for a contractor and was bid on its own.

● Walker School

○ $5.9 million - initial estimate

○ Includes interior and exterior renovation work that must be completed by the end of the first summer.

○ Walker School should be the sole focus for a contractor and was bid on its own.

● Elm School and The Lane School

○ $3.5 million - initial combined estimate

○ The contractors could bid on these projects individually or as a combined package.

● Madison School and Monroe School

○ $5.5 million - initial combined estimate

○ The contractors could bid on these projects individually or as a combined package.

Mr. Duggan shared that the work during the summer of 2024 will represent approximately 50-60% of the total contract. The balance will be completed as feasible during the 2024/2025 school year, with most of the remaining work completed in the summer of 2025. The substantial completion is targeted for July 2025 in anticipation of Fall occupancy (August 2025).

Action Items

Approval of Owner’s Representative for Full-Day Kindergarten Project

Mr. Duggan and Ms. Bradford shared that given the combined size and complexity of managing six relatively large capital projects, the Administration investigated the option of engaging an owner’s representative to assist with project management for the Full-Day Kindergarten project.

Using an owner’s representative for the Full-Day Kindergarten project will provide consistent and rigorous oversight of the contract completion and construction processes - proactively managing all contractors across the six elementary school sites to help the district deliver all projects on time and within budget. Typically, an owner’s representative can pay for themselves with the savings they can provide in budget oversight. Overall, owner’s representative fees usually fall between 3% to 4% of the project cost for their services when the scope includes planning, design, and construction. For projects such as this, where the scope is reduced to the pre-construction and construction portion, fees can range from 1.5% to 3% of the project cost. They said the selection process focused on identifying a strong client advocate with accountability and fiduciary responsibility. Desired key areas of focus for the owner’s representative are as follows:

● Pre-Construction Services

○ Review of the district’s architectural program and drawings provided for bidding to contractors

○ Provision of a preliminary evaluation of the district’s program schedule and budget requirements

○ Creation of a written project management plan, including preliminary evaluations by location, overall project schedule, communication procedures, and a comprehensive master project budget and milestone schedule for each location

○ Creation of a mechanism to validate Contractor bids before award, including the identification of value engineering opportunities

○ Assistance with safety planning and precautions, storage, moving, and related logistical matters

● Construction Oversight

○ Help manage the work of the general contractor, including conducting site visits to validate % of completion estimates used in progress billings

○ Challenge change orders and help negotiate project costs to protect the district’s financial interest proactively

○ Help design and maintain a record-keeping system to support future audits

○ Early identification of issues and creation of comprehensive recovery plans to ensure timely project completion

○ Coordinate completion of all punch list items

● Post-Construction

○ Coordination of all required inspections and approvals necessary to permit occupancy ○ Provide for the close-out of all agreements to confirm final project costs and final certificates of completion

○ Assist in any required commissioning, ensuring that a building performs per the design intent, contract documents, and the owner's operational needs.

The Administration reached out to four potential owner’s representatives, including the following:

● Chicago Design Network (Dorothy McCarty)

● CZ Design Services (Mary Cavanaugh)

● McNitt Consulting (Heather McNitt)

● Turner & Townsend Heery (Jason Sparks and Todd Rusche)

Ms. Bradford and Mr. Duggan met with representatives of all four firms to communicate expectations and to engage interest in the project, including a request for interested firms to submit a proposal for services. They also invited each firm to attend the pre-bid meeting held at each school on January 4th. Of the four firms, one participated in the pre-bid meetings (Turner & Townsend Heery), and two chose to submit formal proposals (Chicago Design Network and Turner & Townsend Heery).

They noted that Turner & Townsend Heery offered the options of a Time Spent with Billing Rates Fee Arrangement with a “not to exceed amount” and a Lump Sum Fee Arrangement. In the Time Spent Arrangement, the fee is calculated based on the actual time spent on the project. Based on the scope of work agreed upon and the resulting detailed cost estimate, the fee uses an hourly billing rate by position/role associated with the resources required for the project.

This project's “not to exceed” fee is $418,759. This amount represents approximately 1.6% of the projected project cost. In a full-scope project, the owner’s representative fee can approximate up to 3-4% of the project cost. Because we are requesting the engagement of an owner’s representative after the pre-construction phase of the project has been completed, it would be more reasonable to expect a fee in the 1.5-3% range.

After the Finance/Facilities meeting Turner & Townsend Heery proposed a Lump Sum Fee Arrangement of $425,000 and an absorption of the estimated reimbursable expenses (estimated at $7,500).

The Administration believes the Time Spent with Billing Rates Fee Arrangement is the superior option. First, the Time Spent Fee assures us that the District is only paying for the specific level of staff provided. We only pay for the Senior Manager's time if the Senior Manager does the work. In a Lump Sum Fee, work could be shifted to a more junior person without any corresponding fee reduction.

Chicago Design Network offered only a lump sum fee arrangement of $198,600 that needed to be supported by a detailed scope document and related cost estimate. The proposal also included hourly billing rates for any additional work that was required to be done. Because the scope was not well defined, the potentially minimal level of service included in the base lump sum fee was concerning.

The Administration recommended hiring Turner & Townsend Heery as the owner’s representative using the Time Spent with Billing Rates Fee Arrangement for the Full-Day Kindergarten project.

Margaret Kleber made a motion to approve the Owner’s Representative (Turner & Townsend Heery) as presented. Sinead Duffy seconded the motion. On roll call, the following members voted “Aye:” Meg Cooper, Margaret Kleber, Asim Aleem, Sinead Duffy, William Cotter, Grace Shin, and Michael Martin. “Nay:” None. The motion carried.

Approval of 2024-2025 School Fees

Ms. Bradford presented the proposed 2024-25 school fees for approval. She noted that the following:

● Curriculum, technology, and field trip fees across all grades will remain the same. ● There will be minor adjustments to some optional fees: supplies, milk, and transportation.

● Student registration fees are projected to be $1.43 million, based on projected student enrollment.

Dr. Garcia confirmed that the District is working on a plan to ensure student registration fees are paid.

Asim Aleem made a motion to approve the 2024-25 school fees as presented. Sinead Duffy seconded the motion. On roll call, the following members voted “Aye:” Grace Shin, Meg Cooper, Michael Martin, William Cotter, Margaret Kleber, Asim Aleem, and Sinead Duffy. “Nay:” None. The motion carried.

Approval of Resolution to Prepare Tentative Budget

Ms. Bradford presented the Resolution to Prepare the Tentative Budget for 2024-25. The Resolution allows the District to prepare the budget for the fiscal year beginning July 1, 2024, and ending June 30, 2025. The Business and Operations Department will begin the multi-step process of working with the department and building leadership to create the school district budget for the next fiscal year.

William Cotter made a motion to approve the Resolution to Prepare the Tentative Budget as presented. Sinead Duffy seconded the motion. On roll call, the following members voted “Aye:” Asim Aleem, William Cotter, Michael Martin, Grace Shin, Sinead Duffy, Margaret Klever, and Meg Cooper. “Nay:” None. The motion carried.

Approval and Award of Summer Project Bids

Mr. Duggan shared that the original Facilities Master Plan was approved by the Board of Education in May 2018 based upon the Facilities Condition Assessment Report ( FCAR - 2015- Wight and Company), Educational Adequacy Analysis (Healy Bender), Health Life Safety Surveys (annually conducted by the ROE), Staff Surveys, Anecdotal Feedback and School tours by committee members and the District Architect. He noted that the 10-year project plans are revised annually after completing that year’s summer projects. The timing of some projects may be moved due to changes in circumstances that would necessitate completing the project sooner or later than initially planned.

He shared the following capital projects for implementation during the Summer of 2024.

District Architect Projects:

● HMS Settlement Cracks (Bulley & Andrews will pay for them)

● Prospect Parking Lot Replacement

○ Estimate total: $361,760

District In-House Projects:

● Monroe - moisture mitigation and flooring replacement

● Monroe - playground poured in place, surfacing

● Prospect - playground replacement

● Madison - playground poured in place, surfacing

● The Lane - LED retrofit and replacement

● Walker - playground replacement

● The Lane - playground poured in place, surfacing

● Madison - MRC remodel

○ Sub-total: In-House/Co-Op: $1,940,809

○ Plus Architect Projects: $361,760

○ Gross Total: $2,302,569

○ Less School Maintenance Grant: -$50,000

○ Less: HMS Settlement Cracks: -$59,500

○ Net Total: $2,193,069

William Cotter made a motion to approve the award of the Summer 2024 capital project bids, as presented. Sinead Duffy seconded the motion. On roll call, the following members voted “Aye:” Sinead Duffy, Grace Shin, Asim Aleem, Michael Martin, William Cotter, Meg Cooper, and Margaret Kleber. “Nay:” None. The motion carried.

Consent Agenda

Personnel

Certified Licensed Educators

Change in FTE
Name	Position	Location	Current FTE	New FTE	Effective Date
Kelly Proctor	Resource	Oak	.5	1.00	01/23/2024

Lane Advancement, effective January 23, 2024
Name	Position	Current	Advanced	Salary
Samantha Ferguson	Lang. Arts Teacher	BA+15, 9	MA, 9	$82,321.62
Taylor Moen	Teacher, Gr. 3	BA+15, 4	MA, 4	$66,490.54
Erin Martorano	Teacher, Gr. 4	BA+15,5	MA, 5	$69,656.75
Christine Guide	Teacher, Gr. 4	MA+15, 16	MA+30, 15	$110,817.56

Classified Staff

Employment
Name	Position	Location	FTE	Rate	Effective Date
Nadezda Fedoseeva	IA Specialized	Oak/ECE	1.0	$20.49/Hour	January 8, 2024

Timothy Awoyemi	HDT Team Lead	Districtwide	1.0	$60,000.00 /Year	January 8, 2024
Leigh Piontek	IA-Special Education	Elm	1.0	$17.64/Hour	January 17, 2024
Marianne Freza	PT School Secretary	Oak ECE	.6	$17.37/Hour	January 11, 2024

Elementary Club Sponsors, Hours to be paid in December & May
Name	Location	Club	Stipend
Jenny Juska	Monroe	Monroe Milers	$210

Resignation
Name	Position	Location	FTE	Effective Date
Marisol Lopez	Instructional Assistant	Oak/ECE	1.0	January 31, 2024

Approval of Minutes

The Board was asked to approve the minutes from the following meeting:

● Regular Business Meeting - December 18, 2023

Policy Review - First Read - Approval for Public Display

The Board was asked to approve the following policies for public display:

● 2:20 - Powers and Duties of the School Board, Indemnification

● 2:120 - Board Member Development

● 2:220 - School Board Meeting Procedures

● 4:10 - Fiscal and Business Management

● 4:30 - Revenue and Investments

● 4:130 - Free and Reduced-Price Food Services

● 4:160 - Environmental Quality of Buildings and Grounds

● 5:30 - Hiring Process and Criteria

● 5:190 - Teacher Qualifications

● 5:200 - Terms and Conditions of Employment and Dismissal

● 5:210 - Resignations

● 5:220 - Substitute Teachers

● 5:250 - Leaves of Absence

● 5:330 - Sick Days, Vacation, Holidays, and Leaves

● 6:30 - Organization of Instruction

● 6:50 - School Wellness

● 6:60 - Curriculum Content

● 6:230 - Library Media Program

● 7:60 - Residence

● 7:70 - Attendance and Truancy

● 7:160 - Student Appearance

● 7:190 - Student Behavior

● 7:270 - Administering Medicines to Students

● 7:285 - Anaphylaxis Prevention, Response, and Management Program

● 7:290 - Suicide and Depression Awareness and Prevention

● 8:30 - Visitors to and Conduct on School Property

Monthly Financial Report

The monthly Financial Reports for December 2023 were submitted for review and approval.

Quarterly Financial Report

The second Quarter Financial Reports were submitted for review and approval.

Committee Reports

Finance and Facilities Committee

The Finance and Facilities Committee met on January 17, 2024. The topics for discussion were as follows:

● Food Service Presentation (Quest)

● Quarterly Financials

● Full-Day Kindergarten Bid Update

● Recommendation for Approval of Owner’s Representative for Full-Day Kindergarten

● Monthly Financials

● School Fees

● Resolution to Prepare Tentative Budget for Fiscal Year 2024-25

Academic Success Committee

The Academic Success Committee met on December 7, 2023. The topics for discussion were as follows:

● Special Education Mid-Year Report

● CSCI Overview

● District-Level Committee Updates

Gifts & Contributions

The Board was asked to approve the following gift with gratitude:

Donor Name: Office of the Secretary of State (Illinois State Library)

Donation: FY24 School District Library Grant

Beneficiary: CCSD 181 Students and Staff

Value: $2,741.73

Payment of Bills and Reimbursements

Bills and Reimbursements were presented for approval in the amount of $1,204,628.86,

Michael Martin made a motion to approve the consent agenda as presented. Grace Shin seconded the motion. On roll call, the following members voted “Aye:” Grace Shin, Michael Martin, Asim Aleem, William Cotter, Margaret Kleber, Sinead Duffy, and Margaret Cooper. ”Nay:” None. The motion carried.

Adjournment

Michael Martin made a motion to adjourn at 8:18 p.m. Grace Shin seconded the motion. All in favor. The motion carried.

https://go.boarddocs.com/il/hccsdil/Board.nsf/files/D29N7Y5E9E17/$file/2024_01_22_Reg.%20Bus.%20Mtg.%20Min..pdf