Barbara Shanahan - Principal, Madison School | Community Consolidated School District 181
Barbara Shanahan - Principal, Madison School | Community Consolidated School District 181
Community Consolidated School District 181 Board of Education met Feb. 12.
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 President Michael Martin at 5:30 pm on February 12, 2024, 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, Michael Martin, Sinead Duffy, and Meg Cooper. Absent: Margaret Kleber.. Also present: Dr. Hector Garcia, Superintendent.
Pledge of Allegiance
Michael Martin led the Pledge of Allegiance.
Executive Session
Michael Martin made a motion to adjourn into Executive Session at 5:31 p.m. to discuss personnel, safety, and negotiations. Sinead Duffy seconded the motion. On roll call, the following members voted “Aye”: Grace Shin, Meg Cooper, William Cotter, Bill Cotter, Asim Aleem, and Michael Martin. “Nay:” None. Absent: Margaret Kleber. The motion carried.
Call to Order
Jean Duggan, Recording Secretary, took roll call at 7:20 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
No public comment.
Action Items
Approval of Full-Day Kindergarten Bids and Awards
Mike Duggan, Director of Facilities, recommended awarding the contracts to the respective bidders for the full-day kindergarten projects. He noted that the bid opening was held on January 25, 2024.
The District architect reviewed all bids for accuracy and evaluated the lowest responsive and responsible bidders. In general, the spread of the bid amounts between the three lowest bidders on each project was approximately 3%, reflecting a bidding market beneficial to the District and clear bidding documents from the District Architect.
In summary, the successful bidders were:
| Project | Successful Bidder | Architect’s Most Recent Estimated Amount | Bid Award Amount |
| Elm and The Lane Schools Combined | Lite Construction Inc., Montgomery, Illinois | $ 1,286,000 (Elm)
$ 2,192,000 (TLS) | $ 3,195,000 (Combined Bid Award for Both Schools) |
| Monroe School | R.L. Sohol, Inc. Plainfield, Illinois | $ 1,510,900 | $ 1,547,000 |
| Walker School | R.L. Sohol, Inc. Plainfield, Illinois | $ 5,871,200 | $ 3,697,000 |
| Madison School | K.R. Miller Contractors, Inc. Chicago, Illinois | $ 3,579,000 | $ 2,837,000 |
| Oak School | K.R. Miller Contractors, Inc. Chicago, Illinois | $ 5,318,800 | $ 4,257,000 |
| Totals | $19,757,900 | $15,533,000* |
Ms. Bradford confirmed that the District continues to watch the Architect/Engineering & Other Professional Fees and Contingencies.
Mr. Duggan confirmed that the Owner’s Representatives are pleased with the contractors and bid amounts.
Ms. Bradford confirmed that there is an approval process in place for any change orders. The Owner’s representatives are aware of this and will monitor the change orders.
Grace Shin left the meeting at 7:25 p.m.
William Cotter made a motion to approve the full-day kindergarten bids and awards as presented. Michael Martin seconded the motion. On roll call, the following members voted “Aye:” Michael Martin, William Cotter, Asim Aleem, Sinead Duffy, Meg Cooper, and Margaret Kleber. “Nay:” None. Absent: Grace Shin. The motion carried.
Approval for Summer Project Bid and Award
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 District Architect oversees these projects. The Architect prepares all plans, specifications, and bidding documents. Additionally, the Architect visits sites, prepares and submits all permit payment requests, and reviews all vendors' supporting documents.
On January 24, 2024, a bid opening was held for the Prospect School Parking Lot Replacement project. The lowest bidder, Matthew Paving, at $203,800, withdrew their bid once it was determined that they had yet to include a significant project component. The second successful bidder was Accu-Paving of Broadview, Illinois, for $206,780. The District Architect reviewed this bid and all bidder responsibility criteria provided by Accu Paving Co. and has recommended the award.
● The estimated amount - $254,000
● Bid Amount - $206,780
● Soft Cost - $39,288
● Total Cost Estimate - $246,068
● Life Span - 25-20 years
Margaret Kleber made a motion to approve the full-day kindergarten bids and awards as presented. Sinead Duffy seconded the motion. On roll call, the following members voted “Aye:” Michael Martin, William Cotter, Asim Aleem, Sinead Duffy, Meg Cooper, and Margaret Kleber. “Nay:” None. Absent: Grace Shin. The motion carried.
A resolution providing for the abatement of certain taxes levied by the District for the year 2023 with respect to certain outstanding bonds of Community Consolidated School District Number 181, DuPage and Cook Counties, Illinois, and for the deposit of certain funds of the District into the bond fund of the District for the bonds to be abated.”
Ms. Mindy Bradford, Assistant Superintendent of Business and Operations, presented the resolution for the abatement of certain taxes levied by the district. She explained the abatement proposal, justification, benefit, and background.
Ms. Bradford shared that CCSD 181 believes it is their fiduciary responsibility for the taxing bodies to be fiscally responsible while providing the highest academic return on investment. The Fund Balance Strategy provides structure and guidance for refunding taxpayers when resources exceed need.
Ms. Bradford said that with the assistance of the District’s financial advisor, Bob Lewis from PMA, they looked for the best way to execute their fiduciary responsibility not only to the district but also to the taxpayers of the community. This includes a plan to abate some of the Bond and Interest Levy. She said that choosing to abate
the Bond and Interest and not the Operating Funds helps to ensure a more stable/flexible rate without a permanent, compounding negative impact on the Operating Funds. The purpose of these proposed abatements are to reduce the debt service portion of the community’s tax bills until the annual debt service requirements are lower.
The recommended Bond and Interest Amount is as follows:
● 2023 Estimated Bond & Interest Levy - $5,396,620
● Abatement Amount - $2,000,000
● Adjusted Bond & Interest Levy - $3,396,620
Asim Aleem made a motion to approve the resolution providing for the abatement of certain taxes levied by the District for the year 2023 for certain outstanding bonds of Community Consolidated School District Number 181, DuPage and Cook Counties, Illinois, and for the deposit of certain funds of the District into the bond fund of the District for the bonds to be abated. Meg Cooper seconded the motion. On roll call, the following members voted “Aye:” Meg Cooper, Michael Martin, Bill Cotter, Margaret Kleber, Asim Aleem, and Sinead Duffy. “Nay:” None. Absent: Grace Shin. The motion carried.
HCHTA Contract Application Decision
The Board noted that this topic was postponed for a future meeting.
Informational Items
Science Resource Recommendation
Ms. Reingruber shared that the District’s target for a curriculum renewal cycle is five years. The last science resource pilot and purchase was for the 2017-2018 school year, which included McGraw Hill (K-3) and Houghton Mifflin Harcourt (4-8). The Department of Learning and Science Subject Area Committee Members researched resources and planned the Science pilot in the spring of 2022 and fall/winter of 2022-2023, with a pilot in the fall/winter of 2023-2024.
Resource Priorities
● Hands-on activities
● Organized resource/units
● Aligned to NGSS and prioritizes the standards that we have identified in our pacing guides
● Assessments and labs included
● If an online component is offered - review the current state of that resource
● Differentiated materials to meet the needs of all students (above, at, and below grade level)
● Cohesive K-8
Resource Considerations
● StemScope
● Lab-Aids
● OpenSciEd
● Inspire Science (McGraw Hill)
● Elevate Science (Savaas)
● Mystery Science
● Discovery Science
● Generation Genius
● Amplify
Resource Review
● EdReports review of resources (focus, coherence, rigor alignment to NGSS and D181 priorities)
● Publishers provided samples of current science resources at our request
● Connection with local school districts regarding science curriculum resources
● The Science SAC members reviewed all sample resources
● Narrowed to those resources for which a representative was scheduled to present ● Full day of presentations for both elementary and middle school SAC members
● Finalized the top two resources
Pilot Process, Procedures, and Timeline
● All SAC members and their grade-level team in elementary participated in the pilot
● All middle school science teachers at middle school participated in the pilot
● Each teacher piloted one unit of instruction from each resource
● The classroom pilots began in September 2023 and ended in February 2024.
● All pilot teachers completed a comprehensive rubric that included
○ Alignment to standards and grade-appropriate elements
○ Consistent, coherent content ○ Instructional supports - Supports instruction and learning for all students
○ Assessment - Supports progress monitoring and solicits evidence of student learning
○ Indicators of quality - Provide teachers/students the tools needed to meet expectations of standards ○ Digital components
● We identified glows and grows for each resource that would need to be addressed
Ms. Reingruber shared that administrative recommendation:
K-5 Mystery Science - Feedback from Science SAC
● Unlimited digital access for every teacher
● Usage data and analytics
● Standards-aligned lessons
● Hands-on activities
● Anchor phenomena and performance tasks
● Assessments and answer keys
● Engaging discussion questions
● Print and digital handouts
● “Stress-free” Mystery Packs
6-8 Elevate Science - Feedback from Science SAC
● Encourages active learning through storylines, lab activities, and science quests
● Core science program with digital integration
● Explores three dimensions of science
● Engineering practice
● Disciplinary Core Ideas
● Cross-cutting concepts
● Phenomena-based, with virtual and hands-on investigations
● The Digital Realize platform provides access to all digital resources and editable print resources
She said the cost of the K-5 Mystery Science Implementation 5 yr. Access for 7 Sites:
● Mystery Science on Discovery Experience (Action-Packed Real-World storylines, hands-on and virtual investigations, research-based grab-and-go lessons, activities, and strategies for teachers, over 190,000 engaging, K-12 standards-aligned resources across all content areas, integrated professional learning opportunities) - $167,825
● Mystery Science Kits - one kit per teacher - $47,625
● Professional Learning - 4 in-person events, 12 virtual hours - $23,400
● Total: $238,850
She said the cost of 6-8 Elevate Science Implementation:
● Elevate Module Teacher Editions - $6,528
● Student Edition 5-Year + Digital Courseware 5-Year License - $225,320
● Middle Grades Program Implementation Essentials PD - $3,450
● Lab Materials (TBD on FINAL COST) - $100,000
● Total: $335,298
Total Budgeted Cost of Five-Year Implementation K-8
● $600,000 was budgeted for the purchase of science resources. Future yearly lab consumable refills will be integrated into building budgets.
Celebrations & Student Activities Report
Dr. Jeffrey Alstadt, Director of Communications, shared the Celebrations and Student Activities Report. He highlighted the wide variety of opportunities available to students in District 181 outside of the classroom.
Celebrations
The Board of Education congratulated all nine school students who completed the D181 Spelling Bee. After 14 Rounds, James Bednarz (HMS) was named the D181 2024 Spelling Bee Champion. Finalists Callum Warden (Madison) placed second, and Blake Westberg (Prospect) placed third.
The Board recognized the D181 Jazz Band Programs that have been in the spotlight, showcasing the talent of the D181 student musicians. The HMS Jazz Band performed at the 77th Midwest Clinic. This event gathers music educators and performers worldwide, allowing the band to share their musical talents. The CHMS Jazz Band kicked off the Village of Clarendon Hills Centennial Celebration. Their performance set the tone for the upcoming festivities.
Activities and Clubs
● 269 students participated in Battle of the Books
● 93 students are Junior Tech Ambassadors at the elementary schools
● Over 30 ILMEA State Festival performers
● 88 students participate in Art and Digital Media Clubs
Athletics
● CHMS - 6th Grade Girls Cross Country won the Conference Title
● HMS - 8th Grade Girls Basketball had 30-0 record and were back-to-back conference champs
D181 Cares and Community Service
● HMS - provided holiday gifts for 12 families at the Hines Veterans Housing Assisted Living complex
● Oak School Sister School Partnership - provided three to four books for every student at Drexel Elementary School Enrichment
● Over 720 students participate in special interest and enrichment activities.
Staffing Report
Dr. Gina Herrmann, Assistant Superintendent of Human Resources, presented the preliminary staffing projections for the 2024-25 school year. Her report focused on staffing needs, including the number of full time employees, contingency plans, and the decision-making process.
She said the district projects to decrease FTE by 1.13 of the FY24 budgeted amount but seeks to budget for 2.0 FTE (teacher) and 1.0 FTE (Instructional Assistant) in contingency.
Dr. Herrmann said she will monitor the ability to utilize contingency FTE due to year-end IEP meetings, MAP placement testing, and summer enrollment. She said the 2024-25 fiscal year budget will reflect the financial impact.
FOIA Update
The District received two FOIA requests and completed the request since the last FOIA update on January 22, 2024, Board of Education meeting.
Consent Agenda
Personnel
Classified Staff
| Employment | |||||
| Name | Position | Location | FTE | Hourly Rate | Effective Date |
| Merrie Burket | IA Specialized | Oak/ECE | 1.0 | $20.49 | February 7, 2024 |
| Amber Bedolla | IA Specialized | Elm | 1.0 | $20.49 | February 12, 2024 |
| 2024 Summer School Employment | |||
| Name | Position | Rate | Effective Date |
| Amanda Casper | Administrative Assistant | $ 3,500.00 | Summer 2024 |
| Resignation | ||||
| Name | Position | Location | FTE | Effective Date |
| Mayolo Ojeda | Head Custodian | Monroe | 1.0 | January 30, 2024 |
| Jessica Davis | IA Specialized RISE | Walker | 1.0 | February 9, 2024 |
| Sally Ganzer | IA Specialized RISE | Walker | 1.0 | March 15, 2024 |
The Board was asked to approve the minutes from the following meeting:
● Regular Business Meeting - January 22, 2024
Monthly Financial Report
The monthly Financial Reports for January 2024 were submitted for review and approval.
Approval of the Early Entrance Criteria and Subject/Grade Level Acceleration Criteria
In the spring of 2019, the Department of Learning recommended changes to the district policy (7:50) as well as the creation of another policy (6:135) to meet the state requirements for early entrance and acceleration opportunities for students. These updated policies and procedures were successfully implemented during the summer and fall of 2019. In March 2021, the MAP scores included in these documents were updated to reflect NWEA’s release of 2020 norms. MAP scores continue to equate to the same percentile rank, the 99th percentile for the subsequent grade. This equivalency is noted on the criteria for transparency and consistency with our other placement documentation. A clarifying statement was added to highlight that the RIT to subsequent year 99th percentile equivalencies are based on the 2020 Norms at the 3rd week of instruction with a Standard Error Measurement of 3.5.
No other early entrance procedure criteria changes are recommended for Kindergarten, First Grade, Whole Grade, or Single Subject since the most recent approval was in March 2022. The district added the following clarification: RIT Scores equate to the 99th percentile for the subsequent grade level. 3rd week of instruction 3.5 SEM 2020 Norms.
Digital Learning Device Refresh - Chromebooks
The administration recommended purchasing 475 Chromebooks and related materials. This purchase will support the Digital Learning Environment by replacing outdated equipment following the district device refresh schedule.
Middle School
Incoming 6th-grade students will receive a new Chromebook that they will utilize throughout middle school.
The specifications of the equipment are as follows:
● 475x Lenovo 500e Chromebook (4th Gen) - 12.2" - Intel N100 processor - 8 GB RAM - 64 GB
● 475x Google Workspace licenses for Chrome
● 475x Targus Work-in Case (Model TKC001)
There are approximately 400 6th graders annually, and additional devices are purchased to help ensure enough devices accommodate a potentially larger 6th-grade class. Additionally, this purchase allows incoming 6th graders immediate access to a device. It will give the district extra devices if they become damaged and unusable. Additional devices help to ensure no interruption in learning for students since all core instruction is delivered through these devices.
Financial Impact:
● The purchase price of the Chromebooks and related materials will be $231,555.
Release of Closed Session Minutes
The Board of Education reviewed closed session minutes on January 22, 2024. They reviewed minutes from September 18, 2023, to December 18, 2023, and recommended the following minutes be released to the public:
* October 16, 2023
Destruction of Verbatim Record of Closed Session Minutes
The public body must keep the verbatim record of a closed session for a minimum of 18 months after the meeting and may be destroyed after the expiration of that period of time, but only if: 1. the public body approves the destruction; 2. the public body approves the written minutes of the closed session concerned, and 3. There is no legal action pending concerning the meeting. 5 ILCS 120/2.06(c)
Policy Adoption
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
Committee Reports
Finance and Facilities Committee
The Finance and Facilities Committee met on February 6, 2024. The topics for discussion were as follows:
● Monthly Financials
● Abatement Amount Decision/Resolution
● Full-Day Kindergarten Bid Approval and Award
● Digital Learning Device Refresh
● Summer Project Bid Approval and Award
Academic Success Committee
The Academic Success Committee meeting was held on February 8, 2024. The topics discussed were as follows:
○ Early Entrance and Subject/Grade Level Acceleration
○ Science Resource Recommendation
○ District-Level Committee Updates
Gifts & Contributions
The Board was asked to approve the following gift with gratitude:
Donor Name: Reverent Fear LLC
Donation: Kliplite Music Light
Beneficiary: Hinsdale Middle School Band Department
Value: $400.00
Payment of Bills and Reimbursements
Bills and Reimbursements were presented for approval in the amount of $729,509.94.
Board member Cotter commented on the importance of policy and how policy is developed.
Michael Martin made a motion to approve the consent agenda as presented. Margaret Kleber seconded the motion. On roll call, the following members voted “Aye:” Grace Shin, Michael Martin, Asim Aleem, William Cotter, Margaret Kleber, Sinead Duffy, and Margaret Cooper. ”Nay:” None. The motion carried.
Adjournment
Michael Martin made a motion to adjourn at 8:14 p.m. Sinead Duffy seconded the motion. All in favor. The motion carried.
https://go.boarddocs.com/il/hccsdil/Board.nsf/files/D3ALGY55D8B7/$file/2024_02_12_Reg.%20Bus.%20Mtg.%20Min..pdf
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