Quincy Reporter

Community Consolidated School District 181 Board of Education Finance and Facilities Committee met Oct. 15.

Here are the minutes provided by the board:

Call of Meeting

The Board of Education Finance and Facilities Committee meeting of Community Consolidated School District 181, DuPage and Cook Counties, Illinois, was called to order by Board Member and Finance Committee Chair Sinead Duffy at 5:00 p.m. on Tuesday, October 15, 2024.

Roll Call

Finance and Facilities Committee members present were Asim Aleem, Dr. Garcia, Adam East, Ellen Dunlap, Mindy Bradford, Lois Mejdrich, Jerry Mejdrich, Margaret Kleber, Sinead Duffy, Mike Duggan, and Catie Norton.

Pledge of Allegiance

Mindy Bradford led the Pledge of Allegiance.

Public Comment

No public comments.

Approval of Minutes

Sinead Duffy made a motion to approve the minutes from the September 10, 2024, Finance and Facilities Committee meeting. Asim Aleem seconded the motion. The motion carried.

Celebrations

The Committee recognized that the District received the Meritorious Budget Award for the 4th year for the FY 2024-25 budget.

Discussion Topics

Quarterly Financial Reports

Ms. Bradford shared the Quarterly Financial Report. The highlights are as follows:

All Funds Year to Date:

● Fund balance totals $78,770,273. This is trending favorably.

Operating Funds Year to Date:

● Fund balance totals $56,426,734. This is trending favorably.

Revenue:

● Totaled $37,485,991. This is trending favorably

● Local sources are higher than this time last year.

● Each month represents on average 8.3% received & 1st Quarter represents on average 25% received

Expenditures

● Totaled $23,027,917. This is trending favorably.

○ Projected Year-End Balances as a % of Budgeted Expenditures is 47.35%

Mr. Mejdrich requested that he see the final number in the Operating Funds.

Facilities Master Plan Recommendation

Director of Facilities Mike Duggan outlined the proposed capital projects for the summer of 2025. He noted that the projects are aligned with the district's Facilities Master Plan and aim to maintain quality facilities that actively support student learning.

Key Points:

● Project Selection: The proposed projects are based on the Facilities Condition Assessment Report, Educational Adequacy Analysis, Health Life Safety Surveys, staff surveys, and feedback from various stakeholders.

● Project Oversight: The District Architect will manage some projects, while others will be completed in house using cooperative purchasing.

● Budget Estimates: The report includes rough cost estimates for the proposed projects, subject to refinement as more information becomes available.

Dr. Garcia noted that the District seeks a long-term solution to the Washington Field space.

District Office Building Bid Approval and Award

On October 3, 2024, a public bid opening was held at the current District office. Thirteen bidders submitted proposals for the remodeling work. The committee was provided with a copy of the bid tabulation sheet. Based upon the District Architect's review of Bidder Responsibility Criteria, a required submittal for all bidders, Construction Inc., of Lombard met the responsibility bidder requirements for this project and was the lowest qualified bidder.

To stay on track for the initial demolition and remodeling, the District Architect recommended that the following items be bid later.

Base Bid B - Site Work and Unit Price B1

This work initially included repaving, reorganizing the parking layout, concrete/sidewalks, lighting, fencing, and landscaping. Based on the initial cost projections of this project, the District requested that the architect provide options to complete portions of the project separately. This will allow the district to prioritize and make decisions more easily on critical components of the site work.

Base Bid C - Elevator Modernization

After inspection and evaluation by the District Architect and their engineers, it was determined that the existing elevator was in need of modernization for both safety and adequate building access reasons. The architect is currently value-engineering these bidding documents.

Alternate Bids

A1 - Staining of Existing Exterior Masonry

The base bid included proper preparation and painting of all existing exterior walls. So this alternate bid, which was more cosmetic in nature, was deemed unnecessary. The cost for this alternate by the low base bid contractor was $122,000 and is not being recommended.

A2 - Roof Replacement

This alternate bid included the complete removal of the existing asphalt shingle roof and providing a new asphalt shingle roof and related ice and water shield for $54,000. This alternate was deemed unnecessary, as the existing roof has been inspected and was found to be well maintained over the years. Additionally, the District’s own roof inspection and maintenance contractor inspected and made minor repairs during the past year. If properly maintained and inspected per our service contract, it is estimated that there is at least another 10 years of life left in the existing roof, so this alternate bid is not recommended.

A3 - Security Glazing

The Base bid included providing 1” tempered insulated glass units on all exterior windows and other glazing and security film to the lower-level exterior windows. This alternate bid included providing security glazing for all exterior windows (including those on the second level) and other additional glazing at a significant cost of $182,000. Since security film could be added to all exterior windows and another more cost-effective glazing could be provided after the current remodel project, this alternate bid is not recommended.

A4 - Rough-In for Future Emergency Generator

This alternate included providing rough-in conduits, junction boxes, pull boxes, hand holes, and other wall penetrations and trenching necessary during this remodeling so that a backup natural gas generator could be installed at some point in the future, without the necessity of demolition and remodeling at that time. This alternate bid is not being recommended, as the district does not currently have a need for a generator and the cost to complete this project at a later date would not be significantly higher than the proposed $24,000.

Total Costs (Base Bid) $4,694,500

The committee agreed and supported the recommendation to bring Construction, Inc. forward for Board approval.

Amendment to the Crossing Guard Agreement

Mr. Duggan shared that on August 9, 2021, the Board of Education approved the Service Agreement between Community Consolidated School District 181 and Andy Frain Services, Inc. for providing crossing guard services throughout the school district. The agreement is amended annually, adopting Andy Frain Services’ new rate of pay for the coming school year. The terms of this Amendment shall be in effect through July 31, 2025, and include an hourly increase per guard of $0.70 (an approximate 3% rate increase, which is in line with general inflation) for a new hourly rate of $24.37. The annual expenditure for crossing guard services last year was approximately $300,000.

The committee agreed and supported the recommendation to bring this item forward for Board approval.

Monthly Financials

Ms. Bradford shared the following:

Operating Funds Year to Date:

● $56.4 MM:

● Trending on track

○ Includes relief to the taxpayers and purchase of district office building

● Revenue $3.5 MM: Trending on track

● Expenses $3.3 MM: Trending on track

The committee agreed and supported the recommendation to bring this item forward for Board approval.

School Maintenance Grant

Mr. Duggan shared that the School Maintenance Grant is a dollar-for-dollar state matching grant program providing awards up to $50,000 to grantees exclusively for the maintenance or upkeep of buildings or structures for educational purposes. There is no limit to the project cost; however, grant awards shall not exceed $50,000 per award, and applicants must provide a match from local funds equal to the grant amount requested. All steps required to submit a grant application formally have been completed, except for the execution of the grant application by the President of the Board of Education.

If awarded, grant funds would be applied to the Media Resource Center (MRC) remodeling at Walker School, a project that is included in the district’s long-term facilities plan. The MRC is original to the building. The remodeled Media Resource Center would provide state-of-the-art library technology and new furniture that would allow for increased collaborative learning for students and staff and increase the availability of STEAM related curriculum to Walker students.

The committee agreed and supported the recommendation to bring this item forward for Board approval.

Future Agenda Items

● Fund Balance Strategy

● Monthly Financials

● Tentative Tax Levy Presentation & Estimated Amounts Necessary to Levy

● Resolution - Disposition of Surplus Property (Electronic Equipment)

● District Office Building Supplemental Bid Approval & Award (if applicable)

Adjournment

Sinead Duffy made a motion to adjourn at 5:55 p.m. Margaret Kleber seconded the motion. The motion carried.

https://go.boarddocs.com/il/hccsdil/Board.nsf/files/DASR5V6C5910/$file/2024_10_15_Fin.%20and%20Fac.%20Com.%20Mtg.%20Min..pdf