ACROSS THE BOARD
December 2023 Committee Meetings
Recommendations during Committee meetings go to the full Board for consideration, with final action taken during future Regular or Special meetings. This issue of Across the Board provides an overview of the December 21 Business Services Committee meeting.
There was no Policy Committee meeting in December, and agenda items from the December 18 Learning and Teaching Committee meeting were tabled for a future meeting.
Business Services Meeting: Thursday, December 21
Meeting memos, presentations and other documents in BoardDocs
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Boundary Survey Results
Background
On November 28 and 29, demographer RSP and Associates presented two boundary concepts during community sessions and launched a survey. The survey has since closed and results have been published on the Boundary Updates website. This includes a summary of the results, plus a breakdown of results specific to the elementary, middle and high school concepts.
Jan. 11 Webinar and New Survey
RSP will discuss the survey results during a community webinar on Thursday, January 11 at 6 p.m. During this time, they will provide updated concepts for the Board to consider based on feedback from the initial survey.
Following the webinar, the District will distribute a new survey asking for feedback on additional concepts. This survey will be open from January 11 at 6:30 p.m. through January 15 at 12 p.m. The survey will be published on the boundary updates website and communications platforms, and direct notifications will be sent to families. Please note, the updated survey will include additional concepts that may impact families that were not impacted from the original concepts presented in November.
Recommendation: This agenda item is for discussion only.
Bond Parameters Resolution
Background
Multiple large, priority capital projects are planned for summer 2024. This includes reopening Fox Ridge as an elementary school, relocating the Transition program to Lincoln, and relocating early childhood to Haines; as well as various projects at other sites across the District.
In order to fund these projects, Administration recommended the issuance of long-term debt not to exceed $25 million. The Board gave administration authorization to move forward at the regular Board meeting on September 11, 2023. A Resolution of Intent was adopted and a Bond Issue Notification Act hearing was conducted in October and November, respectively.
Discussion
The next step in the process is the adoption of a resolution that identifies the parameters for the bond structure and sale. This includes details such as the term of the bond, the maximum interest rate, and maintenance of the bonds.
Recommendation: Administration recommends that the Board approves the Bond Parameters Resolution, as presented.
Construction Updates
Background
Multiple large, priority capital projects are planned for summer 2024. This includes reopening Fox Ridge as an elementary school, relocating the Transition program to Lincoln, and relocating early childhood to Haines; as well as various projects at other sites across the District.
Discussion
Some project updates were discussed at the December 21 meeting and are noted in the agenda items below. The following project updates were provided that will come before the Business Services Committee and/or full Board in the coming months:
Bid documents for the Lincoln renovation project have been released to the public and a recommendation for award will be brought in January.
Minor air conditioning equipment needed for this summer's project at multiple schools has been ordered. Wold Architects are working on design docs, and Administration anticipates bringing a recommendation for award for the labor portion of work is anticipated to come in February.
Access control documents were released to the public, and Administration anticipates bringing forward a recommendation for award in January. These devices provide secure electronic entry into buildings, and would be installed at buildings in two phases, starting with this summer at the high schools, middle schools, Administration Center and the Peck Road facility. Access control devices will be installed at the remaining buildings in summer 2025.
Recommendation: This agenda item is for discussion only. There is no recommendation at this time.
New Property Acquisition
Background
The Board has previously requested that Administration explore available options for commercial office space within the District and to consider how these spaces might offset current space needs for the District. After Thanksgiving, a commercial space became available on the east side of the city.
Discussion
The District negotiated an offer for the property, which was accepted at a cost of $1.1 million. With the acquisition of the new space, select projects originally planned for the Lincoln renovation can be scaled back and allow for additional space for other uses such as IT repair shops and added meeting rooms.Professional development and community space, as well as the Transitions program will still be housed at Lincoln and the building will be renovated to accommodate these changes, as originally planned. Learning and Teaching staff and office space, which were originally planned to move to Lincoln, are now anticipated to be moved to the newly acquired facility, which is move-in ready. Anticipated savings on scaling back other renovations expect to save the District up to $650,000.
Recommendation: This agenda item is for discussion only. There is no recommendation at this time.
Timeline
- January 2024: Board approves contract/due diligence period starts
- February 2024: Due diligence period ends
- March 8, 2024: Close on property and take ownership
Wild Rose Boiler Replacement
Background
Two boilers provide heating to Wild Rose Elementary. One of the boilers has recently failed and is unable to be repaired. The school is currently operating with one boiler; however, it may experience challenges without the secondary when extreme temperatures occur later this winter.
Discussion
This type of equipment replacement would typically be included in the Capital Improvement Plan, budgeted accordingly, and procured through the traditional bidding process. Due to the urgent need to replace, staff solicited a proposal from Helm Mechanical through the Equalis Purchasing Co-op.
Recommendation: District 303 Administration recommends awarding a contract to Helm Mechanical through the Equalis Cooperative for the Wild Rose Boiler Replacement in the amount up to $174,562.00
Timeline
- January 2024: Board Award and Purchase Order Issuance, followed by order and installation upon delivery
Haines Early Childhood Center Construction
Background
Various construction projects are out for bid as part of the repurposing of Lincoln, Fox Ridge and Haines next summer. Fox Ridge will reopen as an elementary school, Learning and Teaching and the Transitions Program will move to Lincoln, and the early childhood program will be housed in Haines.
Design is complete for the interior renovations occurring at the Haines Center. This project is being executed through a construction manager at-risk method through Pepper Construction, with whom the Board awarded a contract on December 11, 2023.
Discussion
The bidding documents included drawings and specifications prepared by Wold Architects, and additional scope breakdown information by Pepper Construction, and were broken down into multiple bid packets, such as demolition, masonry, electrical, mechanical, and concrete. The district received multiple bids for each available trade packet.
Recommendation: District 303 Administration recommends approving the bids and issuing contract through Pepper Construction for the renovations at the Haines Center in the amount of $ 7,386.373.
Haines Abatement Bid Results
Background
Design is complete for the interior renovations occurring at the Haines Center, and bidding has occurred for various scopes.
Discussion
District 303 Administration engaged with Weaver Consultants to complete environmental testing of the existing conditions at Haines, and for the creation of construction documents for bidding, permitting, and abatement purposes. Abatement scope includes both asbestos and lead-based paint elements. Due to the reporting, monitoring, and specialized coordination and containment needed for the abatement process, Weaver Environmental will hold the contract for all abatement services at Haines and serve as the construction manager for this process.
Recommendation: District 303 Administration recommends approving a contract with Weaver Environmental for abatement services at the Haines Center in the amount of $ 372,440.00.
Timeline
- January: Board Approval and Issuance of Purchase Order
- February: Permitting
- March- August: Abatement and Restoration
East High School Roof Restoration
Background
Funds were allocated in the Capital Improvement Plan to allow for roofing improvement projects on an annual basis. This fall, staff worked alongside a vendor to complete assessments of seven District 303 buildings to prioritize roofing projects.
Discussion
Based on the assessment results, staff is prioritizing roof work at East High School this summer. Staff explored options to extend the life of the existing roof, without a complete tear off, by completing a membrane restoration.
Recommendation: District 303 Administration recommends that the board approves award of the East High School Roof Restoration Project through OMNIA Partners in the amount of $ 1,328,026 to Garland/DBS, Inc.
Timeline
- January 2024: Board Approval
- May-July 2024: Construction
Radio Refresh
Background
In 2018, the District began transitioning from site-based analog radios (walkie talkies) to a digital networked system capable of district-wide communication.
Discussion
The District can complete the analog to digital conversion by purchasing 155 Motorola XPR 3500e radios to be distributed to buildings.
Recommendation: District 303 Administration recommends that the Board approve the items as described above at a total cost of $108,345.
Server and Chassis Refresh
Background
The District’s production and virtual desktop infrastructure servers were implemented between 2016-2018 and are up for a refresh, according to the technology rotation.
Discussion
The District can refresh existing equipment by purchasing two server blade chassis and 10 blade servers.
Recommendation: District 303 Administration recommends that the Board approve the items as described at a cost not to exceed $309,379.00
Financial Reports
Administration continually monitors the actual revenues and expenditures for Mid Valley and
District 303 throughout the fiscal year, and reports them to the Board on a monthly basis.
- Mid Valley: Both revenue and expenditures are trending slightly ahead. The fund balance reported is the audited fund balance. There are no areas of concern at this time.
- District 303: Overall revenue and expenditures continue to trend close to prior year's figures for this period. There are no areas of concern at this time.
Recommendations: Administration recommends that the Board accepts the Mid Valley and CUSD
303 Financial Reports as presented.
St. Charles Education Foundation Presentation
Background
The St. Charles Education Foundation began in 1992, with the purpose of supporting quality education for District 303. The Foundation uses its resources to support enhancements for education programs not funded by traditional revenue sources. Since its inception, the Foundation has donated over $1.4 million to benefit District 303.
For the 2022-2023 school year, the Foundation provided funding for 20 projects across District 303 schools totaling $14,000. The Foundation also last year awarded four graduating seniors each with $1,000 scholarships.
Discussion
St. Charles Education Foundation President David Pietryla provided a brief presentation about the organization.
Recommendation: This agenda item is for information only. There are no recommendations at this time.
Future Agenda Items
The next regular Business Services meeting is scheduled for Monday, January 29 at 5:30 PM.
- Continuation of all construction bids
- Discussion on school fees
- Official launch of budget FY 2025 process
- 5-year budget projections