001Okay, good afternoon everyone. I am Doug Flegal, the chair of the program and personnel um committee and I want to call the program and personnel committee meeting to order here on Monday, May 12th at 5:32 p.m. Will you join me and please stand for the pledge of allegiance? I pledge allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Thank you. I'm going to now review the agenda items for discussion at this afternoon's meeting. The first one is employment of employees. Then we will discuss the intergovernmental agreement for hearing itinerant district 120. Intergovernmental agreement for physical therapist district 70 and district 120. agreement with Rise Aquatics Club, educational tour requests and consolidated district plan uh for
002fiscal year 2025206. Our next item on the agenda is an invitation for public comment. And thank you. I want to remind our attendees that we will accept public comment related to current agenda topics or other items and you'll be limited to three minutes. You may not secede to another individual. Anyone wishing to speak, we have the SH signup sheet provided here and we will listen but not respond. Um, you are asked to come forward to the podium to provide your comments in order of the names listed on the signup sheet. And I have two individuals here. And the first individual I would like to invite to the podium and that is Mr. Nate Blackman. Nate, afternoon. We good? All right. Uh, good evening. Uh, my name is Nate Blackmer. Uh, I have three three children.
003Uh, my oldest graduated from Verna Hills High School last year. I have a sophomore currently at Vernon Hills High School. Um, and I wanted to speak just briefly about the uh, Rise contract that you're going to be reviewing with Rise Aquatic. Uh, Will is a swimmer. And, um, I wanted to first start by thanking the board. Uh, I think that as you have all kind of come to realize while Burn Hills High School is relatively new, 25 years after it construction, that uh, aquatic facility is in need of some updating. and I am grateful for the approvals that you've already done made to uh get some of those updates taken care of. Um I also know that a pool is among the most expensive uh facilities that a school district operates and so uh appreciate
004the commitment to that. Um I also wanted to just uh put in my two cents. Uh up until a few years ago, Rise Aquatics uh had access to both Libertyville and Vernon Hills High School. Um I don't know all of the details for how that changed or why that changed. Uh, one of the explanations that I was provided was that as the park district was renovating their pool, they needed a pool for their swim program. Um, and Vernon Hills High School was able to offer that, which is great. I know that Libertyville or sorry, the park district has completed that renovation uh and has their pool back open. Um, certainly there are a lot of swimmers that have uh benefited from both facilities here in Libertyville and in Vernon Hills. Um, my hope is that
005Rise Aquatics would be able to get back to using Vernon Hills High School's pool if at all possible. Uh, it's a very strong feeder program for the Vernon Hills High School swim team that did exceptionally well this year. We're quite proud of those guys. They ended up finishing eighth in the state and had a a good number of all state uh swimmers on that team. All of whom, except for one, if I'm not mistaken, uh, came from the RISE program. So, um I know in the grand scheme of things it's a fairly small uh ask, but I just wanted to throw my support uh behind that. If at all possible, uh it'd be great to get our guys back in their home pool. Um the other component to that that I wanted to just mention
006is I know that that program, Rise Aquatics, has donated a considerable number of um just uh items that a pool needs. Um they've done a lot for Libertyville High School since they've been here, especially after the construction. Uh, I'd love to see Min Hills benefiting from some of those same donations. Uh, I'm fairly confident that that's the kind of thing that, uh, Rise would like to continue to be able to offer. So, thank you so much for your time and consideration. I'll step back. Thank you, Mr. Blackman. We certainly appreciate your comments this evening. Um, the next individual I'd like to invite to the podium, Mr. Jack Jansen. Um, hello. Uh, my name is Jack Jansen. I'm a freshman at a swimmer for VHS. Um, I want to start off by thanking all of you
007for this opportunity to speak here. Um, and thanking you for everything you do for the students in district 128. Um, I wanted to say a few words about the RISE aquatics contract for use of District 128 facilities. So, I started in Rise, which used to be known as Cats, in 2018. At the time, we'd been practicing in Vernon Hills and Libertyville until 2021. That fall, Rise was limited to LHS only. Um, many of my teammates and I had been hoping we'd go back to the original arrangement to swim in both pools. And yes, it would be a great benefit for Rise. I want to talk about the way it affects our high school program. So, as you probably know, the VHS swim team has had a great couple of years, winning conference for the first
008time last year and again this year. We train hard, but we also lack the support that our counterparts at LHS benefit from. Without a RISE partnership at VHS, we struggle with aging and failing equipment. Um, just this last fall, Rise Aquatics purchased a completely new Colorado timing system for LHS. Um, and at VHS, our old timing system is regularly failing during home meets. Secondly, I want to address the fact that less and less trained swimmers have been coming in in recent years. There can be many reasons for this, but the fact that RISE has had to turn away over 100 swimmers in the past few years due due to a lack of space seems to be a pretty big reason. Um both schools aquatic programs will suffer from this because without trained athletes coming in,
009girls and boys swimming cannot achieve at the highest level. Uh lastly, I would like to mention that the park district already has a brand new pool at Lake View Fitness Center, which is perfect for the size club they are. Rise is a much bigger program, but it also provides a supportive partnership for D128 swimmers. Um I think we need that part partnership back at Vernon Hills High School. Thank you for this opportunity to speak. Thank you, Mr. Jansen, for your comments. We certainly appreciate those this evening as well. That those two names are the only that we have on the list. So, at this time, I would like to conclude uh the public comment segment and move forward into our agenda. Our next item on the agenda for discussion. Um the first sub uh subheading
010is employment of employees and these are employment items that occurred since last month. Does anyone on the board have any questions? No. No questions. Okay. Do we take a vote, Carol, or No vote? Discussion. Okay. Discussion. Okay. Then we will move forward with the intergovernmental agreement for hearing itinerant district 120, a state agenda item. And Brian, would you be kind enough to provide some additional information on this topic? Absolutely. Um so we uh district 128 and district 120 last year um came into an agreement um intergovernment agreement with each other to share services on a hearing itinerant. Um it was a one-year agreement due to um determining the needs for each school. So it'll be an agreement that we will bring each um year. And so we are bringing um this agreement for next year.
011Um so this year the agreement was that district 120 was at 60% and we were at 40 and next school year due to the needs of our students it'll be uh 50% 50%. So um both schools um are agreeable to this um and it worked uh very well this year. So bring in that and that'll go as an action item at the board meeting. Any questions or comments for Brian? Okay, no further discussion there. We will move forward with the intergovernmental agreement for physical therapists district 70 and district 120 state agenda item. And again, I'm going to ask Brian to provide information on this matter. So this is um same agreement as we have this year with um district 70 and um district 120 for our physical therapists and it'll be the same amount for
012our students for next year. And again it was a one-year agreement for uh intergovernment agreement for this year. It'll be one year for next year. Any questions or comments regarding this matter? If not, we will move ahead to the agreement with Rise Aquatics Club. This is a state agenda item and Bryant will provide information on this as well. So, we do have a history of working with Rise Aquatics um for uh pool space. Um and this agreement for um is a yearly agreement. Um and you could see that we have the cost um annual usage fee for the pool. uh meet event fee. So when they run meets at our our pool and again Rise Aquatics um is um really based out of Libertyville High School. Now, um the change over the years was that
013um Vernon Hills Park District and the turtle program has expanded into um providing um elite level or um teams for high school level and we work um with Vernon Hills uh park district on sharing some of our spaces. So we use some of their spaces for tennis, for cross country. Um we use the Sullivan Center for Special Olympics. So uh District 128 has a intergovernmental agreement with uh Vernon Hills Park District um to use some of their facilities. They also um have then use of some of our facilities for some of their community education programs which also include um their um turtles um uh program. So um as you can see from the agreement um it lays out um all the specifics of time of the use of um the pool uh mainly again at
014Libertyville High School. Okay. Any questions or comments that anyone wishes to offer regarding the agreement with Rise Aquatics Club? I have a question. Sure. So, um, specifically regarding section D4 of the agreement. So, section D item or excuse section four item D. Um, my question is why does the Vernon Hills Park District have priority over district sponsored and feeder programs? Um the priority list seems to favor the Vernon Hills Park District which benefits only a portion of the D128 community rather than the entire D128 community. So, one of the things that uh part of the reason is that the intergovernment agreement that we have with Vern Hills Park District to be able to use some of their facilities for our high school programs, whether it's cross country and um tennis and uh Sullivan Center is
015that we do try to give them some uh priority for some of the classroom space for their community programs and then also for their swimming programs. Um, some of our feeder programs, um, you know, some of the feeder programs that we have are, um, some of our basketball, uh, feeder programs, uh, wrestling feeder here at Libertyville, um, basketball at both buildings. Um and so that's the way when we worked with both athletic departments that we felt we needed and the um administration at the time and the board to prioritize um the use of the park district um prior to some of our feeder programs. Okay. Okay. Do we know how many um because it did say in the agreement that the um the rise program is designated as a you know a feeder the feeder
016program. Mhm. So is the turtles program also designated a feeder program? Turtles program is part of the uh Vernon Hills Park District. Right. But not specifically a feeder program like RISE. What we still consider looking at is a feeder program because that's our students um you know that live in Vernon Hills that are in that program that hopefully then will come to Vernon Hills High School. You know Rise Aquatics is a combination of Libertyville and Vernon Hill students but even then their whole roster is not all Libertyville and Vernon Hill students. So there are students that are outside the district on the Rise program that are you know in their program. All right. Um, and then this is a question that you probably won't be able to answer right now, and that's fine. Um, but
017do we know how many athlet athletes that um, you know, move on to swim from turtles versus rise? See, which is the um, we probably don't have that exact data. We have asked for rosters um on um I know we just uh John Woods recently asked for update on the rosters of the number of um swimmers that are in the RISE program that are district 128 swimmers. Okay. And then this is um just kind of a housekeeping question. Um, since this agreement pertains to first facility use, um, I'm just curious why this agreement is on the PMP agenda and not on the FNF because we look at more than just a facility use, but it's also programmatic use of I think I oversee all, you know, um, both, uh, rental programs in our district and
018also athletics. And so when we look at programmatic, it's more just uh than just about the facilities that they're using, but it's also about setting up the programs to um you know, help you know with our high school athletics. Okay. Thanks. So you feel comfortable with the responses on your questions, Wes? Is there is there anything else you would like? For example, the uh how many athletes for Turtle and Rise that administration may be able to come back with? Yeah, that'd be great. Brian, would you be kind enough to do that for us? Yeah, we can uh I can work with John Woods and Brian McDonald on getting some more information. And again, that would be the breakdown of athletes coming out of the Turtles versus the Rise program. Anything else? Are there any other
019questions or comments regarding this topic? Okay, if not, we'll move ahead to educational tour requests. There are two education tours listed and Tom, will you be be kind enough to provide background information there? Yes, absolutely. As many of um our board members are new, education tours um are anything that is um over 200 miles or requires an overnight um stay. So, it wouldn't be like a field trip for us. We would consider it an educational tour. Um these are both um athletic trips. One to LA the LHS girls basketball team going to a team camp at Purdue University this summer. The other Vernon Hills girls basketball team going to a team camp at the University of Wisconsin. Um we administratively have reviewed this. all of the necessary forms, insurance, um, and, um, kind of requirements
020for the coaches to submit are in order. Um, so we want you as a board to just be aware of these. Um, you have the, uh, ability to review and approve ED tours. Um, so we typically talk about them at our committee meetings and then you would move to vote on those and approve those at board meetings. Thank you. Any questions or comments regarding this topic? Okay. Uh if not, the last agenda item is the 2025 2026 consolidated district plan state agenda item and Tom um is going to be kind enough to offer additional background information on this subject. Yes, there are many exciting things about my job. This is not one of them. This is pretty mundane. This is the Illinois consolidated district plan. So what it is is actually a good thing. It
021is um in the state of Illinois school districts when we get a lot of uh grants and those grants um specifically are like our title grants, title one, title two, title three and title five for us as well as our idea grant which is a big grant for special education services. And so, um, instead of those grants all being spread out and done, um, kind of peace meal, what the consolidated district plan does is it asks us as a school district to take all of those grants and consolidate one, what is our plan for using the funds that are available in those different grants to meet our district and student needs. So, um, we are in the process of putting that together. Then what happens is you as a board will review our consolidated district
022plan and gives you an opportunity to ask questions or to make any recommendations. Um ultimately you would need to approve it so that once it's approved then we can apply for our title one title 2 idea grants. So um we um one one provision of the CDP this the consolidated district plan is that if a district is not making major changes to its approaches um it can submit virtually the same grant the following year. Um we are not making major changes to our school improvement efforts for next year. um we'll have some iterative changes but we are not taking on new initiatives or using the money to tackle a new um kind of program or approach. So I attached last year's CDP for you to review. Uh you will get a copy of the updated
0232526 CDP um in the next week. It'll look very similar to last year's. Um, and then at our board meeting in uh the end of May is when you would vote to uh approve the CDP for our districts. Okay. Thank you, Tom. This uh did appear to be uh one of the more heavier topics on the agenda. Are there any questions or comments that wish to be shared at this time? Okay. If not, that um concludes the items that were listed on our agenda. Future agenda items, the li the items listed here will be on the May board agenda and next month's um program and personnel committee agenda. Does anyone have any additional items to add at this time? Okay. If not, I will go ahead and adjourn the meeting at 5:54 p.m. here on
024Monday, May 12th. And thank you all for your participation. Yes. Thank you. No, it's listed at 5:45 is the start time, so we can roll. Thank you. All right. Is everyone ready? We all good? Okay. All right. Good evening. Um, I call the facilities and finance committee meeting to order at 5:55 p.m. Going to begin with reviewing the agenda items. We will start with public comment. Moving on for discussion. Items for discussion this evening. Our annual Lake County indemnification agreement. The resolution authorizing and directing the transfer of interest from working cash fund to the educa education fund. Resolution authorizing transfer from education fund into the operation and maintenance fund and the FY 26 treasures bond. and then we will ask for future agenda items and then we will adjourn. So first things first. Is there
025anyone here this evening who would like to give a public comment? Okay, moving on. We will start with our items for discussion. The annual Lake County indemnification agreements. And uh Mr. Stanley, would you please uh provide us with information on Yeah. All four of these things are regular things that we do basically once a year. So this first one is uh an agreement with the Lake County, the municipality. And what it basically says is the county will agree to um withhold permits from developers in unincorporated areas unless we tell them we're good to go in terms of developer donations. In exchange for holding up those permits, the county says, "But if we get sued because of it, you have to defend us," which is a reasonable request. So this is an annual appro agreement we
026do. We have never been in this situation before. Um but I think the idea is you know if you ever are in this situation um like there are some big developments happening in our county and other places and so this would help uh help us be able to negotiate with developers uh if needed. So it's just an annual thing that we approve every year. All right. Our next item resolution authorizing and directing the transfer of interest from the working cash fund to the education fund. Yep. This is um so in in school district I'm not sure how much familiarity you all have with school finance but um in education there we have eight different funds education on&m debt service transportation and there's a few others um to move money from one fund to another has
027a lot of legal rules. Uh it's not like a bank account where you can just transfer money from a bank account. You have to very specific reasons why you can move money from one fund to another. And in particular there are some funds that are very very difficult to get money out. That's debt service and working cash. The only way you can get money out of working cash is you have to abate it or abolish it and you do a resolution and then you can transfer money. Debt service, the only way you can get money out of there if you have a balance is to issue debt and pay off the debt with that proceeds. So, it's a little tricky. So what the law allows is is if you have money in that account and
028you earn interest through the year, as long as you transfer that interest out by the end of the year by a proper board resolution, it no longer uh you can do that easily. But if you wait till the end of the year or after the end of the year, it becomes now the permanent balance of that account and now you can you're much more restricted in being able to move that money out. So we used to do debt service and working cash every year. We have no debt service balance anymore and so we don't do that one. If we ever did, we would, but the working cash is still a fund that generates revenue. Um, and so we look at an annual basis to transfer the revenue. So, this is to transfer the interest that
029we've earned so far this year plus whatever we earn in May and June. Right. Uh, next item, resolution authorizing transfer from education fund into the operations and maintenance fund. This is this this one's not quite an annual thing. This is as needed. Um but again to move money so we're paying for the cafeteria if you've seen that uh renovation happening um we're paying that with our own money our own fund balances a bulk of that fund balance is in the ED fund and so in order to pay for it out of the capital projects capital projects is its own fund um we have to first transfer it into the operations and maintenance fund and then it'll get auto transferred at the end of the fiscal year into capital projects and so um there's a law
030that says you can transfer freely between ED fund O andM and transportation for whatever reason you want as long as you have a hearing. And so we have a hearing scheduled for next Monday that you have to give proper public notice for. That notice was given on f this last Friday with the right timeline. And so this is this is basically us now actually moving the cash to pay for the the part of the cafeteria project that we've done so far. And we'll have to do more next year, but this is our first kind of step towards that. So, this is transferring 8 million from our ED fund into O andM and it'll get auto uh moved over into capital projects as it incurs um the expenditures by the fiscal year end. And our last
031item, the FY26 treasures bond. Uh it's my pleasure to serve as your treasurer. Uh by law, you have to have your treasurer bonded. And so, uh, the law changed, um, uh, last year and so the bonding has to be 10 your the bond amount has to be 10% of whatever monies you have as of June 30th of your most recent fiscal year. Well, our most recent fiscal year was June 30th of 2024. So, we go back and look at those financial statements and how much money did we have? We had 100 million 27,000 or 100,270,000. Uh, so that means your bond amount needs to be at least 10,27,000. Our bond last year was 10 million, which was fine for that year, but for this coming year, we have to make sure it's at least higher.
032So, I just had it round up to 11 million. So, it looks a little funky. There's kind of two documents, but really our bonding is going to be for 11 million, which will cover us uh for the proper bonding. All right. Um, Dan, I just want to thank you for the descriptions that you put under the public comment. those were helpful. So, thank you for explaining everything. And then for the new board members, um the essentials of Illinois school finance, um items B, C, and D are all covered in depth in the book. So, if you want more information, it was really helpful. Those are great resources. Yeah. Also happy to answer any questions you have, too. So, all right. Uh future agenda items. The items listed will be on the May board agenda. Do
033I need to list them out? Okay. No. All right. And next month's facilities and finance agenda. Does anyone have any items to add? All right. Then um I adjourn the meeting at 6:02 p.m. All right. So, I call I call the special board meeting to order at 6:02 p.m. Uh, may I have a roll call, please? Nina Austin here. Jim Batson here. Raul Deshmuk here. Doug Flegal here. Lisa Hustell here. Middleish Cotwell here. West Poland here. Okay. And we open the invitation for public comment. Seeing none, we'll move on to the next agenda items. Um, first on the list is for action is the agenda item for additional Aspos bid for the LHS cafeteria project. Can I have a motion and a second, please? Poland. So moved. Flegal second. Wait, what was this for the
034project action? Any discussion? Wait, did you want to provide some info for you? Can I can I just the motion? Did you Did you read the whole thing? I was I did not actually. Sorry. Yeah. Sorry. Can I have a motion and a second to approve the additional asbistos work for the LHS cafeteria project to Nationwide Environmental and Demo LLC in the amount of 60,500 Poland so moved legal second any questions provide you want I'd like to just for the record uh hear the description. I know you've provided some information uh that's in the public uh content, but if you could just give a just a brief summary, I'd appreciate it. Yeah. Uh so with any project, there are going to be changes that happen uh based on unknown conditions or variety of other things.
035Sometimes those changes can be handled under the bids that are there. Uh but there is a state law that says any any changes over 10% of a particular bid uh have to be rebid. And so, uh, as we went through the tour, uh, it, uh, was that last month of the cafeteria, uh, Mark noticed a few things and, um, as they were doing the demo, uh, they discovered more aspesous work that had to be done. And so, unfortunately, it was substantial. And so, we had to bid out, uh, the additional work and, uh, put in another contingency in there to help any more that might come. Hopefully, there isn't. Uh if there's more of Mark might have a aneurysm um in this project. So uh so we bid it out. Mark, please don't. Yeah. And
036uh yeah. So that that's that's what's going on with this. This is work that we absolutely have to do. We have to abate this before we can really move forward. Historically, have we had problems with asbests or is this the first project that we've encountered uh this significance? This building um has a long history with aspesus abatement and so we've been working over the many years to abate it as we can and as we get into the spaces. Um but there's still significant I don't know if you want to add more yeah to that we have still have a speestous uh present in the building. Um as part of the speestous program of the state we have a sixmonth inspection. Every six months, uh, our consultant comes around, checks all the building. We have books
037and books and books of, you know, what originally was here, what's been taken care of, you know, and what's left. So, they six month inspection, uh, checks, you know, see if there's any damage or anything that happened. Um, so that's every six months and then every three years we do a, uh, have to do an annual report with the state. So, um, and every year we try to, uh, do some asbesus removal and it's usually because of a project that we're doing. And one other follow-up question, given that history, uh, do you find it concerning that the contractor came up short on their removal or is this just circumstantial in your opinion? It's it's circumstantial for the conditions. We did not see the materials. So we had contingency in the original amount and we used
038that contingency up. Um so that's what D said we were over our 10% that we could do a change order from an estimate we got. So then we rebid um rebid the work uh to get it done. So and we Sorry. No, go ahead. And we added another contingency in just in case something else arises. Um, for instance, in the kitchen, plaster ceiling was up there and you couldn't see above it. And when we took it down, we assumed be some pipe bubbles. There actually was a whole duck that was full covered. The rest of it had been abaded years ago out in the hallway, but we didn't know that it was above the ceiling in the kitchen. So, you know, that was one thing that we came across. So, um, there's pipes and pipe
039chases that are in block walls and you open up the wall and there it is. You can't see it. So, you know, as with many buildings that are this age and even Vernon Hills, uh, having drawings that are exactly accurate don't exist. And so, they're they have their best sense of what is behind the wall. Uh, but and they'll do some testing, but until you knock that wall down, you don't really know what's behind there. and once once it's there, you have to address it. So that's really what's happening with this one. It wasn't that there was known as speesus work and we didn't they didn't bid enough. It was more aspisous work was discovered than what was anticipated. Thank you. Any further questions? Um I only have a comment. One of the things that
040you have been doing over the last couple of years that I've really appreciated is including photos when you're um uh bidding out projects and having us uh take action. Um it is completely fine that there's no photos included in this particular item, but I would like to encourage you to continue to add photos of the areas that we're spending money on. think it's helpful for us, especially for those of us that don't spend a lot of time in the building, so we can immediately picture the area of work, but I also think it's great for the public because they might not know the areas that we're discussing. So, if you could just keep in mind in the future to continue to do that, I'd appreciate it. Okay, I will I will do that. And there
041hasn't been really anything because of the spec additional speestus that we've encountered and then and then this, you know, that we haven't done additional work since the walk through. Yes. uh anything significant, but yes, we'll include pictures. And then we have all our summer projects coming up, so we in include pictures for that. Are we all good? Yep. Can we have a vote, please? Sure. Uh oh. Deshmuk. Oh, sorry. You okay? Yes. Yes. Oh, I Oh, sorry. My bad. Hi. Um, Flegal I Cotwell I Poland I Austin I don't hear he's got water. Are you okay this lingering cough for that's I'm not talking today. We are going to move to the next agenda item. Can we have a motion and a second to approve the bid recommendations for the helical peers and push piles
042as presented? Poland. So moved second. Then for the um newborn maybe. So um part of the cafeteria project is we're encapsulating the courtyard and putting um uh a ceiling above that. Um part of that is that's you're building a building and so you need a foundation. And so uh the footing footings that were originally designed once they started digging in again unforeseen once you get in there they got down the soil was not suitable uh for what they had. And so they had to re-engineer a different idea for the footings. and their solution is what was in front of us. The helilicular peers uh most of the time redesigns don't end up costing less. So this one was more and there's a lot more that that's added uh in terms of uh more footings and
043stuff so that it's it's very secure. Um one note on here that is a little tricky which is why we worded the motion that way is there were three bid packages 02b 03B and 31A. Um part of that work is to approve the bid 02B to to Gilko as you can see um for 93207 31A to safeguard for 153536 but we need to reject the 03B uh bid. Uh the price came in way too high and Gilbane Gilbane and the rest of the team are working on an alternative solution. We don't believe that is a worthy bid to accept. Any questions from anyone? Okay. Can we have a vote, please? Sure. Um, Flegal, hi. Hustle. Hi, Cotwall. Hi. Poland. Hi, Austin. Hi, Dash. Hi. Okay. So, may I have a motion and second to convene
044in close session to discuss collective negotiating matters 5 ILCS 120/2C2 and employment of employees 5CS1 120/2C1 has so moved Poland second. Roll call, please. Okay. Oops. Hessel. Hi. Cotwell. Hi. Poland. Hi. Austin. I Dashmuk. Hi. Legal. Hi. Okay. Okay. And so there will be no action taken following the closed session.