SD308 Board of Education (3/20/2023)

00123 can I have a roll call please Mr Cerrone president Miss Doyle Mr Gatewood president Miss Johnson president Mr ploger President Miss simultane present Miss Swanson 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 for all item 4.1 is our winter athletic recognition and our National Merit semifinalist I should say so bored at this time I'd ask that you joined me out front as we recognize our winter athletes good evening everyone the board of education is proud to acknowledge and recognize the award-winning efforts and accomplishments of our students both in the classroom as well as those who participate in athletic sports of choice this winter season we're going to bring up our groups individually this evening our first

002group of winter athletic students to be recognized are the student athletes from Oswego High School girls bowling team this team has turned into one of the top contenders in Illinois after last year placing third in the ihsa state competition and this year playing fifth coach oakrin coach Breedlove and coach rezner at this time we would like you to introduce your team and students as your name is called please go forward across to the superintendent and board to receive recognition okay first up we have our senior Captain Laney Breedlove [Applause] also uh um being recognized but not with us tonight is Sonny Boker a freshman [Applause] a junior who could also not be with us tonight she's actually working at the bowling alley Pro Shop Haley Jordan [Applause] we have Junior Amber lymanstall [Applause] a sophomore

003who could not be with us tonight is Rhiannon Reynolds foreign and next up we have the Watson family we have senior Caitlin Watson [Applause] next up in the birth order is Junior Maddie Watson [Applause] and freshman Sammy Watson [Applause] we also have a special gift for Dr sparlin so I have a team book for you Dr sparlin I know you came out for sectionals in state and you're actually pictured in our book so I'm going to give you this as I walk by so congratulations girls [Applause] oh congratulations to our girls bowling team we'll go ahead and let you all head out and feel free to head out those Center doors there and we're gonna move right along we have all sorts of fun tonight our next recognition goes to a student from Oswego East

004High School who is a member of the Oswego Co-op boys swimming and Diving team this athlete placed third at the ihsa boy State boys swim and dive champion in the 500 freestyle with a time of 430.29 at this time we'll have our student athlete Chase Meyer a sophomore come forward along with his coach coach insulin to be congratulated thank you go ahead and greet the board members there congratulations Chase [Applause] our next big group of students here are our student athletes from Oswego High School varsity co-ed cheerleading team on their way to their first ihsa state championship competition the oh cheer team captured the school's first ever sectional Championship congratulations cheer for having finished sixth in state we have Coach Hill Coach Henry if you would come forward you're going to introduce your team and

005students as your name is called please go across the board and superintendent to be congratulated Junior Ava Brown senior Anaya Brunson [Applause] senior Janaya Chapman [Applause] Junior Miranda cook [Applause] sophomore Sabrina Davis sophomore Briley Elizondo Junior garlic Jaylene Garcia [Applause] sophomore William Hawkins senior Connor Kehoe [Applause] senior Madeline Kohler [Applause] senior Sarah Nolan [Applause] sophomore Isabella potasnik [Applause] senior Sam potasnik sophomore Natalie smirowski freshman Gia Smith Junior Ava Smith sophomore autumn streisek freshman Bree Thomas senior L Tweedy [Applause] senior Abby Vilma senior Samantha Wade and Junior Rachel zwemke foreign coaches go ahead and proceed through the line for congratulations and then we will celebrate you one last time before you head out okay you guys can head on out congratulations our final group of students for our student athletes are from Oswego East wolves boys

006basketball team this team finished the year with an impressive 29-6 record a Regional Title a sectional title and a trip to the super sectional where they gave an eventual class 4A state champion Moline their biggest test of the tournament losing by Just Four Points Sun Times High School sports editor Michael O'Brien's Final Super 25 rankings for 2023 placed these wolves in fifth place overall tonight we have yes [Applause] coach Vasquez and Coach Mo are going to introduce their team and then please proceed across to be congratulated team manager Junior Simone Lockett senior Mason blacko [Applause] Junior Austin Karachi [Applause] senior Micah Gatewood [Applause] senior manager Patrick Holt [Applause] senior Tyler Jason senior Geo Johnson [Applause] senior Ryan Johnson [Applause] senior Makai Lowry [Applause] Junior Noah Mason [Applause] Jr Brayden Murphy [Applause] sophomore Andrew Pullman sophomore

007tauren Ross [Applause] senior Bryce Shoto [Applause] Junior Aiden Sims [Applause] Junior Javion Starwood and Junior Andrew Wiggins [Applause] awesome [Applause] thank you gentlemen [Laughter] okay our final student recognition for this evening is our group of students from Oswego East High School who were named our National Merit finalists these individuals are chosen based on their abilities accomplishments and potential for success in their rigorous College studies we have three students two are joining us this evening we have Arjun Ramesh is not here Nicholas Rondon please come forward [Applause] yes [Applause] Nick we're going to have you stay right there in our very own board representative here Anya Roy congratulations [Applause] any of our OE admin would like to join us up front we're going to do a photo with these students in our board and Dr sparlin

008thank you stay there we got some parents stay still [Music] you can head up there we'll share the photo with you I promise go on up here all right congratulations all right board stay put we're going to do a switch here we need to go ahead and excuse any of our remaining parents that are here for those unless you'd like to stay and we're going to welcome in our pride recognition awardees and their support crew thank you you're welcome there's cheers on the other side too feel free to sit wherever you'd like it's just one big party tonight okay so we're gonna move on to our pride recognitions our March Pride recognition tonight the Board of Education acknowledges Pride winners for the month of March Pride does stand for proudly recognizing individuals demonstrating Excellence the

009Board of Education implemented this program in the fall of 2015 to recognize promote and celebrate the many contributions made by teachers and employees across the district our teachers of the month are sponsored by Allied First Bank this recognizes what our teachers do day in and day out for the continued growth and success of our students awardees as your name is called please come forward to be congratulated by the board and Dr sparlin congratulations to the following teachers for our March teachers of the month first Jen ogenbaugh special education teacher Wills Crossing [Applause] next we have Angela Clint we're a social worker Boulder Hill [Applause] thank you next we have Patrick Molinari our physical education teacher at Oswego East [Applause] and Jill snell a special education teacher at Wells Crossing [Applause] special congratulations to our teachers

010if we have any administrators that have joined us this evening we'd ask you to come forward to join the awardees for a photo perfect congratulations [Applause] and our next awardee category this evening is our March employees of the month this is co-sponsored by Chick-fil-A and Huntington Learning Center this award is given an appreciation of employees who go above and beyond and are always willing to lend a hand awardees please come forward as your name is called congratulations to our March employees of the month Zinnia sister I'm sorry I'm going to mess it up ceneros the Senate secretary at Wolf's Crossing Elementary foreign corbel our teacher assistant at Grand Park [Applause] and again if we have any administrators here this evening from these two schools if you'd like to join front for a photo thank you

011all you just want to take one moment to thank our generous District sponsors the Allied First Bank Chick-fil-A Huntington Learning Center and Culver's who helped make to this program a success and we invite everyone to consider nominating an individual for this monthly award thank you all [Applause] thank you oh my God I met simulton there's no public comments okay 6.1 superintendent report well good evening board uh tonight I start my comments on a very sad note as you all know over the past few days we've been informed of two 308 students who have passed away shaquel Givens who was a senior at Oswego East passed away on Friday friends said they will miss his vibrancy his laugh and his contagious smile yesterday many of us here attended a balloon release for Chicago at the release

012friends and family came together in prayer to say I love you and to support one another on Saturday we were informed that Oswego East Junior Jack Silva passed away unexpectedly I'm told that Jack was a hard worker he had the best sense of humor and the biggest smile the family has asked that any donations be made to elim Christian private Day School in his name as this is where Jack attended School we are deeply saddened by losing both shaquel and Jack our hearts our hearts and support go out to their families and friends as they grieved the loss of these two young men who will be greatly missed by their friends teachers staff at Oswego East and throughout our community the tragedy and the loss of someone so young impacts us all and healing requires

013both time and effort over the weekend we work to ensure we had additional help and support for students and staff as they process the loss together we extend our heartfelt sympathy to shaquel and Jack's families our thoughts are with them during this most difficult time and at this time I would ask for a moment of silence as we remember both jaquel Givens and Jack Silva thank you and I would Echo those sentiments Dr Sparling and our heartfelt um we our hearts go out to shaquel and Jack's family and we are thinking about you and you are in our thoughts and our prayers Ambassador reports um um good evening everyone um I guess just to start off uh echoing Dr sparlin sentiments I wish this wasn't the second time I had to do this because I

014had to do this once last year as well um but I also wanted to send out our greatest sympathies that I know the entire student body feels too Shaquelle and Jack's family and to those that knew him and like I said it's really difficult that we're having to do this a second time and to have to go through this loss I can't even imagine what their families are going through but nevertheless I wanted to share that we are there um and we're always going to be here as a community for these families and for those who have to grieve this loss um changing around a little I'm really sorry um so the ssac met this afternoon as well as a couple other times in the past few weeks to um finalize our survey about mental

015health um as we've talked about before we really want to focus on the many different facets of mental health among SG 308 student body so that we can really get an idea of what we want to focus on this year so our survey is split into three parts including student-to-student interaction student teacher interaction and building accessibility these were all really important to us as each one shows a different part of mental health we frequently discuss safe space because a lot of students don't understand what a safe space is and they don't know how to access them in schools so we also focused on creating environments where students could both successfully learn and talk about Mental Health um which we all decided was one of the most important things in order for us to succeed uh

016so the survey we made will have multiple choice questions as well as free response questions we thought that the free response questions were the way that we would get the most truthful responses because if we have multiple choice questions for all of these students who are just going to pick what they think is the answer rather than really letting us know um their honest opinions and we want students to have the ability to freely respond so we hope that when this survey goes out that we can understand a little bit more about what students are feeling like in the school building and how the interactions between students are felt by the students um so Caitlyn briefly mentioned that we will be administering this we plan to do it after spring break we were thinking about

017doing it before but the week before spring break gets a little bit a little bit crowded lots of tests so we decided to push it back a little bit through the ypar strategies for research that I know I had talked about before we should have enough material that the ssac will be able to disaggregate and upon that we'll be able to build some recommendation plans and provide possibly updates district-wide to students and parents um about what the ssac has been doing and the purpose of the survey and I know that we administered this last year and it was really helpful to get even more responses back from members of the community through the survey we want to normalize conversations about mental health within the school environment because a lot of the times when we learn

018about mental health it's in the capacity that we need to learn it and apply it elsewhere and while that ultimately is the most important goal that we have to take out of it um it's it's sometimes easy to forget that we spend you know possibly up to 18 years of Our Lives within high school and elementary school and middle school and while we're going through this educational process we're not highly like people dense environment we're constantly collaborating and talking and learning and we're growing here so incorporating mental health awareness within the classroom talking about how students interact with each other how teachers and students interact with each other and talking about how we build safe spaces within schools not just you know outside safe spaces but making a safe space within an active classroom these

019are important conversations we need to have in order to ensure that students are learning better and not making mental health aware is some sort of you know tagged on learning aspect this is something that should be easily integrated and hopefully through the survey we'll be able to understand how to better do that and in what ways we're lacking I think that's everything from us you have anything to add all right that's everything thank you what what about the board committee reports okay are we doing does anyone is it board six point so 6.3 board committee reports all right so um our board committee reports are included in board docs for any Community member who would like to see them um I'm going to ask at this point if any of our board members have any

020questions regarding those committee reports and if not I'll just I'll just ask one question um I I know the answer but I'm just going to ask it sorry uh do we know who owns our taws yet yeah they've not been sold yet I think so they'll be sold in April 4th and then we'll close on those on April 28th so I'll have that information then thank you appreciate it is that it more questions I just wanted to um give a huge shout out for the policy and legislative committee the undertaking and the heavy lift that our administrators and Ursula have taken on this year we are literally going line by line through the policy manual which is hundreds and hundreds and hundreds of pages so um to both create a more updated and uh easier

021to navigate version of it but also to make sure that we don't really leave any stone unturned so I want to let um or I want to thank Dr Kincaid and Mr Bell and um Ursula and Mr Miller they are putting this is above and beyond anything they thought they would be doing this year it's a lot of work it's been a lot of extra hours extra meetings um so thank you to them and what we are what Dr Kincaid is also doing is on the on kind of on the side creating an updated and new um AP manual so um that is so important to have um an administrative procedures manual for our staff to follow and understand uh what the expectations are so I wanted to thank them for that we are trying

022very hard to get a full draft into the hand of the board as quickly as possible but it is the work is um incredibly exhausting and we are doing our quickest to get it there we also have a huge update coming with issue 111 so we don't know what is um what that is going to have in store for us so that's another um a lot of work so I just wanted to thank them and appreciate also Mrs Swanson who has dedicated a lot of time to this it is it has been a little uh a little overwhelming thank you to all of you who've worked on that we really appreciate it we know what a heavy lift it is like um Mrs Johnson said all right any other comments if not we'll move on

023to 6.4 board member comments any comments uh you know tomorrow is going to be a unique opportunity um we're going to hear from students in our Equity committee meeting from 5 to 6 30 and they're going to share their perspective on equity and so that's over at The District Administrative Center my it's a public meeting so anybody can attend and then I also um just one other quick thing I attended a student Forum last week after the Forum I was informed of a fast-a-thon event uh here's some more info please join us we go in Oswego East High School students in a day of fasting during the month of Ramadan faceton is a chance for the SD 308 staff students become more culturally aware and experience something new attendees are encouraged to fast for one

024day from sunrise to sunset and break your fast with dinner at the OHS cafeteria the event is on Wednesday April 5th between 6 and 8 PM for staff this will open it up and not open up an opportunity to connect with your Muslim Students and understand more about Islam this event is hosted to spread awareness of the holiday to non-muslims Muslims are you up for the challenge RSVP as soon as possible for RSP and further information please reach out to Dr Waller via email at jwaller sd308.org and she told me to April 6th April 5th April yeah I think it's uh it's a five dollar dinner but uh you know it's a big unique opportunity so and it's for staff and parents or staff and students and that's that's all I am uh March brings

025uh cashmere Pulaski and Cashmere Pulaski brings a day off for Mr cloger but not a day off in Oswego so that means uh I was busy making trips to schools so first of all thank you to our building administrators for allowing me in I'll try to be quick but I could sit here and talk for a long long time about everything that I saw but I won't I promise everybody um I visited plank I had long conversations with staff members there thank you to them uh for those those candid authentic conversations um I felt better afterwards but I don't know if they did necessarily but we had a lot of conversations uh the social studies teacher to social studies teachers and it was they were good in conversations I went to Thompson lots of positive

026conversations there as well there's a lot of Buzz over the district Festival um I know um there's some celebrating over there when it comes to the Arts as well and and they do great work there Southbury is very impressed with how much is going on in that school I'm always impressed when I go there to say the least but a lot a lot of things going on I went to East View uh wow um I helped move some equipment they put me to work which was pretty cool I walked in and I started moving moving some equipment for them um I took a mindful lap and listened to a student during that lap they had lots of questions for me uh to say the least um and learned a great deal about trains and Maple

027Water not maple syrup Maple Water there's a difference but I did leave there very concerned about Staffing shortages and how that's going to impact Eastview Academy moving forward and uh I always say that it's our most vulnerable students that concerned me at first and you can see and hear that if you go there for sure when you when you listen to staff and when you listen to our Administration over there it's it's I left there and that was on my mind for sure uh Murphy was another great visit and I sensed the theme if you notice with the Murphy with the Thompson I went to plank and every time we bring up talking about our students needs and um every time I bring up the concept of moving to a middle school model everyone's eyes

028light up with enthusiasm and it's something that I think we need to have serious conversations about here I know those conversations have come up in the past unfortunately if we're being honest one of the issues and and obstacles that we've had is that's going to take resources at some point um but we are moving into a place we always we we've been talking about this a great deal and we have lots of staff that are doing great work at our junior high level but if we are going to really address some of what we're seeing on the social emotional level um I I cannot stress this enough that moving to a middle school model would definitely help us and would have a residual effect that would also help the high school as well um and

029I'm telling you that when it is brought up you will see staff members eyes light up please please they are asking but that's going to take it's going to take resources it's going to take um reconfiguring redoing things I think we have very talented people here who can figure some of this out it might not happen over I'm going to tell you it won't happen overnight there's no way it'll happen overnight um but um I I think it's something we need to look at especially knowing everything that we're dealing with so great visits great things going on again very appreciative that people let me in um I just again wanted to congratulate Anya I'm so incredibly proud of her and um and Robert as well and it's just such a fantastic um accomplishment to be

030honest with you just two things I wanted to bring up that I think are very important on the 22nd which is Wednesday from 6 to 7 30 uh is our next Community chat and it's building strong relationships with your children it's from 6 to 7 30. it is virtual you don't even stay in your pajamas and your coffee but it's great to get together with other parents and um talk about maybe what's on your mind and building relationships regarding building strong relationships with your children the other um event that I'd really like to point out is the college and trade Expo that is taking place at Oswego High School on Saturday this coming Saturday March 23rd from five to seven I know a lot of times we talk about college as as the path but

031there are so many other opportunities that the district provides and that are out there besides college and this will allow students and family members the opportunity to learn about career and training options that do not require a four-year degree this Expo will figure local College Programs vocational training programs Union construction apprenticeships and local businesses offering employment and training options I think this is really important and something that all students that maybe don't want to use the traditional four-year College path could take advantage of and there is never any shortage of Union construction jobs and apprenticeships they are so needed as my husband's in the commercial construction industry and they are always looking for those positions so I encourage any families to take advantage of that Expo this weekend go ahead okay so I would like

032to share some information uh with our community regarding the superintendent search and so all of our board members today received an update on our superintendent search and the information that I'll share with you now will also be available on our website on our superintendent search page and so as of at this point in the process there will be three ways in which our community our district Community can get involved in the superintendent search process one is focus groups the second is open forums and the third is a community survey so what has happened thus far is we have invited um we have reached out to anywhere from 30 to 40 Community district-wide groups and we have asked their lead representative to send and uh representative to one of nine focus groups so of those nine

033focus groups it represents about 30 to 40 of our parents our students our community members within within our building within our buildings and within our community and it represents a 500 plus people and so those nine focus groups are going to take place on April 11th and we have a deadline of this Wednesday in terms of those lead Representatives getting back to us with their individuals who will be participating and so you'll see on our website on April 11th that it will be by invitation By Invitation and then what we will have then are two open forms on April 12th they will be at 4 30 and 6 30. one will be a staff forum and one will be a parent in community form so anyone who wasn't uh who did not participate in those

034nine focus groups have many opportunities to also voice their thoughts Within These two open forums on April 12th and then everyone and then we also have a community Forum which will take place from April 10th through the 17th it's an it's a virtual process so you can use your phone or any of your electronic devices that you prefer to complete a survey we will also take this opportunity to designate a certain amount of time within the classroom for our our high school students and their staffs and their teachers to also take the survey as well as the staff so there's going to be plenty of opportunities for input and um that in all this information can be found on our website starting when Theresa will that be tomorrow yeah so there we go thank you

035the other did you also share that we have been receiving candidates for this so yes so um as of right now we have 17 applicants and six of those applicants are out of state and we're continuing to receive applications and our search firm indicates that we are in a very good position at this point and they don't see it stopping even after we get the profile that you all have will have input into will probably be receiving even more applications thank you okay yes anything else you guys want to add to that okay thank you all right so we'll move on to 7.1 7.1 consent agenda are there any questions on the consent agenda can I have a motion to approve the consent agenda I wonder if it's my notebook I make a motion to

036approve all items under consent including minutes from the Board of Education meeting on February 27 2023 open and closed session minutes from the Board of Education public forum on March 6 2023 to acknowledge the foia requests received by the district to approve the inter-fund transfers and to approve the Illinois High School Association membership renewal for the 2023-2024 a year for Oswego and Oswego East High School second I have a point of clarification uh for the four years when I was going through those I saw that some things were is this the right time I guess to ask you a question yeah so there were certain things that were redacted on some at the top it was not redacted further down so is that something that we should wait until it was properly redacted before we

037released it if I would um I'd have to take a look at uh which ones are you referring to um I don't think we need to call any more attention to that but can we please talk about the redacting process who does that and um what that process looks like so there's a little bit more Fidelity in it yeah absolutely um I'm sorry no no you're fine I'm just I'm bringing this up too no I'm just trying to figure out now how to proceed with this one given that they are we do send those to our attorneys so we do have our attorneys review for redaction so we have a we have a staff member who takes the foia requests they gather the information and they take an initial run and redact based on the

038the rules that we have for today I'm not questioning the rules at all when I'm when I'm but it sounds like there's some inconsistencies between one and their email and yes as I'm going down them I saw so think of a chain email so part of the chain email was redacted because I don't know for what reason or why but the chain email further down that information within that same chain was not redacted and so I just want to make sure that if it was proper cost to redact it up top I don't want it to be released further down in the email so I'm calling the question to to that so that we can remove it so that I don't approve that portion of it until we get it properly redacted and then we

039can just release it especially when it comes to students um this has happened more this year where again it is redacted at the top after the bottom so that needs to have not just um legal review but some sort of internal review as well before it goes out yeah I would say this is the appropriate time to hold those out then and let's review that if there's personal identifiable information you know people's home phone numbers or student information then that definitely should not be made public so so which are you going to hold all of it out so I just need to make a motion to yeah I would say let's have a final review on those then before that's released I would like to make a motion to amend to remove 7.2 from the

040consent agenda to to review it to be approved at a later date I made a motion sorry Miss Hamilton aye Mr pluger I abstain Mrs Johnson abstain Mr Cerrone Mr Gatewood aye um all right item 8.1 as regards to financial statements does the board have any questions I do oh I'm sorry I still have to we got to vote on the rest of them yeah sorry as amended or you can read it and not read seven got it got it thank you I make a motion to approve all items under consent including minutes from the Board of Education meeting on February 27 2023 open and closed session minutes from the Board of Education public forum on March 6 2023 to approve the inner fund transfers and to approve the Illinois High School Association membership renewal

041for 23 2024 for Oswego High School and Oswego East High School second Mr wrong Gatewood aye Ms Johnson aye Mr ploger aye all right item 8.1 is regards to financial statements does the board have any questions on what has been provided this evening the action items and information items that are in the in-board docs this particular meeting are kind of one of the reasons that I've been asking for a variance report and also why we have been trying to put together a list of contracts that could and could not be renewed one of the reasons is I feel like when we don't review vendors we often have to kind of deal with the complacency that comes with a long-term contract and I'm just you know I've talked to a lot of community members a lot

042of students over the years about the food program and we continue to renew it and I don't know that there's anything out there but we do have to address the fact that there are some quality issues with school lunch and I um I just would like to understand if we continue to renew what are the opportunities for us to go to a vendor and say these we continue to have the same type of issues the quality issues 8.1 or 8.7 am I in a totally wrong place yeah you know what that's 8.7 so you remember all that for 8.7 yeah [Laughter] my apologies that's quite all right any other questions regarding 8.1 all right uh item 8.2 is in regards to Harvey and Wolf's Crossing intersection contribution Dr pesky all right good evening um today

043I brought with us um all right um so today for 8.2 we're discussing uh uh intersection contribution at Harvey and Wolf's Crossing um today I brought Stu Witt our attorney from whitlaw he was actually at the table when the annexation agreement was drafted in 2003 um and uh has some background information that I think would be pertinent for the board as well so to begin um on February 21st uh the village of Oswego sent Dr sparlin a letter seeking Financial contributions in the amount of 932 thousand dollars and if you look at the memo that was sent to us the first part of the memo from the village addresses the 2003 annexation agreement where it talks about um building or adding a traffic signal to the intersections of Harvey and Wolf's Crossing uh and the

044next paragraph of that letter then talks about the uh The Village's decision to put a roundabout in that area um and they reference a cost uh they on January 20th of 2023 they opened bids for that at about 8.5 million dollar cost and uh then they talk about the annexation agreement again that we signed in 2003 so at that time the annexation agreement the district agreed to contributing 25 of a traffic signal which is how they're getting the 161 932 thousand dollars uh the last part of their memo um talks about there is a portion of that annexation agreement which talks about the district being able to recapture a portion of that contribution from the property owners in the area and then uh it it says that after a payment is agreed upon by the

045village and the uh the Board of Education that the village would draft a recapture agreement um and then the letter just says you know talks about the traffic in that area So based on that we had that sent uh since whitlaw uh was involved with drafting that annexation agreement we figured we would have him take a look at that memo and uh give any any uh answer any questions that the board might have as we look at moving forward with this or to uh to clarify anything that we might have as well in the letter a contribution could be uh could be cash or it could also be through impact fees is what the village recommended as well so there's multiple ways for us to do that so at this time I'd like to open

046up for discussion or any questions that the board might have I I have two questions question one is um and if you don't know this that's fine because I know I didn't give you this ahead so sorry but as you're talking I thought of this question one is um there's no chance for them to come back and try and capture more later that's question one and question two I know tomorrow they're talking about another Development A Long Wolf which there are impact fees that are earmarked coming towards us so in theory um what are the probabilities of this just being applied to those impact fees that were slated to come in does that make sense what I'm asking both questions yeah okay um and just to clarify and then I'll let Stu answer too but

047just to clarify the annexation agreement in 2003 is specifically about the intersection of Will's Crossing and Harvey Road so the money uh in 2003 we signed a 20-year agreement to say that if there was a traffic signal put there that the district would contribute to that cost so it's about it's just a few months away from that agreement from expiring and that's when we got this letter from the village asking about that contribution now as far as them coming back for more later there are no other agreements that say with other developments we would be contributing to any development in that area or taking this money and putting these dollars towards crediting other developments I guess what I mean is you had said something about there was more than one way to pay and I

048guess what I'm saying is so let's say I don't know the exact figure but let's say the impact fees from this new development were 1 1.2 million I don't know what it is but let's say that's what the impact fees were is there a way for them to just say fine here's 1.05 and instead of the 1.2 we'll we'll talk we'll take the rest off and that is your 160 000. does that make sense you've got a number of different developments out here that have gotten impact fees right continue to have additional developments within fact fees so what you really want to be careful to do to stay within the spirit of the agreement is to limit your exposure in terms of credits against impact fees or cash yes to 25 of the traffic which

049they've Quantified in a recent bid of 161 932 right so what you satisfy that either through cash that you would give to them or through Capital facilities developmental impact fees which I would suggest would come from a specific development which is why I which is why I talked about the one a Long Wolf which is you know a which is the way that I would handled I would tie it specifically to a development so that they get their credits there the developer is going to pay the impact fees to the Village correct which is not going to pay them to you if you choose if the parties negotiate that that Avenue that make sense I think so in other words what I'm saying is take the 160 whatever it is out of impact fees that

050were going to come out of a development that's coming from because to me that may yes because to me that makes sense so it wouldn't be something along Orchard because that doesn't make sense to me sure does that make sense I don't see how Orchard I mean granted you can make an argument but I really don't see how Orchard this whole traffic signalization thing that started all dealt with the unique circumstances that occurred along wolves Crossing Road in 2003 with that on Ryan BLX it was a huge to improve uh Wolf's crossing road from Route 71 all the way to Route 30 with a four-lane cross section and that was just at the time that we were so the compromise was as the need arises will contribute our share and that's what basically happened here

051Mr Witter are you uh are you stating that 20 years ago in 2003 they were talking about four-lane roads on uh for of wolf crossing being a four-lane road from 71 to 30. um okay okay that's my number yeah that's good that's good that's a good memory I I seem to recall that too is your memory functional if it is then I trust that memory I I remember that also and I think we have documentation of that yeah I'm sure as I sat in traffic last week for 43 minutes on wolves Crossing 20 years later I I just have one question why is traffic signalization versus how is that it might be me as um subjective as I feel like we are having this discussion about to me a traffic signal is a traffic signal

052around about um I'm just really struggling with why there is so much ambiguity regarding that because there's not a clear-cut definition of whether roundabout constitutes traffic signalization but if you look at the definition of a traffic signal and you look at the definition of a roundabout they are not the same thing exactly they're not the same thing so so to to to to to live to the letter the annexation agreement The Village will what a traffic signal at Wolf's Crossing Harbor Road that's not necessarily the best traffic controlled device given the standard classifications you know we never used to have we used to have roundabouts years and then we never then we got rid of them and I'm not debating that neither here nor there for me right now regarding this we made an agreement

053to pay for whatever percentage for a traffic signal whatever the village has to do in their planning and safety is whatever the village has to do for their planning and safety I realize that it impacts students and to understand what this document what our actual liability is period well and that's that's kind of where and one of the reasons why I wanted whitlaw to take a look at this memo because I questioned that too and it was just what is our what is Our obligation it's 25 that we had if uh if a traffic signal was in there and one of the things I'd like to ask the board to do is actually go to the village and find out a little bit more about the financial plan what what is the village investing what

054types of Grants are going in that 25 percent represents what percentage of the total uh investment in that project right that's what I was asking that all of that here it's point I yeah I don't know why we're I'm just trying to understand why we're having a discussion to be honest with you traffic signals a traffic signals so um I agree Dr Patrick and that's why in the letter we had them clarify that's why um in the letter the first paragraph in The Villages letter kind of misstate what it really says in the annexation agreement they say intersection Improvement when really that it's not an intersection Improvement right traffic signalization so there was some Liberty with the words there and we just wanted to make that clear to the board that we did agree but

055in the spirit of that letter we realized that with the school here and the intersection there that a lot of traffic students coming to school dropping off picking up there is a lot of activity there just as there is all along wolves Crossing so I guess the the question is what what um what do we deem as a fair value to contribute towards that traffic signal well in the other reality is traffic mitigation right we have a budget a very finite budget we have a list of things that we have to address that go extend Way Beyond that budget and so it is our Judiciary responsibility as a board to make sure that whatever money is going out is financially prudent for us so this is incredibly important because this is in lieu of another

056project that we could like be taking me again I'm not here to debate safety because we want to put the safety we I as a taxpayer of this community you know I want it to be a safe that's not what I'm debating or having a discussion about I I understand your point and like I I don't necessarily disagree but I will say this right at the end of the day the agreement was made in 2003. and I think that whether we agree or disagree with that agreement is irrelevant um we we are we are the inheritors of of that agreement and we are the inheritors of of that board and so I think we have to honor that and we have to also be cognizant of the following right and and that is that um

057at the end of the day we have no power over impact fees that are set and so um I I have no problem with saying fine here here's here was the agreement that I think o'grier disagree I think this is what the board at that time envisioned they were that they were saying a future board was going to have to pay and I think that's the piece that we have to honor is what was the intention of that board the intention of that board was they saw a traffic light going up and they said the school district will contribute 25 percent that board did not Envision a roundabout that's fine if the village wants to change and go with a roundabout that's on them and that's their decision I think for us though we have

058to honor what the intention of that board was back in 2003. and I think we have to do this in good faith knowing that there is another board that is another taxing body that whether we like it or not right controls uh the impact fees that affect us and so I think we have to act in good faith here um and yes I understand our budget is tight but I think that's that's the reality of the whole situation and that's the big picture um and I think as clean as we make this is also a good gesture to to um our the trustees and and people over at uh the Oswego Village I have a question um oh the recapture fees so we could possibly recapture this if uh some some of the properties get

059rezoned so I mean this might end up costing a zero over the long term so way traffic lights were pretty straightforward if you have a traffic light at an intersection quarter cost goes to the northwest in this particular instance three or four Parcels down there on the corner I don't pass their daylight would be the last couple of years but there are three or four Parcels down there that are not annexed to the village and that have not been repurposed to a different use that's when you would get the recapture from if in and uh an AR that would be subject today you would pay for all of the corner the northwest corner you face upon their impact clearly your traffic pattern or your traffic account on a daily basis would Come dancing for the

060Northwest core so is that going to be a much smaller one would cause a lot of traffic absolutely so is the 25 not to exceed the 160 based on the price of the traffic signal and not the roundabout the traffic signalization which they've represented is the 106 900 dollars that's not been Quantified that's verified they say that they've got a quote show us the quote discrepancy PC there but that would be the limit of your contribution roundabouts we're talking about the cost of the roundabout at the time that we conveyed those the three acreage down the cost of roundabout is going to be upwards of a million dollars that is correct but I just want to make sure that we memorialize in the agreement what you just stated so that we understand what our responsibility

061is once we agree that it won't exceed that amount that's the main thing that I'm concerned about all right absolutely so Mr Witt has made a recommendation to the board in the memo that has been provided is uh is that where we want to go giving direction to uh to Mr Witt to be directed to provide initial response to the Village regarding the school district's position on this matter and uh and uh and I had to have an opportunity to discuss the statement regarding the option to make the requested payment through impact fees and request a draft recapture agreement provided so that it can be finalized before the payment is made okay yeah all right very good uh Mr Stu thank you so much for being here uh you've got some direction from the Board

062of Education and we look forward to having you back or having the agreement back for Action at a later point in time thank you thank you thank you thank you all right item 8.3 is in regards to information and custodial Supply bid Dr petsky and Mr Queen all right um actually I'll just stay up here I'll turn this over to Bill and I know he's got a little presentation here as well on custodial supplies and uh he and I have been talking about these bids that are going out and some options that we might want to pursue is going to share that with us today president sampton Dr sparlin Board of Education thank you for your time tonight thank you all right what you're looking at here is our custodial maintenance supplies it's up for

063bid this is runs in a two-year cycle and we are currently doing put this out for a bit we run this through our typical RFP prod process and and what you're seeing there is an itemized list of everything that we put out the bid during the last um last process that we followed through so typically when this happens what we do is we do an advertisement for for bed and that goes out 10 days before the pre-bit with the pre-bid we'll call them back in and we'll cover the list of products going out to bid then we'll bring them all back in again and we'll do a bid opening where we go over the bids out loud with the vendors and and everything that was priced and who was the low bid during that process

064um we discovered that apparent a little better than we come to you guys and we talk about who was a little bit and who we would like to go with it's a pretty long and extensive process that that this program could help us with if we dive into it a little bit more once we get into this you want to click it again so benefits of partnering with a co-op Cooperative prop um purchasing is conducted by or on behalf of one or more government units for use by other government units so if you see some of the titles in there where we could benefit and where we move through and follow through with how this works for us on a process can be trusted and to satisfy your bid requirements we can uh we are

065a government agency that works like like you achievement and excellence and procurement resempted buying power of 50 000 participant agencies contracts or other ceiling based not to exceed or pricing or value in documents so we're making sure everybody's staying in order and doing what they need to do in order to be a fair competitive bidding process more than 400 qualifying suppliers holding competitive award contracts full sweet options of complete Solutions easy no cost partition participation for the public agencies would like to we would like to the opportunity to explore the use of the Cooperative as an alternative to the competitive bidding process and smaller projects of these the contracts are already vetted and approved by the state of Illinois we have an existing partnership with sourceful competitive various suppliers and services like Tyler Technologies Kubota

066Granger to name a few this is new for me and my team as we are scheduled to meet with Source flow and coordinate on 323 of this week just to get a little bit more of a baseline background for for how they can help us utilize this process summarized a little bit like I've they work as school districts all over the state of Illinois all over the nation are going through that process of turning in rfps getting competitive bids and then uh what the co-ops are doing is they've got access to those rfps and the company are taking that information and rather than going through the bid process and the time it takes to do that we can go through the co-op and we can kind of tie on to an existing RFP that was

067put out for many of the similar items that you saw on that list there so it's a it's an efficient way to do it it's a cost savings way to do it and if we're not happy with the co-ops and what they're offering then we can by all means we can go out to bid as well is there any liability or obligation for us or even cost for us to be a part of the cooperative that's what they do co-ops um they they do uh public they do non-profit and they do private sector uh competitive uh bidding and so uh public agencies like schools and whatnot we don't have any financial obligation to participate great does the board have any other questions regarding 8.3 I do sorry go ahead oh no no I was I

068was just if there's if there's no risk then and I think when we say no risk the one thing that bill and I will take a look at is when we've gone out for bid on these projects we'll take a look at the amount of time we put in how much those bids came back for those supplies and materials and we'll we'll compare like the last five bids and and the process we went through and compare that to what is being offered through the co-op and we think we're going to see that there's really not a cost savings but we'll come back to the board with that so my question's a little bit different we do have some Cooperative purchasing with our own local municipalities already um what what will this change about those Cooperative

069agreements in that Cooperative purchasing I think I think Lori what you're talking about is the shared services is that correct yeah um so this we don't have shared services for these types of custodial supplies that's for larger items like if they want to use our scissor lift and we want to use the uh salt storage and things things of that nature this is really things that we use kind of consumables uh you'll see on that list was like chemicals bleaches waxes scrubbers things of that nature so I'm just going to reiterate to be really abundantly clear this doesn't have any impact on our shared services currently with our local municipalities and wouldn't negatively impact them in any way shape or form you're correct and there's no additional cost to us to participate in this no

070thank you and we can leave at any time yes only other question was um they're out of Minnesota correct Source well yes I believe so there's no issues with um like sourcing here or getting product here or okay and then the follow-up question to that is where do they stand from a sustainability lens like with regards to I mean obviously it's chemicals so chemicals are not exactly sustainable but what is their philosophy around sustainability around yeah you know the co-ops it's not really what it is is we ask for the chemicals so if we want environmentally green chemicals then we would ask for those chemicals and then we would see if there was another District that bit out for those chemicals and and Co-op would allow us to tag on to that RFP so it's

071really not we're not using their chemicals they just help us bypass that process no and I and I appreciate that but it's kind of like you know when you're sourcing a company like do they have Dei do they have like the lenses I just wanted to know well with our with our board policies and with what we are interested in doing here in the district are can we get what we need so yeah and uh and um you know right now Bill he kind of put up their Source well but we also have there's another Co-op Omnia there's another Co-op by board it depends on what we're looking for yeah and uh there's also an organization that I'm connecting up with they're called compare co-ops it's like a brokerage for multiple co-ops so if I'm

072looking for a specific product they're going to go to all of the co-ops that they're members of and say well hey here's four different ones from these different co-ops that um that represent the products or what that you're looking for so compare Corey co-ops is a like a brokerage firm from like a Clearinghouse type of yeah so are we that you just brought in the courses are we going are we using Source will are we going to use what you just described we do in other other settings we use uh matter of fact I use I believe it was Source well when I got the uh the driver's ed cars I uh they ended up having a contract with uh Enterprise and so we we got our driver's ed cars through there we get other

073products through there we also use Omnia to get other products so we're currently using them now but we haven't used them at this scale um scale that Bill's talking about so I appreciate his initiative and wanting to take a look at what the co-ops can do for us and look at costing it out and see okay it does save some time and it's legal and uh it it satisfies that need to go to low bid but is it also beneficial to the district if it's not beneficial then we will go out to bid and we'll put the time energy and effort into that this isn't a question it's just a comment um so this is something that um we've talked about for a long time so I appreciate taking the initiative to make that effort

074you know the purchase goods and stuff like that we know that there's not huge amounts there but for finding whatever you can so yes thank you appreciate that so very good item 8.4 is in regards to the OE and Ohs tennis court beds all right on February 23rd bids were were publicly open and read aloud for Oswego High School and Oswego East Tennis Court projects two contractors children's mids for this project a low base bid was submitted by Abby Paving from Illinois in the amount of one million 641 775 000 the second lowest bid was submitted by Schroeder Asphalt Services from Huntley Illinois and the amount of one million seventh seven eighty thousand dollars our recommendation is to award the base bid for oehs OHS tennis courts to Abby Paving an amount of 1 million

075775 dollars so we're sharing with you some of the pictures of the current state of OHS tennis courts right now as as they sit we currently have 12 courts that are unplayable or six quarts that are unplayable and six quarts that are playable what you're looking at is cracks deterioration a lot of foundation stress and years and years and years of just us patching striping and doing the best we can it's important to understand we've had these up for a couple different times it just never had the money to really fix these these tennis courts in both areas this is this is oehs is it holding us back from having athletic events here it is able to return it is so we're slowly getting to that area OHS is is the worst case scenario right

076now like that that is in dire need of some repairs to get some job done and honestly to safety and liability is a major concern for us right now at ohs that's what I was going to add bill it's hard to even have a dual meeting yeah with well I mean we have 12 we have a we have a beautiful Bank of 12 there are only six courts are usable um not only is it not usable for the competition piece of the boys and girls tennis team but off of the kinetic Wellness uh that's a teaching station for our physical education classes and then it's also women's the amount of community use that can be you know where we can utilize these these uh tennis courts because right now only half of them you can

077play and even the half that you can plan you can see what they look like and I think I if I could real quick and I pretty sure I already know the answer to this question but I'll ask him is it fair I've had this uh given to me is it fair to make the assessment of tragically I hate to say it but embarrassing at this point it's it's very embarrassing um coming from the high school I I did my best for five years over there to try to make them look the best I mean from power washing to to anything we could do out there we made every attempt just to try to save Pride with that so yes 100 percent and not just that but Jared I would say uh you know impre

078first impressions make a big difference and I I think that uh you know if I were a student came to the high school and considered all my different athletic choices I'd look at this and be like Oh tennis or you know what other opportunities do I have so um I think that if we do fix these up I think uh number one I think uh safety liability number two I think that uh we could see some more developments with uh renting them out to other people who want to use the facilities and just students on the athletic teams they would want to participate in something and be proud of the courts that they're playing on well but but really in a more practical way I guess you could tangentially make the argument that it's about

079pride and first impressions and team size um but the reality is we've had this on our agenda as one of the things ever since we were I mean we were doing budget cuts and and on the one hand and in the same meeting talking about this and the pictures don't look any different really um maybe a little worse obviously but now we've got two schools it's only gotten more expensive and it's only going to continue to get more expensive my only question is I know Dr sparlin at one point we'd been looking at um the possibility of a USTA Grant um has that been able to be captured for this or were we unsuccessful uh Dr pesky where are we at I asked you to look into that the other day yeah so what I'm

080going to need to do is get with Mr Darren Howard who had brought that to our attention before and ask him if that Grant is still available so I know there was some time before that discussion and it's happened now uh Mr Howard do you have any information at this point in time if the answer is no then I don't want to put you on the spot if the answer is no the answer is no but as Mrs Doyle said when we had previously looked at this during budget cuts we had been in conversation with USTA and I believe it was like about a hundred thousand dollar grant for the construction of new courts mm-hmm can we apply for that even if we and I'm sorry Mr Howard for asking you on the spot like

081you're just quietly sitting in the back hanging out um but can we approve a bid and get started on it and still approve apply for the grant we don't need to apply for the grant before we get started do we but can I also say that that this is only for the paving correct well that's my question because there's still nuts that need to be upgraded and probably landscaping and it it uh yes and no and it's been 2019 that I last looked at this grant so it was right before covid um but I believe it was for the courts themselves I I don't know I don't even want to speculate but if if we can try to accomplish that and it doesn't really negatively impact our timeline it I mean it's a hundred thousand

082dollars potentially that's not nothing my question goes excuse me Beyond uh because when I'm looking at the pictures on page three particularly like the the longest one that large crack that goes across the the chain and many of the other cracks they don't look like wear and tear so so my concern is are we surveying the land that the the foundation that the the tennis courts that would sit on because I would hate to put a how much do we say one point six six million dollars on it to do this again for it to the the land to unsettle and then we run into this issue again so I just want to make sure that we are doing the due diligence to the root cause because this is to me this is not wear

083and tear this looks deeper than that correct so what I brought in Mr Todd Roberts from miracorp he is the engineer and architect on the project for us he can answer any of those questions thank you yeah so for this project uh we did some extensive geotechnical investigation work to find out why the the tennis courts are falling apart basically and what we're doing with this project and why it's a little bit more expensive is that completely rebuilding it we're removing the asphalt we're taking out the stone and starting at the bottom and building it back up with a better quality base so that it won't happen okay that helps me under drains I mean there's a whole lot of things we're including with that geogrid it's it's uh what with that said I know

084we live in the Midwest and living in the midwest is very difficult on askful tennis courts is there with what you just said with the total rebuild what kind of guarantee is there any kind of guarantee in regards to I I just asked the question yeah there's a structure that's been designed for this it's definitely going to have a better chance of surviving a lot basically created a bathtub and didn't allow the water that was in the soil to get out and so with the new design we've got a great under drain system in there that take it away so you know moisture always in the soil below the asphalt it unstabilizes it right so we'll get that moisture out and then put in a good Stone base and thank you answers my question thank

085you also that's probably where the water drains to so it's kind of like weather wear and tear so is this the Mr Gatewood the wear and tear you're going to see is the net fourth one at the bottom there at the bottom that that's your wear and tear and there there there's no there's no grit you know you ever been on a tennis tennis court and you feel that gritty yeah your feet can grip on that's that's all gone yeah I'm good with that because you can take that off but if you go to page number uh well even there if you look in right around there it looks like the foundation of the footing is there but the rest of it is sinking and so that's what it that's what caused me to say

086wait a minute this is not normal or it's hewing up and it's not so these these were built a while ago where we probably got taken advantage of by the contractor you know how when you talk about football fields there's all these you know yeah it's a very good technology they're employing basically what they call a geogrid that they're putting down and the stone goes into the grid and it all interlocks together to help keep things from particularly like with the uh those supports you've seen for the tennis folks they've changed how those are built that was just a cylinder of concrete before now they've changed the shape of them so that it won't push up what's really happening is process and you change the shape of what those footings look like to help keep

087them from for Stuff you got it so what do we from a maintenance perspective moving forward and once this were to be done what are we looking at um how long will this remain usable and practical course resurf is typically every how many years 10 years that's what I thought resurfaced as in like an asphalt driveway where you're thinking of seal coating yeah okay so that's no that's not it yeah but that may be annual grind it down get a good crack seal on there and then the color code goes on top of it that's that gritty feel this sorry 10 years getting down to have the new crack repairs got it very good very informative we appreciate that board does you have any other questions regarding this information item when when would this come

088to us for a vote 11th board meeting thank you all right moving on uh item 8.5 is in regards to the OE and Ohs track beds all right on February 23rd bids were publicly open and read aloud for Oswego High School and Oswego East track projects do contractors chose to submit bids for this project a low base bid was submitted by Schroeder Asphalt Services from Huntley Illinois and the amount of 797 thousand dollars the second lowest space bid was submitted by Abbey Paving from Aurora Illinois in the amount of thousand three hundred thirty five thousand dollars in consideration including consideration of allowance the allowance hundred thousand dollar allowance alternates OHS pool depth track amount 61 000 for Abby Paving their bid alternate number two concrete ribbon curve was submitted in the amount of 145 605.

089their bid for alternate number three oehs reduced payment and track services was submitted as a deduction in the amount of thirty eight thousand fifty five dollars Schroeder Asphalt Services submitted a bid alternate number one OHS full depth track in the amount of 75 thousand dollars their bid alternate number two concrete ribbon curve was submitted in the amount of a hundred and twenty thousand dollars their bid alternate number three oehs reduced pavement and track services was submitted as a deduction in the amount of thirty nine thousand nine hundred and seventy dollars and fifty cents our recommendation is to award shoulder Asphalt Services in the amount of 797 thousand dollars for the acceptance of both ohe base bids and additional 35 000.0.92 50 excuse me guys we're at a little bit for the ohehs alternates one and

090three so quick question one of the options we've been presented for for this I believe last year when nobody bid for it and thankfully we had bids this time so yay um that's a really good thing um was and Mr Howard I'm not going to put you on the spot but you're here so was one of these alternates that would make it easier to go to AstroTurf of some sort that's a really big fun conversation for people who play sports on those fields um are we looking to recommend to do that extra option we are Lori and I'm glad that that has been really even knew Darren yeah we're we're asking you to accept all three alternates to go with it and that is the middle one and more so for that future use right

091we've done that at oh when we redid that track last time and we're set up to receive Turf okay so you had already done that at oh that's new information which is good the last time we did major work there that curb is in and it's set up oh I wasn't aware that we had that at one of our high schools 100 want to add that in we're at oehs in in preparation for that day when we do get Turf okay and yay that there were bids okay so am I yeah there were bits yes am I missing something so the hundred thousand dollar allowance with Abby is for what uh like a contingency so if they run into things that they don't okay no what what if what we didn't include in here I

092wanted to point out is when we made this initial recommendation it was for the base bids and only alternates one and three alternate two is adding that ribbon curve so if we get AstroTurf our question for Todd and he was able to verify um verify that we already did that at OHS so it's already done there and it would be significantly more if we do that later so if we were to convert the field it would be significantly more damaging and cost a lot more than a hundred and twenty thousand to do that at OE so we were going to present that to the board and let you know that that is an extra 120 000 so that would bring the base bit up to the 797 plus the 35 Plus the alternate 2 would

093be an additional 120 000. so but what's significant uh they would have basically they would have to take out of all the lanes of the track they would have to cut the outside Lane all out dig it all up Plus in order to do the work for the AstroTurf they're going to be driving equipment over that area um and then they're going to have to put in that curb ribbing and then they're going to have to add that last track layer back on in addition to astro turf so um it would be a significant amount of work and it wouldn't be seamless it would it I I have a fear that it would look like it was added on to well okay okay so it looked like it was added onto is not my big

094concern um my bigger concern is from when we talked about this and it might have been right before you you came on Dominic was it if I remember correctly Eugene it wasn't triple but it was it was gonna be a few hundred thousand more than it would be to just add it in now while they're already tearing it all the way up the for me the bigger issue is parity between the two high schools and if we've done it in one we should do it in the other that being said this is not carte blanche to go get astro turf or whatever we call that now um well that yeah that's why I'm like well if you don't get the Turf ever then it's security is I mean that's that that's why Mr Howard how

095are you interested in this conversation I'm sure I was gonna ask if we're using Abby for what we were just talking about and if we used Abby for this can we get a discount is that legal is that I mean can we ask for a discount if we're using them for what now you can't do that no it's not a good idea no you can't do that oh see I just I just asked Eugene like can we do that no no but I think that's something that maybe should be talked about we are not private entities and so we have a bid process because we're a public entity and you can't shake down vendors like you can in the private sector that's not how we work and operate I'm sorry the people don't like that

096no no no no it's not about that it's about consistency and on the right side of that right and I'm just asking right no I get it but I'm just saying I'm saying it's not I get it but I'm saying we aren't we the public sector Works differently than the private sector and this is a good learning opportunity for people to understand too it it doesn't it doesn't work that way I don't know what to tell people it doesn't I don't like I don't make the rules can I ask a question a little bit bigger maybe this is for uh Mr Queen and and Mr pesky um the these were two projects that were part of the facility Improvement plan um for the sake of those that don't have students that participate in these kinds

097of activities going where are my tax dollars so big dollar amounts going to these you're also looking at improvements to other types of co-curricular activities that are also curricular in some Natures like we use the tennis courts for gym but we also have a tennis team we we use the track fields for sports all the sports and we also use them for PE so you're also you're not just focusing on Athletics you're looking at Fine Arts you're looking at the robotics programs the Project Lead the ways the auto shops the things like that that have some co-curricular aspects is that true yes and the reason we're concentrating on these is just that safety concern and liability Lord yeah but but you have the other things on there as well yeah those are those are and

098that's what I'm glad you're saying that this is this is part of the larger facility grounds plan these are some of our facilities they're some of our grounds and their work that are to the point where uh the they are not safe anymore and they need to be taken care of or they're just going to get worse so with that said too I'm glad you brought that up because that kind of segues into our next thing which I've got to give a huge Kudo to bill and his team uh he he's got some pictures here so you can kind of see what the track looks like but um what he's really got is a uh the kluber scheduled facility maintenance plan which was about a 10-year but it really was about a 20-year facility plan

099and cost bill has taken that in his time that he's been in the district and he has put that the projects linked what projects what school years and what cost and uh has a five-year plan that he'd like to present to the board here too so you can see the projects we're asking you to improve or to approve are actually on that facility maintenance plan along with a lot of other projects all right so I can't take all the credit for this my awesome assistant back there Paul helped me out a ton so when I had to think about this the things that safety and liability concerns and Mission critical combined I had to pay play the Forefront right those had to be my biggest topics when when I looked at this and for me

100safety's got to be key and that's that's anything we're going to cover so what you're looking at and there's several different projects you're going to see a lot of building automated systems you're going to see some door repair you're going to see some roofs all the way through this whole Five-Year Plan um BAS system Bill what is that right um well that's the building automated system that's what drives and and runs these buildings with with no BAS system we don't run chillers we don't run boilers we don't run any of that stuff doors hardware anything like that that's going to be your security related we're going to fall back into that heightened heightened security and safety safety that I was talking about there slips trips and Hazards you're going to see some concrete some parking

101lots so what we've been doing is for the past 10 15 20 years we've thrown tons and tons of salt at these buildings to get them open for school and salt and plow blades they just deteriorate your your infrastructure and and we're at that point now that some of these areas need to be addressed and they need to be addressed early in this plan along with the Bas and the roofs if if we can't keep them dry in the classrooms then then we're in trouble you know we got problems so as you dive in through there you're going to see a lot a lot of Bas systems well that was a time when we did a big boom and and and and construction and now we're at that time where things need to be updated

102or totally upgraded moving forward into the high schools you're going to see more soul of this polycarbonate Skylight panels oehs we have a super problem here with with these this great Skylight that we have in this cafeterium that's that's leaking that needs to be addressed as part of that uh critical tennis courts and tracks both in this plan and and when I put them in this plan I put them in there with with the exception that you would be accepting all of them and give you the choice to decide what alternates you wanted to take in and out but I wanted to at least fit them into the plan so they fit so these are our numbers if you can hit me with the next one I want to get to where John's there we

103go so my current operational on budget is about 750 000 per year physical 26 and 27 projections include increasing owing budget to 1.5 million and 3.5 million respectfully these this is these are monies that we're not using out of this d sub that I'm using all this for other project money for so we'll have this available to us too to take care of these other jobs and safety concerns that that come up come forth Debt Service extenders bonds will be repaid in 2027 and can be reissued for additional and Visions 308 scheduling maintenance projects so if you look on those first two point of order [Music] yeah this is part of the tennis court bids but this isn't about the tennis court beds at all yeah this was we were asked we were asked by

104board members if this are the tennis courts and tracks part of our plan and so what we what we gave here is just and Bill's going in a little bit more detail but what we wanted to show you is we do have a five-year plan and those are on the plan thank you but but what you're giving me is all due respect lovely presentation sorry to interrupt but at the same time this is not this is a completely different topic than tennis court bids track bids and a Stadium scoreboard um the board has what you have the information you need in regards to the tennis courts and the tracks that we've just talked about yeah and I don't see and yeah as an actual its own yeah that would be yeah I apologize no sorry

105to interrupt it I just want to make sure that we give our community the opportunity to be present for this topic which is a very big one and a very important one thank you thank you Lord we need time to digest this and uh understand um what it's about all right item 8.6 is in regards to uh Oswego East Indonesia Thank you new scoreboard in the stadium Mrs comedus and Mr arnson are here to present wait oh good evening uh we're here to present some information tonight regarding potential new scoreboard here for the stadium at Oswego East High School the current scoreboard we have out there right now is is approximately 18 years old it currently goes through repairs and kind of controlled exchanges to make sure the it's it's functioning in its normal capacity

106as you see on a Friday night or any other event you would see out there um what we've looked to do though is partner with a company that basically scoreboards are very expensive as you've heard tonight things are costly what we're looking to do though is is partner with a company called Power ad what they do is specialize in advertisements for scoreboards how this works is the company actually purchases the scoreboard for us what we do then is obviously after it's installed you'll see in the center there is electronic monitor for lack of a better word better term and then on either side of that scoreboard are advertisements that would be there what would happen with this is we have full control of what advertisements are displayed on that we don't pay a dollar into

107it the company pays for everything up front uh until those advertisement advertisement fees are paid off which is usually about five years for a scoreboard like this which is 75 000 Plus so the installation would be the only thing we had paid for the installation would be covered through an athletic activity fund which uh Tony Miller already has earmarked for some funds with that but essentially we get a brand new scoreboard for no cost at the district love it I know we've been talking about this for a long time my question is more to us as board members we have policy we've had policies that have been detrimental to utilizing this sort of benefit which I know we've wanted to use um one this is for us we go east OHS had their parent boosters

108paid for that we replace the board about seven years ago and did we pay for that at the district yeah the district paid for but the there's a scroller underneath it like it's not as nice as that one is and the boosters paid for that portion of the OHS board so that's fortunate yeah that's one um our policies on that and like what goes to one high school goes to the other which I feel is been pretty well represented so far tonight that it's both high schools I'm curious how that affects the policy if we need to make a change on that because I know we've needed to we've talked about needing to in the past um good timing right I was going to say that it was a policy piece I think we do

109yeah um we're gonna need something we do we do have a policy that does address it which I know we were talking about changing I just don't remember if we actually did change it so they're currently the way it sits at this moment without any changes does require the board approval which is why we're bringing this to you in this way we'll have the information and then come back again for approval for this project the proposed potential changes would be to kind of create a plan much like you're saying so we aren't so limited with that and improve the plan and who oversees it at the district level and then move forward with it in that responsibility and is it then worth having that same do I mean listen I'm gonna try to stay just

110very not get into the whole can of worms that is parent contributions for these things versus public contributions for these things um but do we then need to do the same thing for OHS so we have had discussions with Mr Howard about some additional needs at OHS they were looking at potentially um some digital signage inside and so we this would be project one and the reason we chose this as kind of a trial we've never engaged in anything with this particular company before so we kind of wanted to trial and see how this is going to go but there is potential for us to expand this across multiple indoor and outdoor facilities for our Sports needs and the reason this sign was chosen is because as Mr Armstrong kind of alluded to we actually

111have to kind of disassemble one sign somewhere else on the athletic fields in order to operate this one and then take the parts back out of this one and put them in the other one so it's not really functional and I I don't I just for the interest of moving the conversation along and not having it go for all because this is this is a topic um so I I now just heard you add we get a scoreboard OHS gets indoor digital signage with ads and now is that what no no we're just saying that's we're entertaining we're entertaining multiple but sitting down with the athletic directors um we met with them and kind of determined sort of their needs assessment similar to what big topic bill was sort of talking about as far as

112facility needs go this one Taps the list because of the the functionality and what is necessary it's going to be necessary to replace it no matter what we're just looking at as just a potential alternative for funding that and if so and that works well then there's other things already on the listed Athletics in both schools that we could potentially this has actually been a very um discussed Topic at our policy committee meeting because we are we are literally recreating this sign not this sign but what what it represents yeah when we're taking advertising who we're taking advertising from and who worked not and who is controlling that in the district well and so and here's the yeah to totally piggyback off of that for example I'm attending my child's required curricular band concert and

113yes my child plays that sport or fine arts program and they they're asking for thirty thousand dollars for sound shells that were removed because of a safety concern that was taken away from the program so parent boosters are now being asked to pay for those and when their curricular so we asked you know ask the administration and Dr Kincaid please feel free to to we ask because there there isn't a lot of parity across the board um and so we asked the administration to look at this and to come back to us with a recommendation so first and foremost I love this idea actually no other districts that have used this totally and it works really well the company yeah that is not I think what the discussion we we're grateful for this and this

114is such a great way to utilize resources what the bigger discussion that Mrs Doyle is talking about is what what holds up my vote on this and I know that the administration it amongst a million other things that we've asked them to look at as we've gone through the policy manual um how does this work and how do we set the tone moving forward my parents can I jump in here real quick so so the part I'm I get the kids in band and they bring home a thing right and hey donate but I like I I remember as a coach coming across a situation where a parent wanted to donate and this is my other District Parent wanted to donate uniforms and all of a sudden people are pissed off about it right and

115I'm like what do you want me to do tell the parent not to donate uniform so so my question I guess bringing this back is this going to cost us money so so so like I I don't like I get it like I understand hold on let me finish like so I understand being upset that we can't find something for band I'm upset too that we don't have something for band 2 because my my son's in band but but if we don't have let me finish but if we don't have something out there that's not free I don't like yes we should find things that are free um that would be great and I would love to find this also and work with this for OHS also but puzzled like why we wouldn't try this

116because if we can do this here I guarantee that the scoreboard at OHS is not going to last forever and I'm hoping we can duplicate this there and we probably have multiples score points as well let me let me finish though okay but you finish yeah well I I will I I don't do this to you so I will um but we just need a policy I think to make sure that we are making sure we have oversight because that's the piece I'm concerned is the policy and I'm sure we do that's literally what we're saying but well if we don't then that's definitely what we need right that's what we're saying great but I don't know why it would negate but I don't know why it would negate us from accepting something that's free

117no nobody's saying that Jared you must have misunderstood and I apologize for that right the conversation is about we had one high school have parent boosters pay for something lesser than this we have had a history in this District of not providing Equity or wanting to and we all know all of this it's not whether or not we take the free sign we really want to do that we need to make sure because it's our job to make sure that we have our policies in line and that we are paying attention to what is Equitable not only between the high schools but between different parent organizations and I'm not just talking about band I'm talking about wolf parents I'm talking about elementary ptas what what are we requiring our our parent organizations to provide for

118and what are we spending our man hours to the earlier Point there's man hours involved in getting the free sign which is not free what we need to know what the costs are so that we make good decisions for all of these areas not just the one can I pivot it back to the administration maybe to meet both conditions we present this as a pilot and we say we would like to Pilot this opportunity at Oswego East and if this turns out in a year to work we'd like to come back to you and say Here's Where we've looked at the other schools in this case it's just one but we've looked at but bring it to the board as a pilot and say we'd like to take this opportunity and here's where we can

119take the learnings and then make sure it's Equitable across the district and so I think that meets we outweigh the funds then what we outlay the funds to install yeah there's no that's that's the only outlay that we have regardless of whether it's a pilot so we'd have to what we're missing is and what Lori and I are trying to explain is that there are parents who have been in this district for years who and I'm going to use the easiest lowest hanging fruit football gets all the attention gets the money gets the what have you and then there is show choir who has to literally raise all their money and doesn't have the same opportunity and so I likened this when we were talking about it in the policy committee to my alma mater

120which football is a big deal gets all the money but it also helps pay for the other sports so what we're trying to talk about are two very different things what they're bringing forth I don't have any problems with this this is this is a no-brainer this is easy but as the board we have to understand that this has ramifications Beyond just saying yes we have to address things that haven't been addressed before and we have asked the administration to look at this type of this this kind of stuff yeah I I'm I'm hard-pressed to ever turn down anything you know that's not going to really cost us much relative to what we get yeah so I don't know many parents that would regardless of the program so sorry so my question hold on a

121second hold on because we we made an assumption we made an assumption that there's going to be man hours cost can you give us what that is sure so the only man hours associated with it as you can see the Design's already been presented up here people sorry people hours um really the district's involvement after the contract is launched was really just to approve the ads and that's an option of course we're taking that option to see and approve each one that comes forth so that'd be signed off on and they try to go after multi-year agreements so there's very little change as far as the advertisers between advertisers but other other than that all of the solicitation contracts the negotiations collection of funds ordering of equipment all of that is done through this third

122party company which is kind of what was ideal because we don't have the man hours to go out and sell and and produce all of that on our own at this time so so help me out because the people our cost then to me isn't that offset if I read this correct it's offset by the revenue stream that you're going to get from the eventually from the so the contract's kind of two-part so for each ad that they sell over the course of the 10-year contract fits a 50 50 split between the organization the power ad group and our and us as a school district but our 50 allocation gets pushed towards the cost that the sign in full cost up until that is fully received which typically is around five to six years the

123remaining years on that contract for any advertising that that remains on the sign for the rest of that remainder of that 10-year contract is then a 50 50 split with Revenue coming into the district at that point at the conclusion of the tinier contract there's an option to buy into an additional renewal of the contract stating that they'll continue to sell advertising for our sign at a 50 50 split or we can choose to end at that point in time and maintain the advertising on our own so there is revenue potential um we just won't see it right away if initially it'll be allocated towards the cost of the sign and so it sounds like the sorry real quick so it sounds like the people our costs if I'm hearing you correct is pretty very

124minimal from the district side so the people at our cost I was referring to was in reference to Dr petsky and Mr Queen's saying that working with the source work would save the people hours utilized in building the bid just creating the presentation as people hours so there will be some cost associated with administering some aspects of this I don't think that that's a deciding factor for me um but but for clarity it's worth knowing what it was that I was referring to which is a little bit different than I think what you were getting out of it for that my only question would be the terms of the agreement I just would like to see it before we approve it absolutely so we're still kind of going forth with legal so we will absolutely

125provide that finalized contract for review prior to coming back to the board for approval got it does it does it State anything in regards to a service agreement or maintenance so yeah I was uh speaking with Tony about this today and there is some warranties on it but largely uh largely speaking the service on it would be on us just as it is right now and we work with dectronics as the company we work with right now that would provide the scoreboard which the company we're currently working with now to repair scoreboard so there was a kind of a limited warranty on that too I have specified months or years on that but uh mostly the repair costs would come back to us but with a new product like this you're not going to see

126a lot of repair costs or hope not to see a lot of repair cars so we don't own it we would own it yes yes okay okay so what are the and the land it's built on the policy committee what are they well I think for the policy committee there there should be Whoever has oversight for this needs to understand exactly what they're approving so that they are covered under a board policy Teresa do you right now handle our advertising for athletics Athletics is kind of kind of a mixed bag right now and that definitely is the piece that we brought up at the cabinet level that we the information was brought back you know via Dr Kincaid to the the policy committee the idea of creating more structure around that Athletics program um this

127would kind of be uh like you called it a pilot a great first step for us because one of the agreements you know if we move forward with this we can't also be selling a banner to be you know tied on the bottom of the sign on our own like it would it would become the streamlined process for advertising at that specific facility yes and that would kind of develop some pricing structure so it's an opportunity for us to really kind of get our feet wet um Darren and I have had conversations for many years about the desire to have some more um solid things in place they're kind of handled ad hack right now there is advertising that we did mention the digital signage potentially inside OHS and and maybe eventually OE that would

128give another chance to not have banners all over the place and be able to sell some advertising and kind of condense that but it's we are just scratching the surface on that and this this truly is kind of like the pilot because it is going to be the first one but given that we have a need we thought this was the perfect time to bring it forth and try this rather than taking all that money out of the district yeah I I love that yeah you don't have to solicit the advertising yes um you know and in 10 years who knows we might be in a different position where we can you know dedicate you know something we see the revenue potential um and this is again something that I know that's been talked about

129for years and years and years a way to increase our so basically we are getting ad Revenue we're increasing our ad Revenue in order to pay for this that's essentially what we're doing absolutely um and it's been talked about forever um so this is you know I'm just you know again appreciative kind of like before that guys that come with Solutions the things that you've heard about um and concerns of the community and thoughts so I just want to make sure that you know it's pretty clear what you're bringing to us it this is um something that has been asked for for a very long time yeah so thank you I want to go full circle with this back this back doesn't it I know I harp on a lot but the other part of

130this pilot to what Mrs Doyle said is we don't know what we don't know so write what we need to know is okay who's gonna own certain parts of it and on already full job descriptions what does that look like does it actually take give us man hours but I hate the term man hours does it actually give people hours does it actually give us working time back and is this something that is actually streamlining processes that we need to streamline and so what I get what I get concerned about when we talk about oh but this is so easy it doesn't I'm going to cost us anything nothing everything comes at a cost it's whether it's a soft cost or a hard cost so what I would hope that you would include in your

131learnings in your report back to the board is who is handling it how much time it did take and where it's relieving pressure points whether it be HR pressure points or um what have you but you know there is going to be you're going to have to have the uh maintenance team you know involved of this you are going to have to have you know so there are people hours that are part of this and I don't just want to gloss over that um and it may those things may shift so it may have been someone else's job before but now with this new you know um opportunity it shifts to somebody else these things are really important when we talk about um job descriptions and utilization rates whether we're putting something more on the

132maintenance team that they don't have the time to do so those are the things that we need to hear back in the in the pilot learnings you know and how that how that all works together the incremental well actually are we the first district to ever do this no no so know that do we know like do we know that how much what do other districts do well it sounds like there's no when they gonna be more information or is it are we going to be asked to vote on that I just don't know if we're ready if they're ready if you guys are ready if everybody's ready I'm so comfortable and but that's what I'm saying so is all of that going to happen before what our next meeting or when do we think

133this is coming back the only con it was planned to come to the next meeting and the only hold back for that would be obviously as you know it takes a long lead time to get things in motion and and so the longer we wait the longer we kind of play that game if you talk about man hours with our maintenance staff of disassembling one sign to make the other sign functional and and vice versa so this is one that really it's not a would be nice to but kind of but we really do need to have a solution to this facility But to answer Mr plover's question as far as not the only school we do have a number of calls out um actually I have another follow-up call Wednesday with dekalb's athletic director

134I'm going to kind of they use the exact same company they gave us a list of a number of companies um or an upper of schools that this particular company has worked with in the past so we are going to kind of talk through the timeline in the process and be able to have some more insight and we'll share that all with you as well as the finalized report or excuse me the finalized contract and a report to you hopefully here within the next couple of weeks so you have some time to look over that and ask any questions and if there's no concerns at that point it would be nice to be able to bring just this one sign this one contract forward so that we could begin work on this particular one so

135your opinion is a sign and then the then sorry I didn't see you thank you I just want to clarify we currently what they're referring to is uh board policy 825 and there's some ambiguity in athletics so on the air of caution as Teresa mentioned in cabinet we wanted to bring this to the board in order to be fully compliant with your current board policy the discussion that we're having in the policy committee is actually some more flexibility to allow for additional opportunities okay so that's what we've been talking about they're presenting right now it is in compliance with the current board policy what we've also talked about then as board Venture board member Johnson has mentioned is the administrative procedure with kind of the um not to complement the policy but no right now

136they're referring to 825 and we wanted to make sure better safe than sorry that we brought it for board approval to be completely compliant with your current board policy before we went to full review thank you thank you Dr Kincaid um the easing of that policy is the thing that's been under discussion for quite some time um and that's the piece that I want to make sure we've got at least an awareness that we need to have a conversation about loosening that because this will have people our implications so that's that's the concern but but also to be prepared for that you get a scoreboard you get digital signs you get the you know are we making sure that it's Equitable between the high schools one last thing to consider you don't have to answer

137it now but are there any exclusivity agreements once we agree to these ads do they prevent us from having a fence sign from another or similar company well I don't think well so there are parameters in the contract on the specific facility that it's talking about and so yes like with the fence that's around this scoreboard there would be limitations as far as like selling space not necessarily informational um banners that are there but the nice thing is um the the center part the fully digital display board there is not just advertising it's also an information board for us to be able to use to put up players or a first down or you know different information about the game so hopefully it'll also lessen the clutter in general around the field but it doesn't

138apply to um like Athletics wide or school-wide as far as that exclusivity it's only at the facility in which they're placing the sign so that there's not competition between the district selling advertising space in the same space as the company that makes sense but that also could conclude with the policy so we have to make sure that we understand that the terms that's why this is the reason why I'm asking for that that's why I was saying yeah I think one of the reasons again we're not think we were the first school to do this so I think that's something as a board member I would want to hear is hey what what policies were affected what changes did they need to make on a policy level fine with saying okay yes to this in

139lieu of we need to make sure we streamline and Fast Track those changes so they can be talked about quickly at the policy level because what I'm what I'm a little leery of and what I'm a little apprehensive about is I guarantee that well I shouldn't say guarantee because that's an assumption but I would I would say it wouldn't surprise me at all that when they did this they did have to make some changes to policy and that is the piece that I want to know about that's the piece I need to hear about as a board member is I need to hear what changes and how quickly they were able to make those changes in order to approve this if it was like Hey it wasn't that hard we had a couple policy meetings

140and we we got it done quickly fine I'm on board if it was oh no this was a long process then that makes me a little bit more apprehensive about it literally week so every we've been meeting once sometimes twice a week for three hours at a time Dr Kincaid makes a list and then she takes it back to the cabinet and she works with the cabinet to determine um is this do we have to change a policy do we have to add it to the new um uh admin policy procedure guide or is this something that you know we need to um talk about something else happening so I just want to say that it is timely um we I think we can move quickly our goal is to have a policy manual drafty

141I can't look at her when I say this it was for the April 11th meeting we just we can't make it happen because of everything that's coming at us right now but we can definitely address this this policy alone or whatever policies outside of the draft being presented is that fair it sounds like just the loosening of it because it already is it's already it already abides by the policy I have so I have full I have full faith that if the Dekalb barbs can get something done quickly then I'm pretty sure that yes all right let's let's move on thank you you're welcome thank you appreciate it all right item 8.7 is regards to our food service contract Dr pesky thank you um so just wanted to present some information about food service decisions

142as we look at where we are the last food service contract that we had it start what date was July 19. with annual price increases typically subject to CPI last year we entered into a one-year emergency contract with Aramark and if you recall that conversation it was to uh access additional reimbursements for supply chain funds about 340 thousand dollars and also utilize some additional reimbursement through the keep kids fed act and that actually allowed us to hold food prices to what they were pre-covered so that families you know they went from two years of everyone was on free lunch or was given lunches to now they were gonna have to pay pay for those lunches again so for 2023-24 the food service contract what I'm recommending is to enter into a second year uh one-year

143emergency contract we've been looking at putting together that RFP it again and what we are hearing is that it is an inflated Market and uh so what we can do is maintain our our costs um the district could avoid going to RFP and do a known inflationary market and where that comes from is uh CPI typically has been 0.8 1.4 2.3 percent um you guys know about it through the levy we are school districts uh uh don't Levy any more than five percent but the cpis have been seven percent six and a half percent and that's what we would expect to see in our in our food contract increases um if if we do do the uh second one-year emergency contract um it would allow us to maintain the food prices and the contracts that

144we have now from our 2019 RFP um and uh we would in the fall of 2023 uh so in October start writing that RFP for another food contract but that brings up another additional point for the board to consider and that's the keep kids fed Act is no longer an option so for next school year lunch prices could be increased to keep up with our reimbursement rate and I just wanted to show you real quick how that's determined so we use a tool called the paid lunch Equity tool and according to that tool the way it works is a student launch should be or a paid student should be paying the difference between what the reimbursement is between what we get for a free student lunch reimbursement and what we get for reimbursement for a

145free or for a student who pays will reimburse the way that works uh currently it's 4.33 that we get reimbursed for a free student and for every student that buys a lunch we get reimbursed 77 cents so when you subtract that 77 cents from the 4.33 reimbursement that's about 3.56 the reimbursement rates are adjusted annually so that number changes a little bit uh what I provided the school board here is uh 23-year look at one of our lunch rates been so you can see in the one column the super years you can see in the uh the second column what a high school lunches have been or Junior High and high school if we had any increases that year and what the elementary lunches have been and any increases there and you can see that

146it's been about you know every other year 15 cents there were a couple years where we skipped and we we made up that difference in another year and then we had uh if you see in 2014 15 16 17 we didn't really have any increases we did a 10 cent increase in 2018-19 and then we did a 30 Cent increase then in 2019-20 and we haven't had any increases since then so we did talk about this at cabinet a little bit it and when we looked at it we just thought looking at what our history has been and where we've been that perhaps we would want to look at raising our lunch rates to get to that 3.56 median and then every year just have a small increase for families to keep up with that

147model so that's the information that we wanted to present and I would be open to any questions or any direction that the board would like me to follow up on have they been keeping up uh my concern with Aramark over the last several years even pre-pandemic and certainly post is that they have not necessarily been able to provide adequate Staffing according to what they what our RFP was for and what our needs had been so they had been understaffed I know that they still are um how how far away from meeting the the bid parameters are they currently you know and that's uh we've been having that conversation they too have been impacted by the Staffing shortages and whatnot and uh there was a rework of the numbers before I got here so in order

148to save on the lunch costs it was taken out of the Staffing costs that they had in their contracts so there was some known decisions about Staffing levels and uh uh so what happened is where we normally had people in the lunchrooms who were serving they would then clean the tables clean the lunchroom a lot of those responsibilities were put at the building level so rather than there being extra staff members on airmarks team they were just really there to serve lunch and then the buildings and grounds were there to clean the lunchroom but also they were doing things pre-pandemic already even like not having Junior High snack lines which can impact behavior and I know that we have talked about that for for a number of years um which is why it it is

149interesting that it is one falling on our staff members increasing their responsibilities but to you know if if we're not able to fully open the facilities we have they're not even able to provide enough staff to actually serve the lunch or serve the ancillary portions like the stack lines and things and the lunch sizes don't necessarily fill up Junior High kids yeah and I so I would I would I would kind of quantify that more as like the services so you had mentioned and that's something I can look into the giant Junior High snack lines um to see if those are services that they're offering or why they and I don't I I don't want to limit it just to one thing that I happened to remember um but my I I would imagine that

150this would follow through at the Elementary and high school level also I'm just not aware of a specific example like that okay it's definitely at the element Al definitely at high school as well yeah I'm hearing things about no deli sandwiches uh one student had asked me about specifically but you know I invited them to come to a board meeting so but it but the point remains I'd like to know before I would look at any more contracts where things are standing with that just to have you know a clear view so what's uh so basically we want to kind of take a look at what's in that contract and make sure that they're filling all those obligations that they've been and if they've been renegotiated how that's changed from when the RFP went out

151in 2019 to what they're doing now no like are they fulfilling the Staffing requirements that we have because what I just heard was they've made some known changes where some of the cleaning responsibilities are now falling on our custodial staff and thank you for sharing that because I wasn't aware of that well and that was to maintain that was to maintain that the to not raise prices typically they go up by CPI so in every year we negotiate and bring to the board here's the here's the lunch contract and then here's what it's being increased to and with budget cuts we are asked to not raise those costs so we came up with some other Creative Solutions as my understanding but that doesn't speak to the fact that we don't have all of the food

152lines even open is is kind of the point I'm making well like I just mentioned right and it sounds like it looks I see Dr sparlin nodding that he's understanding what it is I'm talking about do you advertisement maybe on that new scoreboard do you know what I struggle with I struggle with um the fact that food is in into um feeding our children's brains and energy throughout the day and I don't know who has spent time in a cafeteria or not but the amount of least at the thorough way because the food isn't good because the way it's prepared the way it's presented is pretty incredible because I've been able to go to and I will say my experience is limited to Elementary over the last couple years but um it is pretty it's

153hard like I we have to be prudent with our finances there's no doubt about that but kids deserve that nutrition and that food to help them enable them to be the best in their learning environment and what I'm struggling with is that I've heard that it is not meeting those that requirement and so while I under the finances are important to understand is it actually helping our students and I just I don't know I've said this for years I don't feel that we're getting the best out of error marketing don't know where our Leverage is with that with with being able to say you know what can we do better you know we're Partners what can we do better versus just another contract renewal it's not just a contract renewal to me I think that

154kind of goes along with my one question I had with this which was are we strictly looking at money with with this vendor I mean is that why we're here is it is it and if not well then what what is it about because like I I've heard like you're not you're not alone like I've heard the same thing for years right and and so I I don't know I mean I'm willing to explore every option every perspective I mean is it just I don't know is it be careful what I say but like you know what what is it right at what point like is it is it us is it I don't know uh you know I don't know what it is right some of it I honestly because we have these conversations

155um on a monthly basis with our Aramark team and we talk about the menus and we talk about the types of food we have the restrictions that they have I mean they can't just serve anything it's got to be that it's true you know uh kind of that food that's offered a healthy balanced lunch and we get a lot of kids yeah have we surveyed parents or asked for student feedback or no I mean that's that's the reality of it so um I mean again we're in a situation we there's no we have what I don't know can we do that before we have to have um I'm sorry this is just for information yeah um you know it's a quick pulse survey right is the you're asking seven people who have various experience and

156discussions um with community members but we have to we have to utilize the people that we are serving too right like a quick pulse survey it can be three or five questions and if people fill it out they feel that um but leverage our our families and our students yeah I think that's something that we can do I don't know if we've done that we haven't done it in my time here um done a survey on the lunch program the offerings and things of that nature but that would also inform the RFP they want to inform the group that's serving the lunches so absolutely yeah it's long past due yeah yeah I think that's definitely something that we can we can put together so by all means yeah West Aurora does this quite frequently they

157put together a really quick pulse survey they put the link on their Facebook page and they keep it open for a very short time and it just is great feedback for um for these types of situations you know yeah and I think too it would help based on the information we get it might help clarify some of the uh misunderstood about the lunch program issues it's like there might be some education points in here that we can say that oh that's not exactly what we do and here's why or why not so yeah I think that we can make that happen all right any other questions for Dr petsky and the food service contract all right thank you Dr petsky most appreciated thank you thank you item 8.8 is in regards to our web content

158and mass communication tool and this is comedus is here to present I brought a long Scott Fidel is our district webmaster and talk the lingo more than I can kind of kick you off so um kind of joke around like why not have some more changes in the same year that we have a student information system we have it we'll have a new superintendent so why not a whole new website content communication tool um so the reason we're bringing this um forward to you is that we received information unfortunately just a matter of weeks after we resigned a five-year agreement with Blackboard that they were in fact being acquired by another company called final site and while there has been um confirmation that the contract terms would be honored with the new owner there's also

159been several concerns in this short time that we've already had as far as support channels and service and functions so um we kind of want to paint that picture for you and see sort of where we're at and let you know what we've explored as potential alternatives so final site is the new parent company that purchased out Blackboard they of course have the goal of integrating all of the existing Blackboard customers into their platform by trying to get everybody to kind of commit earlier especially in these longer contracts that are in place they've offered an incentive for what they're titling as free conversion nothing's free we discovered that earlier but there is a significant cost Savings in making the commitment to move to their new platform prior to June 30th of this year that deadline

160coming rather quickly is what kind of spurred our department to take a look at okay if we're going to be changing vendors because clearly Blackboard will no longer be an option for us um is final site really the best choice and what other options are out there what what do they look like as far as cost comparison and capacity mentioned already over the last six months we've had some less than desirable service from Blackboard in a lot of cases you know Scott's the one that brings forth the problem too Blackboard and kind of has to stay on them to get those answers and we've had some issues with some total outages and and some other things so um also another reason why we were looking and then when we did look at final site as

161far as what their costs would look like for us to do a conversion and then what the cost would look like to have them as our service provider they're either at or above a number of other providers so it's not like it's the best deal and so obviously when we're making an investment we wanted to look at a number of other things uh Scott kind of took the lead on this um this is a listing here of the ones the vendors that we looked at that we either he either engaged in a demo or we had a meeting or proposal submitted from um as far as looking on the surface this list would even be much longer but these are ones that we engaged with in some way to kind of gather more information when

162we're talking about both the website content management system as well as the mass communications both of those right now are satisfied by Blackboard there are companies that do only one or only the other are our desire would be to stay with one company for integration purposes and when we looked at these when Scott kind of did the initial pass through we built a little bit bigger team of some of our folks here that frequently utilize the website obviously Scott is the webmaster myself um Cindy and and Michelle early because she utilizes the programs or excuse me the website to advertise quite a bit of programs and maintain a number of resources so we had some good people around the table just to take a look at that and then Scott built a very intricate Matrix

163of the capacity of the capabilities that we were looking for in any of these service providers as well as what were their design options some have provide more user-friendly options some more customization some of it costs more depending on who you're looking at accessibility is still a huge thing for us for those of you that were around when we went through that whole original complaint in regards to accessibility we still want to maintain a very high level accessibility ease of use I don't know how many people realize this but we have a lot of users of our website across the district so there's teacher pages there's Pages for individual schools there's Pages for departments there's calendars that get posted so we have a lot of users and we had to make sure that this really

164is user friendly intuitive programming as well as a conversion timeline because clearly we don't want to be without either one of these tools so how quickly could we move something as big as our site over and then costs and customer satisfaction so Scott spent some time going through some references we brought forth our final two for consideration in a real in-depth way final site and catapult K-12 are the two that floated to the top again final site is the company that purchased Blackboard that is currently who we are working with at this point in time but we are still on the Legacy Blackboard platform we have not converted to the final site platform both would be great options both have pros and cons so final site again a lot of flexibility with customization and shifting

165layouts they are a larger company they do have a lot of resources they interface well with our student information system they if we were to stay with final site we'd have the most flexibility as far as a conversion timeline goes because we'd be operating under the parameters with them both for our old site and our new site so as far as conversion rate you know converting over we'd be able to kind of run side by side and turn one on and turn one off however they do have limits on the users the sizes and files so everything was kind of priced out individually so if we need more than this many users it's this much per user if our files are this size or bigger it's this much if we have this many pages now

166as an add-on so the price even though it looks somewhat comparable in the beginning we're a little bit worried about how quickly that price could rise on the add-ons and then the accessibility concerns there's a certain tool that comes with the purchase that would not be adequate would not be something we would recommend utilizing for the accessibility component so we'd be looking at purchasing an outside portion to add into this piece from final site so catapult um great customer service very Hands-On company conversations with them they've been very responsive with us there are no limits on file sizes no limits on the number of users that we would have we we did speak with some people that are using them again ease of use is a big thing that that came across it's not a

167new company they've also been there for 20 plus years they have districts that are even much larger than we are and they kind of tout themselves on sort of a fast response time and really helping to solve support issues so very customer focused there are a few pecans that we wanted to say that the layout as far as the home page goes we kind of have a structure we'd establish and it wouldn't be like oh let's just totally flip everything on its side and redesign the entire website there'd be some ability but there would certainly be cost and time behind that and not as much fluidity there although I will tell you that the one time we have made major changes it was a lot of work and kind of retraining everybody on where to

168go so it's not something we often do um both of these you'll see we have included pricing on an app we got rid of our app that we had with Blackboard because it was kind of a landing page for links to other apps it wasn't really integrating with the things that we had in place and these apps with both of these companies would allow us to have some more integration so we believe an app would bring value to the district our final recommendation was catapult again based a lot around that customer orientation responsible they're very responsive you'll see when we show you the contract costs it's a very stable cost predictable cost there's not a lot of add-ons or things that we think would come in last minute they do have a number of other

169platforms we could add we'll throw a quick um one there's some capacity around something that may meet our needs as far as like emergency communications and some things that they're looking at in the student services world that catapult also brings to the table so there's options here to integrate even beyond what our Communications Department needs would be they do have a lot of experience with very large districts Nationwide positive references and so on so they do have customers sitting on our new student information system that we're integrating to so we were able to have some conversations and make sure that that's not going to be a concern it's hard to read I'm sorry but I just want to point out at the very bottom there yellow is our Blackboard contract as it stands today 69

170550 is the fixed cost for all of the four remaining years on that contract um however if we were to migrate over to the final site and make that known prior to June 30th that first year costs would jump from the 69 to 121 270 and that is inclusive um of you know the full the full conversion cost over so you'll see that drop a little bit in year two at 99 000 but then it does climb over those years 101 103 and 105. the column right next to that however if we were to say that we are going to just stay with Blackboard and migrate over to the final site product um and not have that verbal commitment or not verbal I guess probably written commitments to them by June 30th of this year

171that design expense for year one and migrating over jumps to 274 900 dollars so it's big so that they're clearly incentivizing their customers to make their decisions now as to whether or not they plan to stay in the Legacy platform or move over um and then catapult is the final column at the very end there so year one would be 125 again that is inclusive of those conversion costs on year one which are a little higher and then we drop back down to the 83 783 dollars and that's consistent for the next four years on that one so again a little bit more consistency in the pricing which is what we were used to and not nearly as much money to make that initial conversion over so we're here to answer any questions that was

172really thorough um thank you for all the hard work that went into that um so the finalists you chose you'd mentioned the app we had pulled the app from the district website occasionally that comes up in questions why don't we have the app um you feel that even with the less robust app options it's still an improvement over what we had yeah so the the new app would have more integration part of the reason we actually got rid of the Blackboard app is the Blackboard app was no longer supporting even our standard news feeds so we push a simple picture of students getting an award and the picture would just come through distorted you wouldn't be able to read the message Etc so on the Catapult K-12 app the news is back to being integrated

173push notifications can come back to our devices so if we have an emergency if we have weather closings things like that that that all is functional again and it might stations with some of the other consumers of the Catapult product they are finding that it's very successful and works very well so they're competent in that product and then they say if things go wrong where we had issues with our previous vendor catapult is very responsive if something breaks in the rare case it breaks they say because it doesn't usually but they said they're very responsive and then if a break happens they'll typically get a fix within under a week under a day for common small issues even less their two-hour response time typical thank you and the only thing I saw that was a

174major difference difference in price it was uh roughly 17 000 was for the mass communication system so I think you just described one feature I was going to ask what what's what are the benefits that we're getting for that balance catapult K-12 product [Music] built-in newsletter functionality that comes at a premium so every school kind of has a couple of built-in templates as well that come with that product so that way um if you're familiar with how our parent messages come out right now we typically get them through a third party vendor our principals independently sign up for newsletters to get a nice little template same with our District Parent message that would actually end up built directly into the Catapult K-12 product there are add-ons that are available in other systems vinyl site does

175have a little bit more of that communication as well for their Mass comms piece it's just different on how they propose them the basic functionality of the mass communication systems for us was the integration to the the synthesis number one we have to make sure we can pull that data over regularly and then the ability to communicate a number of Fashions email text phone calls you know posting directly to social media sites or to our website or whatever that looks like so I mean it there is a difference there but again it's just where the difference lies in the proposals we broke this down really far for you um really the bottom dollar there is really what's important we would never never at this point in time we aren't comfortable separating the two systems from

176different providers we feel there's a lot of continuity when we have both the website and the the communications together so while they differ a little bit in some areas I think you'd see they dramatically make for up for it in others I have a few questions first of all I want to say that you've been doing a great job with the website that we do have you've made some very significant changes it's been a lot easier to navigate still you are I know kind of um handcuffed by the the actual structure of what it is with regard page three you spoke you were sharing um who looked into this and evaluated it did we talk to building admins to your point but you said that they all have their own sites and did we ask

177parents so no no because what we would ask for and we will but I feel like what they see so this is kind of the structure behind the scenes and then the ability as long as the structure allows for user interface to be friendly on the other side when we build that structure about where they'd want content and how and how frequently they'd want content to change and what menus and such look like that's when we really need the input of kind of the end user and the second to last user as far as the structure behind all the coding and building and integration and all of that that would be really very minimal as to who would understand what that means and what we were looking at between these providers so Scott was really

178our expert in that area but once we choose a provider for what that looks like then now that we would have sort of the Bare Bones then as we build the structure from that that's when the input from those that use it to edit it and those that use it as a resource would really be built table I am built a lot of websites in my time and I do think that user experience should always be loaded up front that's just my personal my personal opinion and what has worked for me but did we also ask the different schools for insight into this since they are the ones that are using this to update so we did in our last couple webmaster meetings that we have monthly with the independent building level webmasters that kind

179of each of the 25 sites schools and District we we did talk about this potential migration different vendors what's the difference between the ones most people were comfortable there weren't a lot of questions about what was presented at the time it was a limited presentation but the the concerns is the difference and again it gets into my new details in the back end that most the quantity of work that goes into how to complete a simple task you know when you're on the website you see something as simple as I want to read a story about the cheer team winning an award and I just want to read that right and honestly and I want to see the students names for the back end user they have to pick a photo they have to add

180some little text they have to write that that article and the differences between these systems are you know current one that has maybe 10 clicks we'll call it 10 little items that that webmaster needs to fill in and then on Final site it can go up to closer to 25 to 30 things that you need to do and then hold it's it's back to the more familiarity of around 10 it might even be a little less like eight so seeing those little differences you know if there were things where it's like how much work is this going to become if you go with the if you go with one vendor versus a different one it's different levels of work and that that does concern certain webmasters and how much time it would But ultimately at

181the end of the day for each of those buildings it's how much time will it take to complete the simple task put the news out there and make effective communication for their building and there are a couple of building admin that are a part of those meetings as well but they're on as a stipend role and I think if you you're you're seeing that their content management tool is definitely better than what we have it's a it's similar okay every content management system is going to be different and there are learning curves with everything you probably heard this when you heard about the CIS um there's always going to be different audience different clicks different things like that it's the same with content management system you're learning a a whole new little sandbox to play

182in things that will be the same and there are things that will be different and what we're seeing is in the Catapult K-12 product more familiarity than the final site product at this time because of yes you get more flexibility in the final site product yes at the end of the day you can do probably more if you're really Advanced however that advancement comes at a cost of 10 your access and also the Catapult K-12 product gives you any teacher can call their support any one of our faculty can call the the support line and get support through them not just through myself that's a key point right there yeah on page five you were saying um that they are very responsive are you saying that from your perspective they've been very responsive both the

183references said that when they were talking about and like Scott said they're they're two hours you know if they can get something figured out they put it at the top priority right away okay but they're not seeing anything really outside of a week as far as the larger problems go but also responsiveness in the way that we met with them talked with them you know they presented stuff to Scott then he's like hey I'd like somebody else to see it so we bring another person in and we do it a third time because we want these people to see it and every time it was met with just eagerness to really um you know partner with schools and so it it's dramatically different than the experience we have at this time with our current provider

184what and in all fairness it's the sales like the being in the sales funnel you expect them to kind of be like on their game right sure which is why we did that with the references knowing that you reached out to references really what um I wanted to hear so and then if you were to do this when would the transition take place so for all of our schools if they had to train on this is going to happen over the summer we're not doing it at like the beginning of the school year oh it would have to be at a time when we'd be able to to move content without there being a bunch of new content being added at the same time um I hate I hesitate to answer it for you until

185we finish our discussions with legal as far as like our our contracts and all of those kind of things go um we if we were if everything were to move forward and we it was a possibility for this coming school year it'd be something we'd start on right away the bulk majority of the work like probably 95 percent of it will fall um you know on on Scott in coordination with them the schools themselves will have to learn the new um CMS side but again there's some familiarity there and that's really more about like fonts and layouts and templates and those kind of things they wouldn't be responsible for the actual migration of content and usability of the the product itself so yes if if it is possible for us to have it going for

186this coming school year it was something we would start right now and all of that integration would be occurring over the summer well I'm more worry about um our administrators having to learn whoever that is whoever's taking it at each School having to learn something at the beginning of the school year when it's um there's just a lot going on and then what else is on their plate at that time that they have to as their new curriculum is there new this is there new that yeah so we um Scott does a great job with training we do have a webmaster at each location which is kind of their mini expert at the building that can handle and has capacity a mini expert at the building that can handle and has capacity as well as

187um training on how to do all of those things as far as learning like a new mass communication system and things I think that's why there would be benefit too if it does work to transition at the same time as we transition with the CIS there's going to be new communication mechanisms within that and so it's training we could kind of train side by side so if you're looking to send an email to a parent you know regarding something with student discipline or whatever I'm using an example here and you're working within the in the CIS this is how you would do this now if you're looking at trying to send your school's newsletter out school-wide here's how you would do this and so I'm really kind of training and knowing both because there is

188overlap and there always will be between those systems so it would be a great time to train it instead of training one thing with this system and then switching systems and training something with a new system again who's this is totally random question but who typically at a school handles the website or does it vary from school so we do have stipend webmaster positions at every school oh I didn't know that yeah yeah so those all report up to Scott um he trains them on a regular basis as far as accessibility and you know functions of within the CMS system and then a number of our building administrators also have access and some of the secretaries they'll post their events on their calendar or post a newsletter but as far as overall that's really the

189responsibility of the building webmaster at each school okay is I'm assuming it's kind of bare minimum at this point point of entry but all social media is integrated no it's not all so it does have we do have functionality within our Mass comms when we want stuff to go out to social media as another source to receive the information like you do with a text or an email so we can push things to post through the mass communications but actually creating and posting a number of our social media things is a separate task because the information isn't always going out through Mass coms to get to the website so it kind of depends on what the point of you know we have all these different places we can put things on the website and on

190social media platforms and newsletters and so on and so as we get information in within the department we kind of have a matrix to decide where it's going to land and so it's not full integration to social media but we do have the capacity of things that are going out through this system to hit social media does that make sense yeah okay thank you so much anyone else we're good all right so more to come thank you thank you Scott for staying all right action item 9.1 approval of bills for payment can I have a motion please I would love to give you one I make a motion to authorize the payment of bills in the amount of 28 million six hundred and thirty three thousand one hundred and forty dollars and 17 cents as

191presented second hi Mr Miss Doyle I miss simulton aye motion passes six zero action item 9.2 approval of settlement agreement with Jewel Labs can I have a motion please I make a motion to authorize the school board to enter into the settlement offer for government entity claims against Jewel Labs Inc and direct president simultane to sign and return the February 18th 2023 settlement offer for government entity claims against Jewel Labs Inc letter and the government entity release of all claims second Doyle aye Mr Cerrone aye Ms simultan aye Mr Gatewood aye Ms Johnson aye Mr pluger motion passes 6-0 action item 9.3 approval of resolution authorizing dismiss dismissal of probationary teachers can have a motion please I make a motion to approve this resolution authorizing dismissal and non-employment of probationary part-time teachers and teachers hired

192under a temporary contract second Miss simulton aye Mr cloger aye Ms Doyle aye Ms Johnson aye Mr Cerrone aye Mr Gatewood aye motion passes six zero action item 9.4 approval of resolution authorizing dismissal of first-year teachers can have a motion please I make a motion to approve this resolution authorizing dismissal and non-employment of first-year probationary teachers second [Music] action item 9.5 approval or resolution authorizing dismissal of third year teachers [Laughter] let's go I said well see that's not that's not oh I make a motion authorizing dismissal and non-reemployment of third year probationary teachers second Mr Gatewood aye Miss Johnson aye Mr Cerrone aye Ms Doyle aye Ms simulton aye most motion passes 6-0 okay 9.5 or 6. approval of resolution authorizing dismissal and non-reemployment of fourth year probationary teachers I make a motion to approve

193this resolution authorizing dismissal and non-reemployment of fourth year probationary teachers second Miss Johnson aye Ms Doyle aye Mr pluger aye Mr Cerrone aye Miss simulton aye Mr Gatewood aye motion passes 609.7 approval of resolution authorizing non-renewal and administrative contracts and non-reemployment of Administrators I make a motion to approve this resolution authorizing non-renewal of administrative contracts and non-reemployment of Administrators second Miss Johnson aye Mr Tyrone aye Ms simultan aye Mr Gatewood aye Ms Doyle aye Mr ploger aye motion passes 6-0 action item 9.8 approval of building administrator contracts I make a motion to approve the building administrator contract as presented second aye Ms simultan aye Mr Sir Miss Johnson a resounding I Mr plugin action item 9.9 approval of personnel report can I have a motion please I make a motion to approve the Personnel report

194as presented second simulton aye Mr pluger aye Mr Gatewood Miss Doyle aye motion passes six zero 10.1 can I have a motion to adjourn I make a motion to adjourn we are now adjourned