Board Meeting 11/12/2018

001United States of America please Jason Tron here Julie Simpson here Victoria Hugh Andrew Heiser here Julie Robin click here let's bowling here Matt checkups gear it's not about oh yes all board members are present does anybody from the public wishes to comment good you okay hi everyone my name is Mary Katherine Tyson I go to Aspen and mrs. Kirby's kindergarten class and here has permission and all our schools can make pictures and give them to me so I can give them to our Grandma and Grandpa friends in the Victory Center spread joy and happiness thank you for letting me talk do you have any questions for me I can't speak for everybody but I think that's a great idea that is a good idea thank you I wrote that so on behalf of the board

002you have our permission yes we're happy to help in any way we can yes and I'll make sure that my son at Aspen makes a picture thank you Mary [Applause] she's the only one to get an immediate response anybody else wishes to comment follow that mic michael Shank 587 Central Park Vernon Hills on behalf of the families and friends of Hawthorn district 73 we want to thank the entire community in the district for getting informed during the process leading up to last week's election 50 cent 57% of the voters said yes to the building bonds referendum to those who voted yes and even those who voted no we just want to extend our gratitude to the community everyone who listened to the information debated the information offered input supported and even opposed the plan at

003times all deserve a thank you not only was the information communicated school board meetings it was communicated out in the community as a whole I can attest to the fact people were having conversations all over town from the grocery store aisles to the youth sporting events to the library this goes to show this goes to show as long as the information being delivered is accurate and transparent the community will decide what they feel is important we also want to extend our thanks to the school board and administration who have all worked tirelessly getting the information out to the community I believe they did their best to try to accommodate everyone's schedules to give as many folks the platform to discuss the information being delivered we also want to thank the teachers and staff in our

004schools they know firsthand of the overcrowding have worked very diligently over the last few years to accommodate the students in order to minimize the impact on learning as of November 6 help appears to be on the way but anything worth doing doesn't come without obstacles the two questions on the ballot were always designed to work together unfortunately the second question did not pass so more Wilk more work will be needed we implore the board to find a way to make the best decisions moving forward for our students teachers and parents we assume the discussions are likely to start tonight so it's extremely important to maintain full transparency throughout this process there is no substitute for an involved community whether you were for the plan or against the plan the debate over the last eight months

005has truly brought the community closer together allowing the people in the district to discuss and debate the facts and to give them a platform to show that their opinion matters in the discussion that's how you build a community and I for one am proud to live in the village of Vernon Hills and district 73 thank you this is a recognition there's none scheduled but on behalf of the board I would like to recognize the friends and families of fallen 17:3 obr seven of us and an administrative team and we could have done a lot but we couldn't have reached as many people as all the volunteers and people that the friends and family had in getting the word out and educating everybody I have a few names with me whom I'd like to thank personally

006but and I know I'm missing a few even the kids who were out doing the door hangers in in the rain of everybody every person who talked to another one and asked do you know about the referendum I want to thank them because you did help educate and spread the word around I want to thank even our critiques who actually asked the tough questions and how to us give the answers in many different ways so that we could inform them so some of the people i'd like to thank-- or we would like to thank are Mike and Vanessa Shang Katie Agha Sam perspire Lauren and Mahavira Terry McCray Julie Landreth Elissa gang Katie Sultan Andy Fusco Jessica Chris Vicki Elmen Tim Burt had a rabbit Heather Brown Maureen Collier Margaret Clark tark Angela bang Krishna

007Vaswani Kashia Olsen Becky Mendoza Mary and Farah Center mark and Sherrill Center Stacey Hubbard Becca Ferraro called bashers and Joel fin fur I know I've missed out a lot of people if I went through there would be many many people but these were some that I saw again and again and came in contact with who contacted us in one form of another but there were many of you and be on behalf of all of us thank you so much I also want to thank some of our staff who went above and beyond what was required of them I want to thank Dave Hanway for specially doing our website from me bugging him on his day off and he working when he was sick thank you so much I want to thank our tech department Demetri

008Andy and Wayne for putting up the projectors and taking those things down every time he had meetings and making sure that our audio wizard - Leslie forgetting all the word out whenever you could I want to thank our teachers who came out and explained their reality to everybody - mr. O Brien miss Greenville Sam har Mayo Moline Artin the dual language teachers who canvassed in the rain on the last weekend Lapeer as now ski and so many others who helped in all the other ways and I want to thank most importantly I want to thank Abe because explaining the three graphs again and again and again to different people or the same graph to the same people is not an easy path thank you so much for your patience and being there for us throughout

009the process so thank you everybody and to our interims for taking us through this on behalf of the board all of us thank you so much the community and we will do our best with the trust you've given us as we move forward [Applause] throughout the process for your leadership you're welcome thank you for driving the ship next of next is prism presentation by Dmitri up it's an update on technology software usage and Chromebook insurance good afternoon at the last board meeting actually a couple of board meetings ago you guys had asked me to update board on status of our personalized learning experience specifically Chromebook software and the insurance that's associated was district and students using the Chromebooks so to start I'd like to kind of reintroduced and remind everybody the three major pieces of

010software that we're using in conjunction with our initiatives are securely which we're using for internet filtering hapara which we're using for student management and classroom management and gaggle is our Internet safety and studio student student incident monitoring software gaggle is responsible for content analysis its machine learning technology combined with an actual human review of any potential student related incidents harmful content in the email documents any shared documents and artificial analysis of the imaging gaggle provides us not only with computer-based review which is present in many companies but also the benefit of them is that they have a human component that is a trained staff that monitors incidents and based on severity of the incidents that which I will review later escalates a to district content and to police if necessary so this is just to

011give you some of the idea of the incidents that we've had since the beginning of this year and if you take a look at the graph on the right we've had 27 violations which are considering our student base is not that many so I think we were fortunate enough and our professional development in our digital citizenship that's the students are going by 27 violations that could be anything from suspect images or false alerts but something that had to be addressed by gaggle and by our personnel that leads to 9q con incidents and q cons are questionable content not an immediate threat to student but cause for concern and brought to an emergency contacts attention our middle school principals their assistant principals and superintendents designee are on a 24-hour watch for those kind of incidents and

012when they escalate those are the contexts that have to address the issue before ya go let's go of it we do not have any P SSE's which is a possible student situation that's an immediate threat to a student including student produced pornography violence suicide self-harm bullying rape or harmful family situation so in that respect we are very fortunate that we do not have that but to my knowledge within last year one of the surrounding schools did have an incident that Gaga was able to intercept and assist family and student in that there critical situation this is the same statistics from the first year and of course we went through a full year of with our sixty-five violations that had to be addressed by administration and 26 violations of a little bit more serious nature Dimitri

013I can't see but there's no key and even in the last full year that is correct that is correct which brings us to the next tool online protection at school classroom at home we're utilizing company called securely they keep a sip of compliant child internet Protection Act it ensures safety on social media search engines maintains access to an age-appropriate internet and currently we're utilizing that at school and filtering Chromebooks at home basis decision on how we going to engage in our personalized learning initiative for the usage graph just about every access that students conduct on their Chromebooks is monitored this graph represents our internet usage since the beginning of the year as you can see it is heavy and and this is the amount of formation we're monitoring our internet pipe is about a gig

014to the district something we're hitting the roof over and some of the mods so that's something that it would be eventually looking at investigating whether or not we need more Internet bandwidth and of course securely will keep protecting it know no matter coming in gigs of Internet will bring into the district and last but not least hapara a part is a classroom management tool - called their marketing department hapara litigated to providing best-in-class instructional management for k-12 teachers learners and administrators who wish to organize manage and monitor learning with help of technology the goal of this software is to encourage in simplify collaboration opportunities between students and teachers and this system sits on top of our learning management system and is one of the pieces of the puzzle that make interaction between students our technology

015and teachers possible this spring we had reviewed the usage of ha ha we started with a full-blown pilot that allowed us to test all of the features of hapara different teacher took part in different portions of the software this last spring we had reviewed the usage and decided to keep only the portion that's called our teacher dashboard and highlights only that allowed us to maintain our previous year costs actually they're a little bit less but obviously this year because we're no longer subject to the pilot we had to pay full fee for the use of option just a little bit statistics on hapara usage I got a very pleasant comment from the account representative st. Hawthorne 73 had adopted hapara the rate in the top 10% of the school districts around the world and some

016of the usage statistics that you will see in a packet you have to keep in mind that this is a concurrent sessions so how many simultaneous sessions we have used throughout the district and the hard 21 registered teachers include our non-core teachers coaches de music people that on a day to day basis probably would not engage with an electronic classroom management so the combination of this 54 and 18% is actually higher by the time you consider the actual people that we would expect to be using the software in the classroom ongoing costs of our tools is currently our gaggle safety management contract is about $8,000 per our teacher dashboard is $5,600 and securely have been paid up until 2020 under Illinois State Board of Education contract brings us to the next topic homework repairs this

017is the first full year that we had completed and collected the Chromebooks from students and our current guidelines for repairs and fixing of the units are is that the district makes determination where the break is eligible for Delta Lauren T or a stop the supplemental insurance that parents purchase and big thanks to the tech department everybody that helped us we had to pitch the insurance about would 800 times this summer giving out Chromebooks and we've had a very good participation rate so based on that decision that we issued the loner and conductor repair once we figure out what interest we're going to use if repair is not covered by either plan and it is and it is a student or responsibility we still issue the loaner we conduct to repair and charge the student for

018repair cost fear power school and that were feeling system administration is able to adjust procedure as circumstances arise for example income status discipline a discipline whether or not it's a loner so there's still some individual cases some of them are procedural some of them are like I mentioned income based it is not frequent based on our experience with students using the Chromebooks for a little bit over a year we've started the program based on assumption that we're going to collect the unit's over our experience was collecting the unit's we would like to make a recommendation for you guys to consider to change what we do during the summer we would like to allow the students to keep their units and that would promote educational use over the summer specifically not having to reissue the units

019for summer school API or any summer learning that may still be happening some of the issues that we incurred was keep collecting the units is battery drainage and potential damage over the summer months when they're idling in storage and also the significant overhead and costs that are required in storing moving cleaning and redistributing the unit's it even just was the space and ability to store the units and a dry secure still waiting throughout the district we shut down a city so finding that space is a premium in in addition due to our high participation and optional insurance we would like for you guys to investigate the possibility of $25.00 raised in technology fee for a mandatory insurance of the device by the students right now it's optional we do have relatively high participation so that's

020something that you may want to consider is change from a 75 to a hard auto change thank you very much for allowing me to make this update and any questions that you may have regarding gaggle so if there's questionable content then the is it the principle that's notified is that the teacher it's usually a student is usually copied and then depending on the severity assistant principal would get an engage in first category which were the violations okay and then if you can't happens that immediately goes to assistant principal and the principal for review and if the if nature is that the potential student situation depending on the situation if it's a student harm or if it's community safety issue police will get engaged disable the Chromebook or until the matter is handled or is it

021just you know that goes it's they're usually notified off the incident then they if if we need to revoke the Chromebook or block the Chromebook or do this something with access we usually do it based on their recommendation up to this point we've had quite a fair amount of incidents that we would investigate that only would make this list but we have not had any severe actions that we have to engage based on them all right yeah got a recommendation fortunately I had several questions first of all between these three subscriptions are there any redundancies and what they do or are all three truly necessary as far as monitoring what our students are doing in who's able to contact them and all that stuff with hapara if we were to keep our full package the

022one we piloted in the beginning of the year yes there's some overlaps over overlapping portions but we've only renewed the portion that deals with direct classroom management so I would say no okay um I know you mentioned that we're CIPA compliant and again I don't know where the overlap is between CIPA and Coppa but just making a sip of compliant mean that we don't have to be Copa compliant because they're a little bit different I know that one refers to whether you were receiving in Ebates which I believe we did when we got these Chromebooks what are we doing about being Copa compliant with these I think depending on those specific nature of the law we're trying to follow Coppa is probably a little bit broader right but and you have students younger than thirteen

023signing on to these websites so I just want to make sure like who's approving their use if it's directly related to curriculum district acts as an agent in case of Coppa and don't quote me exactly on a Coppa knowledge but that's pretty previously when we've looked at minors accessing websites district acts as an agent because it's a mandatory software that they have to use as a part of a curriculum so and you can stop me from going beyond your scope here but then what liability does that expose us to this is a little bit outside of filtering because it's specific specifically was securely securely doesn't address that secularism addresses the information that students are accessing it doesn't make a determination or you shouldn't be signing that that's born our policy and in terms of liability

024any major vendors that we engage as our current practice and and the memo that I think you guys received from Nick and a little bit later from a we have agreements wisdom and most of that our lawyers had signed inside you know that you have you have to do certain things to protect student privacy and followed by our policy our handbook policy okay and they also have their own agreements that we review red flags okay um if we did decide to let the students keep them over the summer I understand the difficulty with storage and management and the inefficiencies of reissuing them and stuff like that but then what's it gonna cost us in these units being used more heavily how how much fast are they going to burn out and I don't mean the

025battery I understand what you're saying about the battery life but how much faster are we gonna burn through these Chromebooks if the students have them over the summer and if there is an issue that pops up how do they get a room repair do they bring em to the district office over the summer like how does that get addressed and how are these interactions being monitored you know principal vice principal whatever if they're on vacation or if they're off who's monitoring this over the summer those are the questions that if we decide to go down the road we definitely would have to address specifically the monitoring of who in district that the software does not stop yeah they would not stop filtering would not stop but we would have to make a decision on our

026end who would be the agents acting on behalf of our right a human review to address the question about physical damage I think we have to take a look at that we've had some issues with Chromebooks just sitting there it is a somewhat known issue that we would have been addressing was delve on a battery failures so we are waiting those against potential damage from from the use and we would address that in a similar fashion that we would during the school year but probably was a little less urgency if the students dating summer school if a student is taking a course we would obviously make more provisions late like we did sure last summer if it is a non critical damage our main goal is obviously to ensure that student stark was functioning Chromebook

027in the beginning of a year so we will have a bring in your Chromebook some kind of check before before the school starts that will give us time to collect the units and have them serviced I could shed a little like just from experience we had a one to one experience in my former district we had the same issue at first we didn't allow the kids to take them home for all the same reasons that I'm sure you've talked about and one summer we decided to bite the bullet and let it happen because we were hearing more and more from our students how important it was and believe it or not we monitored it very carefully we have less repairs and problems the year after letting them take him home in the summer than we

028did when we were collecting them I don't know technologically to meet you but there's something about having them be in use was somehow better for the life of the computer than stopping them shutting them down the batteries aren't going that we got better a little bit longer use out of them once we started doing it it makes sense some technology works right better that way than sitting idly I got it it's like my oven is anything else thank you thank you thank you very nice job hmm Thanks next is the post referendum discussion you can see is just jumping so the next presentation is the road resolution regarding the fun final amount necessary to be levied for the year 2018 or we want to do this plus if you can't do this that's you whichever

029one you want let's go with this but since you have it up okay okay just a discussion post referendum on our finances so we can all recall how we got to the two questions to begin with specifically the second question now within our current operations this is a graph of our fund balance it's the net of expenditures minus revenues over time of our operational funds and this is not new information we have a negative trajectory of about 1.7 million dollars a year we've got a budget this year that reflects the read for fiscal year ending 2019 getting us to about twenty nine point three million knowing that we have this embedded deficit within our current operations we're also aware of future liabilities expenditure liabilities that will be forthcoming if you look at our enrollment projections

030we know we'll need about two to three teachers additional full-time equivalents per year we do know that as in this past year that the average benefits have increased by four point seven percent if you recall the PPO increasing by seven point eight percent last year our copiers are as good as long as long as a maintenance service company will service them and so we're kind of on borrowed time with those we're two years beyond the recommended replacement perhaps we can get an additional year out of that notwithstanding the Apple lease payments were finished last year but we do know that we want a stable lease payment you're in and you're out to cover all devices within the district be a Chromebook or Chromebooks or staff devices so that's something we know that is also lurking

031in the future and you're also aware that this is the first year that folks can put in four four years of 6% increases so that's a financial you know liability but in fiscal year twenty twenty to twenty twenty-three there will be not a windfall but there will be less expenditures related to the final fourth year of the six percenters retiring at that year and beyond that we also have the EFMP and even if we started the EFMP immediately and going out to bid in January it would not open it wouldn't open in the fall of 2019 2020 it'd be 2021 and so it would be fiscal year twenty twenty-one twenty-two where these fiscal year ending twenty twenty-one would be the first year where the kindergarten operational costs would then be applied to our budget keeping

032in mind that seven hundred fifty thousand dollars of those estimated operational costs our staffing elements and in light of the second question not passing will have to reassess those staffing needs and our capacity to fill those positions within the current budget and the current personnel as much as possible so that's something we're gonna take a hard look at internally and then applying about a hundred and fifty thousand dollars a year for each subsequent phase primarily utilities operational costs associated with those additions wait I'm sorry it can you go back cuz I was taking notes when you said something about the annual tech device lease program so you know it's not something else I missed it mm-hmm the parentheses have one-to-one at K to five what's so that you know that's an additional future expenditure that

033the board may want to address at some point we do know the curriculum if it's if it's textbooks they cost money as well it's it's a goal that we have a belief may not be in the near-term but it's something it's a bullet point that it's out there if we ultimately decide to go district-wide one to one it would come at a cost as well yes so focusing in again graphically at our fund balance is related to the operational funds the red represents her cash reserve now that's an important number that's our low point every May we want to avoid short-term borrowing to make to not have to borrow money in the month of May to make payroll and back in jr. recall a number of reasons we decided not to expend our fund balance

034as it relates to building Sullivan it included things such as not having to borrow in the month of May a contingency for the EFMP it's a five-year phase-in with construction costs fluctuating we wanted that capacity there's also contingency if the second question didn't pass we wanted to make sure we had reserves to absorb some of that initial expending until some of the deficits spending trajectory could be reversed also we need contingency if a pension cost shift occurs property tax freeze occurs or if there is a delay or a probation and state funding as there has been experienced within this district we wanted to not reduce our credit rating which would increase the interest costs when we issue bonds if we had expended that and finally there's interest earned on this money as well about three

035hundred thousand dollars a years yielded from thirteen point 1 million dollars for us so that's another plus as far as it relates to why we didn't expend all of our cash reserves on Sullivan so it buys this time buys this capacity to address some of this deficit spending to address the needs of the future even deficit spending for the next four years three million dollars a year we've bought ourselves a few years to address this internally and as far as timeline next steps again with Sullivan costs coming in line in July 2020 budget year 2020 2021 we've bought ourselves a couple of years before that hits we next will need to revise our five year financial projections based upon the current knowns and define what our reduction goals are specifically per year we need to

036know what that goal is previously we had defined it as 2 million built in knowing that that's something that this district had to address knowing that if we construct these facilities at another 1.3 million dollars that that 3.3 million total would be true burden on the district and that's why we had asked that second question but again what's different now from a year ago we didn't spend down that cash reserve fund balance which has bought us some time to work with our administrative team our staff the financial advisory task force we need to develop a cost reduction strategy define the currency of operations we need to look at our program mapping and define ultimately define and prioritize these offset costs our recommendation is that we proceed with finalizing the solvent kindergarten construction documents and preparing

037it to go through permit we recommend that we finalize site work with our partners at the village the intergovernmental agreement that we have with a park district as well as the library with whom we're sharing a parking lot that they would very much like to build in the near term we would also want to incorporate all of the value engineering items that were discussed from the first bid and it is all it is also recommended we proceed with bidding in January of 2019 with the Sullivan kindergarten facility mmm you ready have a discussion and then have questions all together or just what does anybody have just questions for Abe right now based on now this is a reasonable approach folks we've talked this through it's not rash jump in and let's see if we can

038fix everything right away it's a very reasonable approach buys time down the road and we'll see just ya know where these bids are gonna come in to big unknown so one of the questions I had for you Abe is between our priorities of you know building the Sullivan center and the middle north the Sullivan Center is the recommendation right for the 80 team as well as you because that is something that begins tad because if we go out for bids for any documents we'd be one year plus out more right because we already have these documents made up right the design is 95 percent substantially complete with the architectural and engineering documents even if you wanted to even if we wanted to reprioritize and do middle north first it takes a year for us to

039design a building that's what it takes this district the entire process soup to nuts that would push to put us out in additional year ok and if we comply with the current plan we would have to start the design services in January to be able to adhere to that phase in schedule over the five phases and the second half of your question was it do mark and I are we all on the same page we've had great discussions we totally support this approach the kindergarten Center was first on our priority list and we really see nothing that's changed and it's also the one activity that's gonna move the most immediate impact on space once it's built so we feel really strongly that we proceed with that and then as Abe said and as Mark said

040we have time then to look really carefully diligence deliberately at the deficit and it's our job as an administrative team to look at everything no sacred cows everything's out there and we'll come back to you with priorities and rationale and then we'll have a nice discussion about it so question on the five-year projection would it be possible like I'm hoping the answer is yes we haven't seen this before and in terms of direction from the board so you kind of provide the five-year projection here's what we think you know based on information we know today best information here's our projection in terms of income here's a projection of expenditures and this is where we're gonna end up with how much deficit spending or surplus we have but the direction has not come from the board

041in terms of what if the board says we want a five-year projection based on no deficit spending in other words we want a balanced budget for the next five years what are our options what are what does that imply what programs have to change what are we going to give up where do we get to keep those are some of the questions that we typically don't get when we see the projections we just kind of see yep this is where we might be this is where you know we might have to spend on I'd like to see something where you know the board said you can only dump suspend for one more year everything else after that's flat or no more deficit spending you know that's kind of the big picture that the board should

042give you and then you look at the numbers say all right if you guys want no deficit spending or if you want actually surplus funding to build up that about that fund balance you know reverse that trend of the red line going down you know Duff balanced budget is flattening it what if we want to say do you want it to we want some surplus spending so that we can build up some rips and reserve what does that mean for the district so is that something that we can get in order to make decisions going forward my god that would be our tear cuts right that would be you know if you have tiered level cuts when you start with one two three maybe you're going to land up that yeah at Ohio generic level

043would be pretty straightforward to tell you you know I'm gonna cut three million dollars and everything is flat going forward you know we're cost neutral but then if you wanted to dig into the details you know 75% of our expenditures are salaries and benefits understand then we'd list you know from there if you wanted the details and so that's why we want to take a systematic methodical process as it relates to identifying the opportunities the cuts understanding the programs we've got new staff here nearly a new leadership team and so with fresh perspective when you identify how this school district operates and then prioritize the needs versus our constraints I think I was gonna say the question really becomes do you want to preserve and girl the fund balance or are gonna use that fund

044balance to operate programs as they are for the next several years which you would not have been able to do if you've taken that fund balance and used it to build Sullivan to begin with now we haven't learned exactly we have more information now in terms of all right make some more assumptions we're gonna build that kindergarten building we're gonna have to operate it that's gonna there's some more expenditures there what our our you know income growth word what are the new constructions coming in what is that gonna bring in for for income so we have a little bit more information yes you know five years out the the the range is gonna be big in terms of air and accuracy but you know if we don't provide the direction to say you know this

045is the line that we want to hold then it's I don't know how you guys then do the thing well that's essentially what we're proposing tonight yeah is that we're gonna come up with a five-year projection and usually usually there's multiple scenarios that we run with those projections to remain cost neutral that's what we're presenting tonight is that we recommend we move forward with formulating a systematic approach to identifying cost reductions to keep it flat you're gonna slice slight increase right yep so all of that those are hard difficult conversations and discussions that we will have going forward and that will give us the board information as to what that trade-off is do we want to use the fun or you want to keep it bringing you options and priorities as so not only just

046started to mention in tears starting as far away from the classroom as possible and then you know moving forward as needed and so that you will have a complete full list of options to discuss and debate that's gonna be our job as an administration to present that to you excellent I mean is it um is it helpful to you if we discuss what the goals are and as far as what we expect what are we considering tier 1 what are we considering tier - what are you know what's far enough away from the classroom that we can all kind of agree yeah that's a great place to start what's not I'm just kind of I think I'm sort of wondering and I have to assume the rest the community as to is how is this

047gonna impact the students which is really what we're here for but when I see things like you know one to one for K through five that might a min ago at one point but I think there may be a chance to reassess some goals here um you know I know I'm only one boy so I don't I don't know how everybody else feels but this may be our opportunity to say this would be our goals going forward and now what because if you bring us the plans first I don't want to have you guys spin your wheels and we send you back to the drawing board going oh no no that's not the direction we were going in could you give us a example of what you mean by the board providing the goals like

048no new programs but sustain the current program something like that I think those types of conversations need to happen and I don't think it can happen just tonight I think that's a conversation that has to be sort of ongoing for a while as we sit and process but um I do think that we need to come up with those goals I think goals as far as do we want to maintained the same student-teacher ratio d when we want to maintain the same class size like what's the goal so obviously I think we've talked a lot about that kind of stuff but just to solidify it so that you guys don't come to us saying here's the recommended place as we hit and then we go oh no no no no no I don't want to

049waste anybody's time kind of big picture stuff from the board right but your goals right nothing specific yet kind of like piggybacking on what you're saying like do we stick the fund balance underneath our mattress and you're not touch it or you know you know our recommendation is this is something we engage with our administrative team where we've got subject matter experts internally that we've not really taken this problem on yet it's our recommendation we work with them systematically and come up with alternatives for the board at which point you may review them and then add to it or make comments I think it's imperative that the administrative leadership provide you with rationale for things and again I think perfect example is the one-to-one lease something that we really want to go two hundred two

050hundred seventy-five thousand dollars right year you add that into the pot but the big picture you would never be expected to know all the things that go into the big pot that that's not your role it is our role to determine how many things are in that pot that maybe we could put off to the side push it down the road move it out however it was right earlier on there isn't going to be much to do picking and choosing unless you get into personnel costs and that's probably going to affect the classroom down the road so that's where you're gonna have to determine as board members what areas are they're untouchable areas its class size able to inch up a bit or are we comfortable with the numbers in the primary grades those those

051kinds of things that there's a lot of pressure right I mean I don't want to be the bad guy although you shouldn't sign up for the board if you want to be that good but um I don't want to be the bad guy but I'm not talking about anybody aiming to do massive reductions in force or anything like that but when we're looking at everything and we're saying there's no sacred cow here then are we looking at eliminating positions turning something full-time in a part-time outsourcing things that could be outsourced we're not paying benefits like what are we looking at here because I hear what you're saying you're definitely the experts but we're the most unbiased parties in that type of a discussion right like we're unpaid volunteers we have you know the sign in

052front of me says our students are our first priority so our staff is very important to us and you know and when we look at our goals if we don't want to make class sizes I mean larger or the ratio is any different that all comes into play but that doesn't mean that there's no you know places that we can cut I mean I just I think those discussions need to be had remember that the PowerPoint we did the couple of weeks ago which was what if the referendum didn't pass and we there were some things on there that you know we hope don't happen but mark it's just being honest there we have to at least bring you all of the possibility that doesn't mean we're recommending them but you need to see if

053we do that we will save this if right here X we'll save that right and that's our job then comes the fun part for the board we have to we go away and you get the flag [Laughter] because we come to you with a list does it mean that we're recommending that but we think you should have all of the options oh we have to live for days I want to answer Jason saying right let us see everything right and then you bring your community that's that's fine if that's the order of operations that's fine I was just you know my idea of the order of operations was a little bit different kind just one voice I can I can defer to the other six voices there's nine of us here but well I meant

054like you know adds less suggests we've we've been over and over again about how we get revenue and how there's really not much of a way to increase our revenue other than you know CPI um we've gone to Vernon Hills and whether it's gone anywhere now isn't gonna be debated right now but I think we need to be reaching out to Mundelein in Libertyville to where we also get a significant amount of students from to see if there's anything they can do to us I just want to compel everybody to keep reaching out to our legislators you know what hopefully we can get some funding change because until that happens we are where we are so and there will be nothing but tough decisions so you've hit on a great unknown right now we're seeing

055you know in a month or two we'll see a Democratic governor and super majorities in both houses and it's been a while since that has taken effect the suburban systems like ours have been neglected in all the funding formula changes and the ebf gave us what well know the amount of money actually but I received a lot and it talked about education funding so we need to be holding or elected I should really I agree responsible and that's another source that potentially over the next couple years we'll be able this is that's why it's very difficult to project exactly what all our revenues are through savings through additional resources through outside affiliations with community community organizations like villages the land Vernon Hills and such we can conjecture on that but we won't know for sure

056there are some hard things that we do know for sure and that we can see our numbers down the road you can't even you can't even tell what your insurance premium increases are going to be from year to year it could be a good year and a bad year it could really affect our financial standing so there are a lot of pieces like that we think we have the wherewithal to get you that list and those tears as Sonali mentioned give you something to dig into and this isn't off the top of the head we've been talking about this stuff Joe and I have been talking about it with Abe since we've come in and the what ifs kind of thing so we'll work to do that kind of stuff but ultimately it's give me

057a decision but we have to be prepared this economy is either gonna kill us with bids way beyond we expect when we bit out our projects or hopefully we'll be pleasantly surprised but we have to be prepared for that too we could ultimately not be able to do all we wanted so that's another piece dear to the puzzle terms of and Julie well it won't be as big of a list as potential areas of saving we wouldn't be doing our job either if we didn't look really aggressively at new revenue sources and are we doing everything we can with grants and such absolutely we're talking to all the prospective new superintendents who are probably watching this video or will watch this video as they prepare for their errors and their ideas and somebody new coming

058in might have some ideas although Joe and I think we know it all there may be somebody may support ideas that then we do and so so there we'll get started right away but as Abe said too we have time it's it's imperative that we get started and that we work diligently as a great but we have time this is not blooming right over our heads we have time to do it right so not a what if but a when kindergarten building question we had some loose commitment from the village in terms of funds that they would contribute would we be able to get those commitments and when can we get them before we continue or with the kindergarten building I think tonight was an important milestone for everyone involved knowing that the board is

059recommending we proceed with Sullivan Center that was an important milestone with that being said I think we need to finalize the site plans finalize the overall access road and what's involved we do know that there was an early estimate on the site work being five hundred thousand dollars equating to what would have been gifted by the village that's then when we heard early on with actual costs coming in around a million we then have heard about a million dollars perhaps from the from the village so are those are the next steps yes there was there was a post on Facebook by someone who committed to a million dollars will that hold up in court post - it was not an onerous it held quite a lot of weight you know we have decided our next

060step is we're going to go and finalize our construction documents right but incorporating our BNE the value engineering that we've been through all the itemized six or nine points that we went through is there anything you need from us it at the next meeting to proceed with that is there something that is coming or is that all valued because we had a huge discussion over it right my so all that is done so is that is that now so do you need anything from us to move it forward is my question and in the next meeting you kind of get there the answer is no Mike and I have gone through all of the old notes and the value engineering list in great detail and we feel we have everything we need there are two

061outlying items that we have come to an agreement on and it was related to the bracing of the storm shelter we have clear fight back and the HVAC we have also made final decisions on that would also save money and would be cost savings and with that the next order of business would be for DLR to incorporate these ve items into the bid package than to be able to bid it out as soon as possible because we know inflation is only going up with time so sooner the better and that would be our next step and there's no further you know action necessary at this point okay so the last time from what I remember about that but when DLR did their bid pocketing bid document sorry we had a meeting where I don't remember

062if it was an agenda item or it was an item their beef agreed to send them out there was there wasn't approval to send them out since we have only two meetings I'm just trying to backtrack from January like so we have a board policy as it relates to approving contracts but not a specific board policy related to going on to bed so we were we're okay to go out to bed only two meetings I want to make sure I'm backtracking on the dates from what I remember okay so we're good for that any more questions regarding the post referendum plan of action tonight Abe you have the floor for the levees thank you very much again tonight is the final approval of a 2018 tax levy there is also a public hearing on the

063business meeting side of the agenda and again this is an action item to approve the 2018 final tax levy you recall we levied assuming C p.i a good factor to assume all of the new construction within our taxing district we also levied assuming that the second referendum question would pass and so there was a larger amount because of that and at that point I had also communicated that if it didn't pass PETA would kick in the property tax extension in limitation law and you know with that we are now capped at CPI it being 2.1 percent and we're also able to incorporate the new construction as well as it relates to the bid now this is the prior year's extension this is the same slide as I showed you last time with the blue being

064the levy request and the effective cap our estimate for new construction being 0.9 percent overall I would be about a three percent increase over the prior year's extension and so it is our recommendation that we keep the levy as it was noted in the publication and with that are there any questions I can give you the Excel as well Jason if you want to do something [Laughter] if the publications that it's posted Daily Herald anywhere else required a posting was the Pioneer Press then we were required to post it on and that's that was already posted oh yeah the deadline predated the referendum election so we had to get that in there just to clarify the the last column there the 2018 estimated cap extension of 44 odd million that's what you think we would

065get based on the cap right so that equates to like a 3% increase over the existing levy of 42 million mm-hmm so even though that's greater than CPI that's due to the fact that there is new construction if someone's looking at this and they're doing the work the math yell awesome kunio mansions correct is higher than CPI three percent above what we have today but that's because it's CPI on the existing stuff plus we get something on the new construction so that's a good point Jason so your typical homeowner assuming no one appeals their taxes and that you're not picking up your neighbor who has appealed their taxes and you haven't all of that set aside typically would increase by two point one percent and the zero point nine percent we're applying to the new

066construction that's coming online within our taxing district it's a good clarification thank you good question thank you so we have the sedol minutes do we have to do anything with them no I did also let them know that we will not be at the meeting on the 28th since we have a superintendent interview evening so I love doors know immediately that we would not be there okay thank you getting them mailed directly to you - we don't freeze their presidents report oh and the committee of the whole the only thing I want to mention quickly is the SR proposed and the standing spent out us since our last meeting every all the parents and that should have received the district letter as well as the one pertaining to their school all the letters are on

067the website thank you so much dr. Stein for having put T'Pol that let us together and congratulations to all the schools and all the teachers and all the staff for all the work in getting us the ratings the cohort is really small so that was something that had us worried but it was really remarkable that we did great the next is super attendance report but before that I'd like we'd like to congratulate Julie for winning the Lake County Board seat so he will be leaving us soon the board has a policy for replacing board members Julie's seat upon being seated as newly elected representative on the county board on December 3rd would automatically mean that julie has forfeit her seat on our board of education however Julia's graciously said she would be willing to work

068with the board to create a smooth exit yeah considering we just went through the process of seating Vicky and we have a pool of applicants for the board we are able to make an announcement saying that we're going to fill the seat based on a date that we can agree with with you Julie we can talk about that and then the Board of Education could either accept additional applications or use the application pool that we already have and make an appointment now the reason we feel a little pushed here are there some dates so Julie see the person that takes Julie's seat will only be able to serve from when they start sometime at the end of November first of December until the election in April it's a short term and then that would be

069open as a two-year seat so that means somebody who is interested in running for a seat on the Board of Education could run for Julie's unexpired seat for two years and there will also be four-year seats at the same time in fact we had a little introductory meeting tonight well done by Wes and by Matt talking to potential board candidates so so from that perspective we have all those things lined up we can do whatever we're comfortable with however we have a huge decision coming down the pike and that's the selection of a new superintendent so the question also becomes would it be beneficial to have Julie's expertise as a seated board member participate in their first round of interviews for the new superintendent or would it be better to try and place a new

070person before them that's that's the kind of discussion we really have to go through here and and talking to Julie she's only going to do what's best for the district and you know whatever ever everybody decides is consensus I will be more than happy to play the other possibility is that Julie does turn in her resignation and we move forward on the search for the superintendent with only six board members that's another option which has been done before many places things do have so those are those are the things around the table because this person I mean whichever way we go like this person being able to make all those dates is a big thing moving but so that is also a big thing because there are about seven dates that we are locked and

071on so this person coming in being able to make all these seven dates every single time with whatever their commitments are is also you know you have to remember that they might not be there and those dates are not movable right now as a I'm just saying my preference is that she stay on for that selection or we do it as a six remember she still won't make it all the way to the first well she can't make it through all of them then you know that's my second my stars the six of yes my instinct is just the six I don't really feel like it's a good idea to have somebody brand new come in and make such a humongous decision when they have spent zero days working with a superintendent in this district

072do we have that option well and also though Mark said me if we have 40-foot what about the ER we don't feel it what about over here a training because the para training so whoever takes Julie see right it's going to have to immediately do that para training because they they're not gonna be able to vote on the superintendent contract isn't that how the that was my understanding because I'm not sure about that I mean we had 90 days to complete the Open Meetings Act training and then we had one year to complete the pair up unless we were going to vote on superintendent contracts and then we had to go through this circumstance made from that yes coming in I've done what it's vague anything specifically in writing it's not in our policy I

073just remember when I took the training it wasn't it was an issue for me but I remember reading or there was something about that second training that I didn't have a year if nothing could you check that others beyond that for us please Thanks no we did we did so if we go with six and we that would mean we would not fill the seat until we're done with our whole selection but be good Phyllis season not happen and then just not have the person be part of that process yeah can we prevent that see that position from being part of that process I don't think well where you can do is the person can participate as many interviews as they can but not vote how do we prevent them from voting them just so

074you we'd ask you to except stain but we can't any they don't want to yeah force assess seated I would say interested we're all pretty open I hear your concern I hear you're robbing the the six oh the six board members moving forward is fun that's been done many times it's been done with five it's just that's the way the cards fall on this particular decision I'm not worried about a six person vote normally I don't like even numbers for these types of decisions but on this one I'm sure it's gonna be model I see they're gonna be Nana's or president yeah so I I personally I don't know how the day's work out with when Julie resigns versus when we fill it but I do think it's bumpy orders the other thing the only

075thing to throw in this mix I mean we could seats up somebody for Julie seat come Jan 9 24 9 January the thing is this person that we appoint would have would want to pull a packet for that unexpired term or the fact is if they want to they so I mean I don't know because the December 17th is a deadline for pulling a packet want that urgent so do do we at any point do it before so that once they are appointed they are more inclined to pulling a packet which because we did hear that in our interview process and we chose Vicki I want to listen Ellie if somebody pulls he's gonna pull a packet they might not want my seat they might want to for your term but still want to fill

076my vacancy so just because whoever we take doesn't mean they're gonna fill my vacancy right so they could want a four-year term in 92 so I don't know that we look at that quite so much right now there's no option for - you're never we have not declared a vacancy for a two-year term because Julie still on the board that will kick in gear as soon as we go through the resignation process and can I interrupt the discussion for one second just to clarify to the community that because I I had two people asked me today actually if you are interested in running for that two-year term unexpired from Julie's seat it is a separate contest on the ballot yes it is not whoever takes fifth for the four-year term it is not a consolation

077prize it is somebody who is interested in a two-year term yes now back to our regulars they would have to check beyond expired because the petition itself it says for year to them and an unexpired so you have expired okay I would say is be website and they have a chart on the mandatory board member training and we're okay with the para it's only if it's a vote on a dismissal based contract issue okay so I've heard from me and Matt oh yeah if we heard from anybody else as to how we want to proceed with or without this I person so if we appoint somebody we have to vote that person incorrect like we did with yes yes for it so we could up square weinerman right we can appoint but we don't have

078to swear them in the earliest they could be sworn in as 12th of December because there's a meeting at 26th and then 12th December those are only two meetings otherwise it goes into Jan okay so we would be if we vote on the 13th or 14th on who the superintendent's gonna be and what you know this person doesn't I mean I don't think you assuming that they could be this would have to be get done by the 26th itself for them to be part of that right process or anything later than that they're not right but we do have one more board meeting before that we do have one more board meeting on the 26 one could be seated on the right all we are required to do is you as board president make an

079announcement that we're accepting applications it isn't even required that there are interviews we just have to say we're accepting applications then the board X on who is interested but we don't say that until Julie officially resigns or when do we say yeah Julie by the third gotta be the first step well right now just having this discussion should generate those who might be interested in the seat right you should start thinking oh maybe I had to go pick up a petition and check the box and when this happens I will be in place for that so we're actually giving a little bit of a warning here but we're under no you know specific pressure for Julie to resign today tomorrow next day right so she could resign December 1st or whatever okay let's work backwards

080I mean forget them whoever is there being part of the process so that is not happening I don't let me see this person under 26 and they might not be able to make all the seven dates anyway so when do we want to seed this person let's go backwards from this 9th of January 9th 10th whatever the date whenever that Monday is them comes back that January December 12th November 26th I still don't I still haven't heard from anybody other than me and Matt as to whether we want this person participating in voting - do you have a consensus on six people right that's what I'm trying to figure out that I should go right just how you're working with the board to make this work so yes I think that this person should be

081I'm okay with appointing this person but this I don't think this person should be sworn in until after we've made those superin done the super ten interviews so January you're comfortable with six board members making the superintendent choice yes okay what is the date from what I resigned to where you have to see you have 45 days so then you can give it understand but third the day you get right right right now I'm just trying to do the math between December 3rd and January whatever it is he went in the last meeting he really could swear in was before just a point later I'm fine with the sex my question is what is the concern about a new board member participating my concern is I think that the perspective that you have in interviewing

082and selecting a superintendent based upon experience of having worked with a superintendent can't be replaced by somebody who's never worked with a superintendent especially you know if they've never worked with one in this district our district has a lot of unique challenges a lot of superintendents too right now so I also would be concerned that somebody would come in specifically for the purpose of getting to select the superintendent and then not do anything come April um you know there's no way to force somebody to run for that term but to give them a vote in the superintendent and then have them walk out the door seems highly inappropriate and unfair to the community I think it's unfair to the staff I I'm not doing it to be sneaky and not give them a vote and

083I just think it's inappropriate to have somebody come in December 12th and vote on December 13th or 14th I agree that it they're not part of the interview then they should not be part of the decision but if we if she resigns tonight tomorrow and we appoint somebody on the 26th that's that means they would be able to participate in all of the views in all of these if they're free all those days but they'll also miss out on the workshop right which workshop FL I have to 70 ml yeah delivery of the candidate okay that's just presenting the candidates I don't think that's that critical to start dogs I in totally stop me if I'm wrong isn't that uh we're gonna get maybe like some guidance questionnaire and you know how I guess conduct

084ourselves in the interviews creating questions presented after too so I don't have any I don't think that hurdle is that's not a deal-breaker for me I just that I just really think even if they could make every single interview I know in the four years I've been here my perspective has changed immensely so every month you're sitting in the seat and it ticks by and you have more experiences it builds up to being able to ask different questions think about different things it doesn't mean they have nothing to offer from an interview process you know but even interviewing you know even if they come from the workforce and they've interviewed people over over it's still different when you're in a school system just as we totally have no time with things like corporate finance doesn't

085translate we find a candidate that happened to be a board member prep previously or worked in the district previously bored experience who could come in understanding all the procedures there could difference between this person being starting next weekend Vicki I'm not picking on you I'm just notice she's been here what a month she's a unique background that most don't have if we find a candidate with that background I'm just saying and if we don't we've promised though that we're gonna a point on the twenty six so what if nobody what if one person applies we don't get to choose and now that's who's appointed on the 26th and it's nobody with any background that is pertaining to this entire process Viki but my position is I think this is a important enough decision one of

086the most important decision you know that a board makes removing one voice I think reduces the the the thought that the board as a whole gains by having multiple numbers I'm not uncomfortable going for it with six I'm just thinking having seven having that extra viewpoint I mean just think about us seven if you remove any one of us we lose an important voice absolutely a hundred so I'm just I totally appreciate that I think I'm really what I'm really really concerned about is somebody coming in they might even be able to say during the interview yeah hey I'm totally gonna run for April not do it they've come in they've selected the superintendent they're out of here in April or they run and don't get elected in April you've served three months and gotten

087issues and got a chance to choose a superintendent that's huge that's our main job I'm not picking on picky but that's not much different than Vickie one month that's it put us into a different situation where we had no flexibility so that wouldn't have been even an option and at the time it was an unknown as to whether Julie was going to be leaving us or not so now that we know you know you know differently you might do differently and so Jeff Jeff resignation they didn't give us any flexibility around the superintendent search and whether we held back from appointing somebody Ron I'm real hesitant no your rights and responsibilities and that's just what you're saying the second candidate or an opening you can't control either there are just some things you cannot control

088and so I don't know that you should really worry about that because what are you gonna do it isn't gonna matter either way you know what I mean I mean it's gonna matter either way but what I'm saying is that you can't change the fact that you're leaving right it's just what it is to me if you it can find a suitable candidate that's just another voice to listen to and how can you're still the whole process is a process of consensus what's that about favorite candidate or you know who screwed up this question or something like that it's about consensus falls in the hands of the board president to bring everybody together in spite of differing opinions about candidates because behind closed doors you're not all going to like the same folks and that's

089a tough thing and that's where the board president is coached in the consensus building model in order to get to that point it's no it looks like she hasn't so okay let's just let's pretend for two seconds that we appoint this new person November 26 between now and then when are we getting together in closed session to discuss it we're losing that's your biggest problem because it's huge problem giving coming up okay her in-laws aren't watching this it is okay okay one of the doodle is there is no written policy I mean we can have Julie resigned right now we can have C yeah Bobby put it up tomorrow we can close it on Sunday you know so we keep it open only for a week exactly yeah and then 19 is conferences how many

090kids do you have 3 15 minutes each I'm sure the teachers will work with you so 19 20 21st anybody traveling the 20th and 21st aren't school days are we a lot of conduct it's not but is anybody traveling let's go with that first I am NOT traveling I have family in from out of town but I will have to ditch them if I have to sorry there by the way you never voted on whether we're going forward with six people or not so I'm still not clear on whether it be an aiming for this November 26 date you didn't give you two cents on the six sound-alike Jason and Vicki would like another voice in the process sounded like me and Matt maybe not so much I don't recall what Wes said look are

091we even aiming to get this done by November 26 or not is my question because I don't want to spin our wheels here and I'm abstaining unless it's a day right good time and if it's a tie don't wait this is a neither person right either way person miss how you end either way person okay yeah you having a not have you assemble a pool of applicants it does not require is that appropriate for us to not open it up to a pool of applicants we see you should one week one week was me probably more than you need no I mean I just I don't it's not even a week it would be tomorrow through Sunday doesn't it doesn't give you any real extra time because the holidays and the conference so all it

092does is gives time for people to get their applications in into Bobby right I absolutely think it needs to be posted okay so here is the thing I'm looking at the dates mm-hmm I'm looking at the dates after the 26th we have no dates I'm looking at the the document that we did just get all of us in together from all the dates that were booked in I've got all those days yeah I have so between December 20 November 26 through December 17th we have no dates to give so I bet you want hold that weren't yeah but I don't want to give those dates up because those are Superintendent dates I'm not giving those dates up 13th and 14th yeah because what happened yeah 17th unhold 17th is the board meeting anyway okay what

093about the 18th 19th 20th so that is post the person right I think somebody was out of town also I'm not out of town on the night yeah because if I remember so it's either the 26th or we come back in January to do this thing because we have no dates to give between 26th and the 17th like I can we just still waiting for people to say whether they're wanna move forward with six people or not like I'm I'm I don't want to get frustrated but I really don't feel like we should spin our wheels trying to find a date between now and Thanksgiving if that's not necessary why don't we just ask that direct question I think I think that's that we can't keep dancing around we need to move things along but

094I didn't hear you answer answer now like I said I was okay okay six at the table that's a little less pressure about the dates in the structure and timeline for seating the new board members so if I understand that I'm not resigning right now I'll be back on the 26th okay just so we're clear sorry Julie that's okay okay so you can give your resignation on the 26th if you want cuz that would give us 14 is January 14th immediate that would be our 45 days yeah that's the 45 we're just gonna double-check them every day but that would be 45 day limit would be up if Julie's resignation took place December 1st if it's December 3rd we buy an extra couple days maybe we can get Ben happy I just have to submit

095a letter right yeah that's yeah December 3rd because that's the day she gets seated so she has to automatically so she can come in the morning and forgive it sound okay I'll send an email ok potential attacks I don't want to raise this other question but potentially during winter break even is a meeting by the way do you know always that first 7th is the first Monday back yeah so are we having a meeting on the 7th except if it is that the second Monday is a month or two and there's no meeting of 7 14 14 14 so if the meeting is on the 14th and now could you guys give me your calendar from the 7th through the 11th you and you get a chance send it to me so I'm gonna doodle

096yes okay that's the best way to doodle business okay so can you send it out because to seven through the 11th we'll have people for interviews okay so that's that lets go smoothly health life safety annual inspection thank you very much the violations were less than previous years for the most part when you have 5000 people in our district at any given time things like TV carts in front of a door do happen but we will we will work through this list and form the main offices of these violations to rectify them so they don't happen again in the future it was primarily doorstops a couple doorstops that were used and a TV cart either in front of an electrical panel or in front of a door but by and large it was a good

097inspection fire extinguishers were expired right right so they were in the green so they were safe to use except they were missed in the mobile units our fire extinguisher contractor that goes around checking and changing the tags missed those two but they have since been rectified I noticed that we had blocked electrical panels in four buildings and I know that that's a it's you know fire code violation as well as an OSHA violation is there are people receiving proper training or is there training that needs to be given so that we can avoid this in the future by and large they were carts on wheels and I think it just comes down to continuously informing and educating you know spaces and issue spaces of concern and often these closets these storage rooms where the electrical

098panels are become the overflow area we work very hard to inform folks that you know we can't do that and it's something that's on our radar to address but by and large you know for an entire school just to have one component identified by and large it wasn't as bad as in previous years but you are right it is not acceptable we even put tape down in front of electrical panels identify this is an area you can't park stuff we do stuff like that but we need to continuously continue to work on I just I ask because it was it took place in multiple buildings and then the other question I have regarding the the wooden door stops is that because the door was propped open or was it the actual doorstop that was the

099violation propped open of I'm usually you know some people are hot and they want the air flow and it's a violation I'm sorry so if we can't have the door stops in the building why do we have them like mice usually it's like you know we had workshops like that was the go-to person to make you some on the side door stop black mark we've minimized that so just a quick update on the parking lot with the library if we recall we don't have an IgA with the library we will probably need one we do have a memo though communique that will have a shared cost as it relates to the additional space recent news is that the 21 additional parking spots was noted by the plan reviewer at the village that it should possibly

100reflect 30 30 stalls the three entities the for including us have agreed to meet hopefully in the near term within a week or two to finalize this matter it is our hope to keep it at the 21 additional parking spaces thereby reducing our shared costs to 50 mm versus an additional 43,000 if the total went up so this plan is forty three thousand dollars cheaper for us if it accomplishes our needs and it meets the regulations then that's what we're going to push for the library and the Park District aren't bored with that so just to recap for some of the people we have an agreement that we would take 50 percent of this the saves us money and actually building all the spaces that we would be required we have an agreement at the

101library because we don't operate or our main parking is not at the same time so this was going to be a shared agreement with them they had asked us to build the initial specs were for a larger number then it was smaller and now it's back to larger number and so we are trying to figure out where the numbers actually lie that relates to dollar amounts so we're going to like us EEP said they're going to have a meeting with all the planning people involved to figure out where the spaces are actually falling into just to give a recap of where things were going with this thing raw discussion item if you already discussed it do you want to discuss this again ape resolution regarding final amounts no right we did that we did that

102right okay do I have a motion to adjourn the committee of the whole I move that we adjourn the committee of the whole motion by wrapping to us about a second second motion by Robin seconded by Matt all in favor motion passed six eyes zero knee Jason left at 8:40 I call the meeting of business meeting to order and I have a could I have a roll call please Julie Simpson here Victoria under Heiser you're chronically here what spawn here at Jacobs here snipe agile yeah motion passes six I see remains the other let's roll call six presents no 660 present 0 absent 1 absent 1 absent sorry Jason we have a public hearing for the 2018 tax levy anybody from the public wishes to comment on the tax levy we have consent agenda which

103is Board minutes from October 22nd the special meeting minutes these are for all our community engagement minutes which was of an October 1st October 9th October 17th October 25th and October 26 we have a first now we have a new hire for elementary school no resignations or no leave of absences so have a good every question made so is it better if I just approve or abstain or ask something to be pulled I mean what is the most efficient way like moving forward because like I would ask that the minutes from 10 9 be polled now do I do I need to because I wasn't there or do I need to do that state your best but so I asked us to be pulled out so I can abstain from just those right didn't know

104if there wasn't here I think you better do it that way okay I just didn't know if there was more efficient way if you do if you're not at a meeting where you weren't participating and the minutes come up for that meeting you would abstain then we kind of need to pull a bunch of them why I'm asking I think most of us missed like one so I missed 10 26 you missed 10 9 Matt missed 10 17 so should we just do them all separately okay so let's do the consent agenda with board minutes of October 22nd and the person out so the Board minutes of 10 October 22nd and the personnel report oh do I have a motion I move that the board approve the board minutes from October 22nd 2018 and personnel

105items a through B do I have a second second motion by Robin seconded by Matt could I have a vote be Julie Simpson I Victoria he Lander Heiser Robin cleek I was born aye aye aye aye aye motion passes six eyes zero knees next is special meeting minutes of October 1st do I have a motion I move that we approve the special meeting minutes of October 1st 2018 you have a second second motion by Robin seconded by Matt can I do just all in favor all in favor all right any abstain okay so Vicki so five eyes one abstention next is special meeting minutes of ten nine do I have a motion I move that the board approve the special meeting minutes of October 9th 2018 I have a second-by-second motion by Robin seconded by

106vest all in favor aye any abstentions yes nine Vicky so five eyes no Julie abstained to two abstentions okay I did four eyes two abstentions which is Vicky and Julie next is special meeting minutes of 10:17 I moved at the Board of Education approve the minutes special meeting minutes for 10 17 18 I second motion by vests seconded by Robin all in favor aye any abstentions do I special meeting minutes of 10:25 please I move the Board of Education approved the special meeting minutes for 10 25 18 second motion by best seconded by Matt all in favor aye any abstentions no motion passes 6 size 0 nays special meeting minutes of 1026 do I have a motion please I move that the Board of Education approved the special meeting minutes for ten 2618 do you

107have a second second motion by best seconded by Matt all in favor aye any abstentions I abstain five eyes one abstention which is Robin oh that does it the action item the action item is the approval of resolution regarding the final amounts necessary to be levied for the year 2018 any do I have a motion we have to read the whole evolution first no it's just this one that came in the pack oh I appreciate it I'm I move that the Board of Education approves a resolution regarding final amounts necessary to be levied for the year 2018 do I have a second second motion by Robin seconded by Vicki any discussion now but I have a roll call please Julie Simpson I Victoria he letter hyzer I Robin cleek aye West Point I imagine it's

108an ayap at all i motion fastest six eyes zero nays president reports this is the superintendent interviews the finalists review when the procedure will quickly go which since we already talked about those dates we have your lives committed for the next two weeks or so we are at the stage where there are approximately 40 applicants again most probably watching this meeting tonight getting an understanding of who you are and how our board acts and on the 26th in two weeks bwp will be bringing to you a workshop with the names of the final candidates actually screening interviews are taking place this Wednesday but in a secret place so you can't spy and see this block it keep this very confidential yeah and we have so at that meeting what we will determine is the process

109they also determine whether there will be input from constituent groups or not there is a pro and con and both will talk through that at that meeting you'll get an opportunity to craft questions or at least look at a series of sample questions to be able to pick from in order to create questions you'll go through the process of consensus building because that's really as we said earlier that's really going to be how this is actually determined in the end through consensus and we'll also see each candidates profile and in addition to the total profile from the district so there's a document that combines the results of the survey and the results of the community engagement day brings them both together with a new profile and so you all individually get a book it'll have

110information of a confidential nature on these candidates personal information you'll see letters of reference transcripts in college all those type things and we ask that those be guarded very carefully because people are putting their careers on the line to be able to express interest in district 73 so that meeting on the 26th will take an hour and a half to two hours so well we'll try to bring something in and and have some food along the way because it'll be a long night after with a regular meeting following the first set of interviews will be on the 28th at 6:00 and 7:30 then on the 30th at 6:00 and 7:30 then on December 3rd at six and seven thirty and on December 7th 6th and 7:30 if needed I think that's our carry over a

111spare date if depending on weather and all kinds of other factors then moving down from the six finalists maybe seven that you're going to see there'll be two dinner meetings with two finalists one on the 10th and went on the 11th and Bobby has made arrangements not easy to get a private room to have this kind of discussion at a place around the holiday season we found that now we start working on this couple weeks ago and you'd think in this area there are so many restaurants so many private rooms not the case was it yeah sorry about we jumped the gun and wildfire and sent us saved to date they were way out of our range enjoy McDonald's playground McDonald's or regularly so we did not commit to two wildfire but we know they

112had private room so we were hoping to hold that then on the 13th as Sonali it indicated a meeting to finalize a decision and another reserve date on the 14th so you have two extra dates built in very nice to be able to save those I work with a lot of boards if there's any snafu they don't plan for so here we're in good shape so with weather being what it is in December you just never know so exciting exciting time you've jumped from the frying pan into the fire at a referendum and a super Dennis election I have a question you mentioned December 6th with 7th as a whole date I thought we got rid of the 6th since just 7th December 3rd right I thought you said 3rd 6 7 third and seven

113ok yes ok cool if you remember Matt couldn't come to that one as I remember because I always screwed up for the fourth and fifth and I remember he was a six that's why the whole week was getting skipped I know so we have a few questions about you know the two votes for the people you had community engagements from so do those groups and what they said will be given to us on the 26th itself ok combine profile this desired profile you're using a profile now to screen yes are you using the criteria than strictly from the interviews I mean me up interference more survey stuff I was a little concerned about that because we only had 500 responses so that's only it's a good response well it is but the majority of the

114respondents wager teachers and that's fine obviously we need to hear the teachers voice but it is a little disconcerting we didn't have more parents so I'm curious as to how you developed a profile for screening based on the survey if we haven't had our focus groups yet ok can you then talk to us maybe that's the party I think we did that before you were sworn in yeah okay so what did those focus groups look like parents yeah CTO leaders we had administrators we had teacher leaders teachers we had support staff we had each individual board member have a one-on-one interview it was a pretty wide it's pretty conventional it's pretty much what we use in all searches so all of these subgroups that probably missed somebody I had an opportunity to sit down in

115a setting somewhere in this room because it was a large group we did have an opportunity for community members to come yeah do you have a general idea of how many people overall were involved about probably 575 575 in addition to the 500 people no no no total combined also I I know there are 40 candidates and you're only gonna be giving us six but will we also get some type of an aggregate summary in other words you know how many but also where they were from their experiential background and we sat down and showed so now it was a sample of the booklet that you're gonna receive there's a breakdown of candidates by job there's a breakdown location where they're coming from what state what area yeah so that's a demographic piece that that

116will be included so you'll get a good view of that and we'll get that on yes it's all part of the it's all part of the package the reason I raise that point too is I I just noticed when we were meeting with people during those referendum there was this little strain that came through about leadership and that seems to I don't want to say it's an overriding concern but it's funny that it was repeated over and over and over again so that a summary is going to be hugely important when we have to talk to the community about why we chose have yet to see a profile not have that at the top because when you're looking for the leader of an organization such as a school district and the quality and a tendency

117and you know when you can back me up on this Joe if you want is leadership so I expect that usually be the number one thing that people look for leadership and communication usually come out on into I I will understand that and it's just that I I think we have to be very conscious another question that kind of came up as well or that just sort of crossed my mind as I looked at this was um we had talked about site visits briefly and you had talked about how at least in our realm we aren't interested in doing one and yet as I add a lot of recent superintendent searches I'm still seeing site visits as a really critical role in the selection process we just don't sit well here's the question I have

118you did talk about using social media and I think it would be helpful to all of us to know in what way are you utilizing social media in this process of screening well you asked me that question now or I have to be really honest the purpose of the meeting is to answer all those kinds of questions and the the leak consultants will say it in their own words but I'll answer that for you simply and I think Joe has had enough experience with these things too we can both answer that there's extensive google searching Facebook review those common social media pieces that's where the initial information is obtained or people are screened through those those social media devices or not devices but social media pieces so that's where the initial piece is but that

119doesn't negate the old traditional reference checking I guess I my concern is especially considering all of the issues going on in the district and all the things we've just talked about prior to this section of the meeting in terms of what we have to address them what has to be accomplished to not have an opportunity to talk to people in these candidates districts to actually sit down and have a face-to-face with these folks in get that sense of their response to this we'll talk this through in the in this meeting in the meeting yeah it's a part of it's part of the process I know everyone's anxious why not what are we going to face what are we going to see it really becomes clear when all that information is is disseminated to all the

120board members chance that's why it's a two-hour block of time a chance to ask why are these people you know the ones you've selected because a lot of it is not scientific matches it's about what their experiences and their backgrounds have given and prepared them for and is that the right match here person X is maybe not the perfect match for here the person Y may be and they may have the exact same background you know that you know from your experiences okay so I believe that two hours will be well spent and want to speak for and in Glenn but generally when people walk out they feel really get this we're on our we're on a road and again we're all available to help respond to any questions that arise that's even better than

121Joe and I are very experienced in doing this so we're gonna have that in here it's either in here or the small conference room whatever is easier it's more intimate there meanwhile in here I can't feel my fingers and toes that's fine whatever you prefer we can we could set up either it's a little less to have the people you're working with your consultants sitting across and talking to you like a presentation takes away from the collegiality of the process so would be nice circle doing in the room or another room you could do it in here yes brings we do the administrative team meetings we process the kids the dates and hoping that the weather man doesn't force that anything else no nothing else I move we turn you have a second second motion

122by Julie sectors by Matt all in favor any opposed motion passes six eyes zero nays