ACROSS THE BOARD
October 2022 Committee Meetings
October 17: Learning & Teaching Committee
October 27: Business Services Committee
Agendas, minutes, documents, and recordings from all meetings are available to view on BoardDocs.
Superintendent Report
Listen Learn Return
The in-person sessions for Listen Learn Return have wrapped up for community members and staff. There are opportunities for more people to share feedback through electronic surveys. Visit district.d303.org/llr for more information and to participate.Strategic Plan and Equity Committees
The Strategic Plan Development Committee has been working on definitions of three core values: Belonging, Perseverance, and Achievement,. Their work will incorporate different feedback loops in those processes. The Equity Committee has also been meeting regularly to continue work based on the equity audit.
For Discussion
Benchmark Districts
Presented by Dr. Christine Igoe, Assistant Superintendent for Educational Services
Purpose
A vital component of the school improvement process is the ability to accurately and meaningfully evaluate the current level of academic performance in comparison to other districts. The District has an established set of benchmark districts that are similar in size, student characteristics, and geographic location.
The process for determining benchmark districts follow five steps:
Step 1: Identify Goals/Purpose
- Determine student outcomes as below, as expected, or above average
- Evaluate effectiveness of curriculum, instruction, and programs
- Identify districts we can learn from
- Develop aspirational goals for innovation
Step 2: Key Variables
Variables to consider for determining a benchmark district include student characteristics, district enrollment, student performance, district funding and staff characteristics.
Step 3: Calculate the Distance (Standard Deviation)
Possible benchmark districts are limited to districts that
- are large unit districts with 5,000+ students and at 8+ buildings
- have student characteristics and evidence-based funding similar to District 303
Step 4: Match the Districts
Compare District 303 to the possible benchmark districts across key variables.
Step 5: Evaluate the Matches
Based on the comparisons, evaluate whether a district is close enough to District 303 to be identified as a benchmark district.
View full Benchmark District presentation
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School Improvement Process (SIP)
Presented by Audra Christenson, Executive Director of Secondary Education, and Jarrod Buxton, Executive Director of Elementary Education
Purpose
The purpose of the presentation was to provide context of the School Improvement Process (SIP) frameworks ahead of the Student Achievement Report in November.
Theory of Action
All levels of the district organization have an impact on student learning outcomes. The structure of support can be summarized as:
District leaders develop, implement, and monitor structures to support principals
Principals lead the process and development of school-based action plans to empower teachers in Professional Learning Communities (PLCs)
Teachers design and implement data-based and responsive instructional plans
4 Disciplines of Execution
All schools across the District approach school improvement using the 4 Disciplines of Execution framework to provide clarity and focus for school teams.
The framework is centered around a Wildly Important Goal (WIG).
- A WIG narrows focus and requires special attention to achieve. There are two measures that track progress towards a WIG: lag measures and lead measures.
- Lag measures are measurable indicators of progress towards a WIG.
- Lead measures are actions that affect the progress of lag measures. Effective lead measures predict the forward movement of a lag measure and are directly influenced by action.
The District's WIG is to ensure every student has the college, career, and life competencies necessary to pursue the post secondary path of their choosing.
The lag measures of the District are the on-track indicators evaluated at key grade levels.
The lead measures of the District are outlined below.
Student Achievement Report & On-Track Indicators
Last November, the Board requested multi-year goals and benchmarks to evaluate student performance. The purpose, data analysis and overall format of the report was revisited during October's Learning and Teaching Committee meeting. In a special meeting that followed, the Board goals and benchmark indicators for the 2022 Student Achievement Report were approved by a vote of 7-0.
View the full list of On-Track Indicators
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District Dashboard
- The Board would like to establish a one-page summary of key District data.
- This would be publicly available and updated monthly.
- Mrs. Fairgrieve, Mr. Lackner, and Dr. Gordon will draft a proposal of what metrics to consider.
Future Agenda Items
The next Learning & Teaching Committee Meeting is scheduled for Monday, November 21 at 5:30PM.
For Discussion
Financial Reports
Mid Valley: There are no areas of concern
District 303: There are no areas of concern
Auditors from Miller Cooper have completed fieldwork for the financial report of FY 21-22. They are in the process of finalizing the report.
View a snapshot of the near-final summary for the FY 21-22
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2022 Tax Levy Workshop
Annually the District sets a tax levy, which provides the District with more than 75% of its total revenue. The setting of the annual tax levy is governed by The Truth in Taxation Law (the "Act"), School Code, Property Tax Code, and Property Tax Extension Limitation Law (PTELL). Each of these laws has specific requirements that must be followed.
Timeline
- October 27: Tax Levy Workshop
- November 14: Estimated Tax Levy Resolutions
- December 12: Board approval of the Levy
- December 27: Deadline for Levy to be filed with the counties
District recommendation: Accept the tentative tax levy for 2022 as outlined.
View the full Tax Levy Workshop presentation
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Post Issuance Compliance
- The District has adopted a Bond Record Keeping Policy to monitor tax compliance requirements related to the tax-exempt status of the Bonds.
- Administration has completed the Post Issuance Compliance Checklist and all items are in compliance.
- The Post Issuance Compliance Report will be included in the Regular Board meeting on November 14 for annual review.
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School Maintenance Project Grant
- The State of Illinois has authorized the 2022 School Maintenance Project Grant, a dollar-for-dollar state matching grant program awarding up to $50,000.
- The District is required to match the amount of the grant award so a project must be designated with a cost of at least $100,000 to receive the full amount.
- Last year, the District submitted an application for the grant to cover replacement for unit ventilators at Anderson, Ferson Creek, and Fox Ridge. They have not been completed yet due to equipment lead times.
- The District could satisfy the 2022 grant requirements by reallocating the replacement of Anderson's units to this year.
District recommendation: Authorize Administration to complete the School Maintenance Project Grant application and reserve O&M funds to cover the project cost.
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Silver Glen Farm Lease
- The District owns 39 acres on the corner of Silver Glen Road and Crane Road.
- The property is leased to a farmer who is interested in continuing the lease through December 2023.
- Revenue from the property will be $8,808.74 for 2023.
District recommendation: Approve the farm lease extension as presented.
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Quest Food Management Services Contract Amendment
- The State of Illinois issued a sales tax compliance alert a few years ago stating that third party vendors selling food directly to students at schools may need to charge sales tax.
- Neither Quest nor District 303 are subject to comply since Quest is acting on the District’s behalf to operate the food service program.
- Quest’s legal counsel has recommended that this be clarified and memorialized in a contract amendment to ensure there is no risk for other interpretations.
- The amendment changes no other terms or conditions of the original agreement.
District recommendation: Approve the contract amendment with Quest Food Management Services as presented.
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Energy Purchasing Consultant
- As discussed in the last Business Services Committee meeting, District 303's energy consultant is retiring and EPS will no longer be providing energy purchasing services.
There are 3 primary avenues for a district to purchase energy:
Energy purchasing cooperatives: Several school districts work together to leverage buying power. This can result in long-term contracts with limited flexibility.
Energy suppliers: Districts can work directly with energy suppliers. This is convenient but leads to higher rates.
Energy advisor: Advisors work with suppliers to compare rates and find best option. Historically, the District has worked with an advisor.
- Nania Energy Advisors has been repeatedly recommended by several school districts nearby for their outstanding services and competitive pricing platform.
District recommendation: Approve Nania Energy Advisors as the District’s energy purchasing consultant and authorize administration to negotiate and sign a service agreement.
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Disposal of Surplus Equipment
- 12 clavinovas have been identified as approximately 25 years old and are therefore obsolete.
- Replacement instruments have already been purchased and are in use across the school district.
District recommendation: Declare the equipment identified as surplus property to be donated, recycled, sold, or discarded.
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Athletic Towel Service Extension
- The District currently contracts with Marberry Cleaners for athletic towel service.
- Marberry has proposed an extension for the next two years at an estimated cost of $56,505.84 for 2022-23 and $61,587.48 for 2023-24.
- The increased cost accounts for expected minimum wage increases, utilities increases, and overhead costs.
District recommendation: Approve the contract extension with Marberry Cleaners as presented.
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Silver Glen Easement
- Spectrum Retirement currently owns two lots at Silver Glen Road and Randall Road, next to property owned by District 303.
- An easement agreement between the two allows access from Spectrum’s property to Silver Glen Road.
- One of Spectrum's lots is being sold for development. The purchaser has no right to use the easement.
- Both Spectrum and the purchaser's attorney request a partial release of the lot in the easement agreement to close the sale. The District will have to sign off on it, and the document will be recorded with Kane County.
District recommendation: Sign the partial release of the lot as presented.
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Infinite Visions Renewal
- The Infinite Visions Software Suite is used to support our Finance and Human Resource Departments.
- Annual renewal for the maintenance and support contract will cost a total of $94,292.73.
District recommendation: Approve the annual renewal of Infinite Visions for a total cost of $94,292.73.
Future Agenda Items
- Tax Levy in December
- Audit Review
The next Business Services Committee Meeting is scheduled for Monday, November 28 at 5:30PM.