ACROSS THE BOARD
November 2022 Committee Meetings
November 21: Learning & Teaching Committee
November 28: Policy Committee
November 28: Business Services Committee
Agendas, minutes, documents, and recordings from all meetings are available to view on BoardDocs.
For Discussion
Benchmark Districts
In the last Learning and Teaching Committee Meeting, The Board agreed to establish two sets of benchmark districts: one for comparable districts and one for aspirational districts. The following process was used to identify benchmark districts:
- Identify the goal or purpose for establishing benchmark districts
- Identify the key variables to include (based on goal/purpose)
- Calculate the distance between districts (standard deviation)
- Match districts based on goal or purpose and overall distance
- Evaluate the matches and make adjustments as needed
Comparable Districts
Purpose:
- Determine if students' outcomes are low, as expected, or above average
- Evaluate the effectiveness of the district's curriculum, instruction, and programs
- Identify districts from which we can learn and engage in meaningful action research
Variables:
- Large unit districts with 5,000+ students
- At least 8 school buildings
- Comparable student characteristics by: Race, Ethnicity, and students eligible for Free and Reduced Lunch, EL, and IEP services
Matches:
Lake Zurich, Batavia 101, Elmhurst 205, Geneva 304, Barrington 220, Wheaton 200, Naperville 203
High School Aspirational Districts
Purpose:
- Develop aspirational goals that stretch the district to innovative practices
- Identify districts from which we can learn and engage in meaningful action research
Variables:
- Any District with a high school and an average SAT scale score of +1000
- Average Scale Score for EBRW and Math between 2018-2021 (Grade 11 only)
Matches:
Indian Prairie CUSD 204, Barrington CUSD 220, Naperville CUSD 203, Northfield Township HSD 225, Hinsdale Township HSD 86, Vernon Hills CHSD 128, Lake Forest CHSD 115, Adlai E Stevenson HSD 125, New Trier Township HSD 203
Elementary (K-8) Aspirational Districts
Purpose:
- Develop aspirational goals that stretch the district to innovative practices
- Identify districts from which we can learn and engage in meaningful action research
Variables:
- Any district with IAR scores for grades 3-8 and within the top 15% of school districts
- Average M/E standards in ELA for 2018-2021 for Grades 3-8
- Districts with schools that feed into one of the High School Aspirational Districts
Matches:
Sunset Ridge D29, Winnetka SD 36, Oak Grove SD 68 Libertyville, Kildeer Countryside CCSD 96, Avoca SD 37 Wilmette, Northbrook Glenview, Hinsdale D181, Northbrook D27
Future Agenda Items
The next Learning & Teaching Committee Meeting is scheduled for Tuesday, January 17 at 5:30PM.
For Discussion
Policy 7:30 - Student Assignment and Intra-District Transfer
Current Student Assignment Policy
Administrative Placement (also known as "Cap and Send") can occur when new enrollments in a specific elementary school grade exceeds the class size guidelines. Newly enrolled students will be sent to a different school and will be provided transportation through the District.
- K-1st grade classes capped at 25 students.
- 2-5th grade classes capped at 27 students.
Current Intra-District Transfer Policy
Intra-District Transfer (also known as "Waiver") allows parents/guardians to request for their student to attend an elementary school they are not assigned to with administrator approval. These families must provide their own transportation to and from school. Currently, 93 students are intra-district transfers at the elementary level, a decrease over past years.
Current Challenges
- Transportation: Due to the bus driver shortage, fewer buses are making more stops, resulting in Administrative Placement students and other riders spending more time on the bus, sometimes in excess of one hour.
- Local school community: Some families may learn after they obtain residency that the school closest to their home has capped classes, and their student must be assigned Administrative Placement.
- Timeline: Both students of parents requesting Intra-District Transfers and students on Administrative Placement may need to be wait-listed until available class space is confirmed, resulting in uncertainty for where students may attend school and planning challenges.
Proposed Revisions
Starting with the 2023-2024 school year, all elementary students would be required to attend the school to which their residence is assigned.
Exceptions may include:
- If Administrative Placement is assigned by the District due to overcrowding (transportation provided by District).
- If space remains available, current Administrative Placement students may continue attending that school (transportation provided by family).
- If family has moved attendance areas, they can finish the school year in the current school (transportation provided by family).
- If a current Intra-District Transfer student that wishes to continue, they would be granted legacy status and maintain enrollment in their non-attendance area until middle school (transportation provided by family).
Impact of Revisions
- Honors sense of belonging to one school community
- Minimizes uncertainty prior to start of school year through timely and transparent communication with families over the summer
- Relieves transportation challenges
- Allows for more effective planning and staffing at building level
Next Steps: The Board will continue the discussion of this topic at the January Policy Committee meeting. Committee members requested clarification on transportation costs for Administrative Placement students, the value of opening new class sections vs. Administrative Placement, and the impact Intra-District Transfer has on Administrative Placement students. They are also interested in how the District's current demographic study, to be released in early 2023, may add perspective on this topic.
Watch Student Assignment and Intra-District Transfer Presentation
Future Agenda Items
- Policy 7:30 - Student Assignment and Intra-District Transfer
The next Policy Committee Meeting is scheduled for Monday, January 30 at 5:00PM.
For Discussion
Financial Reports
Mid Valley: There are no areas of concern
District 303: There are no areas of concern
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Fiscal Year 2022 Audit
Auditors from Miller Cooper have completed fieldwork for the financial report of FY 21-22 and are ready to present. The firm intends to issue an "unmodified/clean opinion" in its audit, which is the highest level of opinion that can be received.
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Notice of Public Hearing to Adopt Aggregate Tax Levy for FY 22
Because the 2022 estimated tax levy (excluding debt service) represents more than a 5.0% increase over last year’s aggregate extension (also excluding debt service), the District is required to publish a public notice and hold a public hearing on said tax levy this year. The Board will conduct a public hearing on the Tax Levy for FY 22 at the beginning its regular meeting on December 12. Later in the evening, the Board will be presented with an action item to adopt the tax levy.
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Resolution to Adopt 2022 Tax Levy
At its November 14 regular meeting, the Board approved a resolution to estimate the aggregate tax levy for 2022. At its December 12 regular meeting, District 303 Administration recommends the Board approve the Resolution to Adopt Aggregate Tax Levy for the Year 2022.
The proposed tax levy increase over the previous year is 5.95%. Note: This does not mean that tax rates will increase by this amount.
How does the levy affect tax bills?
The District only requests a dollar amount to be levied from the county. It does not set the tax rate. The county sets the tax rate, which is determined by the fluctuating relationship between the Consumer Price Index (CPI) and the Equalized Assessed Value (EAV) of properties in the area.
Factors that impact the levy
The increase in the levy is largely due to increases in existing expenses rather than higher spending. These expenditure increases can be due to:
- Rapid increase in inflation resulting in higher costs for services and supplies
- Increased labor costs nationwide
- Supply chain shortages
- The current budget lags behind current market rates
Ongoing Actions
- Continue to reinforce disciplined purchasing procedures
- Ongoing review of professional services agreements
- Explore lowest cost options for largest spending categories
- Explore creative opportunities to reduce costs of existing services
- Prioritize budget items in such a way that students' school experiences are not negatively impacted
FY 22 Budget Carryover
- Building administrators can request unused funds from the previous fiscal year to be carried over to the current year to be used for school improvement.
- There has been a gradual decrease in the percentage of allowable carryover funds over the past few years, so this is planned to be the final year that budget carryover is granted.
- Administrators requested a total of $116,337 of unused funds.
Recommendation: Approve of the carryover amounts as presented.
Budget Carryover Requests by School
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Review of Vacant Land
- The District currently owns nine parcels of vacant land that are largely unimproved and may be available for future improvement or sale.
- District 303 staff maintains six parcels; three parcels are leased to other entities.
- By having the properties appraised, the District could determine the market value of the properties. The cost to appraise all properties, based on proposals from local real estate appraisers, ranges from $13,500 to $18,500.
Recommendation: Move forward with the appraisals of vacant parcels 1 through 7.
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Health Insurance Consultant RFP
- District 303 currently works with Cottingham & Butler for health insurance and wellness plan consultation. While the working relationship has been productive, the District is reviewing all professional service agreements.
- Administration recommends soliciting proposals from all interested consultants to ensure the District is continuing to receive a high level of customer service with a reasonable fee structure.
- If a new consultant is identified, it is recommended that they begin their contract in late spring to allow for a transition period (The current contract ends in September 2023). If Cottingham & Butler is chosen, their contract will continue to be extended.
Recommendation: Authorize the solicitation of proposals for health insurance consultation.
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K-8 Food Service
- Illinois House Bill 4813 (Public Act 102-1101) provides school districts with additional options for soliciting proposals from and contracting with food service providers.
- The District currently contracts with two food service providers, Quest for the grades 9-12 and Organic Life for grades K-8.
- Traditional Request for Procedures (RFP) process for food service can take in excess of seven months, according to the Illinois State board of Education (ISBE).
Recommendation: Move forward with a non-competitive negotiated price contract with Quest to take over K-8 food service for the 2023-2024 school year. Begin a traditional RFP process next fall.
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Disposal of Surplus Equipment
- Administration has identified 262 St. Charles North band uniforms that have aged and will no longer be used.
Recommendation: Declare the uniforms identified as surplus property to be donated.
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Access Control Upgrade
- Currently, staff can gain secure access to the buildings through electronic keypad locks. There are 170 keypad locks across the District. Changing the codes requires maintenance staff to physically access each lock, which can be labor-intensive.
- The District is considering modernizing the security access control systems to staff-issued proximity cards. Access can be administered to allow use of specific doors at specific times, based on their work location and schedule. The District would be able to deactivate cards for employees who leave the District, and for cards that are lost.
- The estimated cost for districtwide implementation is $1.2 million. Funds would be made available from previously scheduled projects for 2023 that have since been reallocated. The electronic keypad locks could be implemented that summer.
Recommendation: Approve the development of an implementation plan.
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Boiler Replacement
- The boilers at St. Charles East have reached the end of their useful lives and need full replacement.
- While the boilers at Wredling and St. Charles North are still working, they will need parts to be rebuilt. It is recommended to find replacement parts now in anticipation of significant lead times.
- The District will work with Wold Architects to develop plans and specifications before publicly bidding. Bid results will be presented to the Board in the next few months.
Recommendation: Engage in the bid process for boiler replacement and replacement parts.
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Health Life Safety Survey
- Priority A - Urgent: Must be completed within one year.
- Priority B - Required: Must be addressed within five years.
- Priority C - Recommended: Should be addressed within ten years.
Recommendation: Authorize the Architect to complete and submit the Ten-Year Safety Survey Report.
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North High School Pool Plaster Replacement
- The pool plaster at St. Charles North is delaminating and will need to be replaced.
- The pool will need to be out of service for 4-6 weeks for project completion.
- This project can take place over the summer. Administration is working to relocate or modify schedules for summer camps and athletic programs, as necessary.
Recommendation: Engage in the bid process for replacement pool plaster.
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End Point Protection and Response Renewal
- Carbon Black is an Endpoint Detection and Response system that protects D303 Information systems from rising cyber security threats.
- The contract with them will be renewed for one year for a total cost of $54,376.
Recommendation: Approve a one-year contract renewal for a total cost of $54,376.
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Future Agenda Items
- Demographer results in February/March
The next Business Services Committee Meeting is scheduled for Monday, January 30 at 5:30PM.