ACROSS THE BOARD

April 2022 Committee Meetings

This issue of Across the Board provides an overview of the following meetings:


April 18: Learning & Teaching Committee

April 25: Policy Committee

April 25: Business Services Committee

April 28: Citizen Advisory Committee


Agendas, minutes, documents, and recordings from all meetings are available to view on BoardDocs.

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Superintendent Report

Returning Student Online Registration

Registration for returning students begins April 25. Please visit the district website to complete registration online.


Prom

Prom for both St. Charles East and St. Charles North took place on April 30. North's prom took place at the Q Center and East's took place at Oakbrook Hilton.


Educator of the Year Award Banquet

Friday, April 29, was the Kane County Regional Office of Education's Educator of the Year banquet. The District had 4 nominees:

  • Max Payleitner, St. Charles East
  • Jacob Burlingame, St. Charles North
  • Tom Poulin, St. Charles North
  • Danielle Sheppard, St. Charles North

For Discussion

Transitions Update

Presented by Mrs. Aubree Schuett, Assistant Director of Instructional Interventions

Jackie Nilles, Work-Based Learning Specialist

Annie Dragosh, Transitions Coordinator


Work-Based Learning Program

Instructional Interventions staff members introduced two students, MJ and Mitchell, who participate in the work-based learning program.

  • Work-based learning helps students in the Transitions program learn skills to gain independence.
  • They develop competencies such as, teamwork, communication, conflict resolution, problem-solving, and decision-making.
  • The program offers opportunities to work within the district and with local community partners, such as:

    • Creative Threads, a t-shirt printing business run by Transitions students

    • The Daily Bean, a coffee shop in the St. Charles Public Library, and

    • Anderson Humane, a local animal shelter


Both MJ and Mitchell had an opportunity to share their work experiences in the program.
  • Mitchell talked about his work at Wahlburgers and how he likes the people he met. He is also a barista at the Daily Bean and likes working at Anderson Humane.
  • MJ talked about his experiences and how he has become a reliable worker.
  • His favorite job site has been the Daily Bean and Anderson Humane. He will work at the Kane County Cougars in the summer.
  • MJ also showed off his Daily Bean shirt that was made through the Creative Threads business. He designed the logo, printed the design, and tie-dyed the shirt.


Mrs. Schuett and the students recognized the St. Charles Public Library for their partnership to house the Daily Bean and give our students the opportunities to learn a skill.

Professional Learning Contract

Presented by Dr. Christine Igoe, Assistant Superintendent of Educational Services, and

Mrs. Pam Jensen, Director of Instruction


The District would like to pursue a professional development contract with Learning Forward, an organization that is considered the gold standard for professional learning for educators.

  • The program leverages work in Professional Learning Communities (PLC) to accelerate learning for every student. PLCs are comprised of instructional support coaches and specialists who support teachers in meeting the needs of each individual student.
  • Learning Forward has worked with the District in the past to train one support coach, which the District then modeled in the training of subsequent coaches.


The Learning Forward Coaching Academy

  • The comprehensive academy will provide PLCs with common structures and strategies for more cohesive teamwork.
  • Content specific coaching will focus on specific and consistent learning for specialists.
  • General coaching will provide thorough professional learning for support coaches.
  • Funding for this program will come from ESSER III, IDEA, and Title II federal funds.
  • If approved, the Coaching Academy will take place this summer.


District recommendation: Approve a contract with Learning Forward for $87,340.

Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.

Title I Schoolwide Waivers

Presented by Dr. Cindy Ruesch, Director of Staff, Family, and Student Services


  • The District is issued Title I funds based on the number of lower-income students in the district. These funds are to be used specifically for student achievement.
  • A schoolwide waiver allows all students, teachers, and parents to participate in Title I programs that can benefit the school as a whole.
  • A waiver can be granted to schools with 20-40% of students receiving free or reduced lunch. Schools with less than 20% must use Title I funds for targeted academic support.
  • This does not change the amount of money received, but allows greater flexibility in how the money is spent.
  • Each school that will apply for a waiver must address how they will use the funds to support all students.
  • Applications are submitted to the Illinois State Board of Education annually.


District recommendation: Approve the Title I Schoolwide Waivers for Anderson Elementary, Davis Primary, and Richmond Intermediate.

Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.


View the full presentation

Annual Renewals

Presented by Mr. Dave Chiszar, Executive Director of Assessment and Accountability


Mr. Chiszar presented the supplemental materials and resources that are due for annual renewal. Those highlighted in gold have worked out a three-year contract with the District for additional savings. These items have previously been approved by the Board.


District recommendation: Approve the renewal of these resources for a total cost of $2,009,955.

Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.

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Equity Audit Update

Presented by Dr. Tracy Taylor, Director of Diversity, Equity, and Inclusion


  • Consortium for Educational Change has met with several student, staff, and parent focus groups.
  • Those who were not chosen to participate in a focus group but would still like to share their thoughts were given the opportunity to complete an online questionnaire on the district website to answer the same questions asked in the focus groups. (Note: The questionnaire is now closed)
  • CEC's final report on this data will identify assets within the District as well as opportunities for support.
  • The Student Achievement Data Analysis is the third component of the audit and will be conducted by the University of Chicago. They will analyze assessment and attendance data.

Future Agenda Items

  • 6-8 ELA Curriculum Update
  • Equity Audit Update
  • Early Release Update


The next Learning & Teaching Committee Meeting is scheduled for May 16 at 5:30 p.m.

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2022-2023 Addendum/Discipline Procedures

Presented by Mr. Mark Moore, Assistant Superintendent of Leadership and Administrative Services

Mrs. Aubree Schuett, Assistant Director of Instructional Interventions


  • The Board is required to review and approve of the addendum/discipline procedures every year.
  • Per state law, students are allowed 5 mental or behavioral health days as an excused absence. This has been added to the addendum.
  • The language of "Restorative practices" has been changed to "Restorative measures" to be inclusive of each school's culture.
  • All other changes are minor grammatical changes.


District recommendation: Approve the changes as presented.

Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.

2022-2023 Student Handbooks

Presented by Mr. Mark Moore


  • The Board is required to review and approve of the student handbooks every year.
  • Changes made to the handbooks reflect policies that have already been adopted by the Board this past year or are changes as required by law.
  • There are no changes of note.


District recommendation: Approve the changes to the student handbooks as presented.

Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.

Policies from PRESS Issue 108

The following policies have been updated for the November 2021 PRESS issue 108. These updates are required by Illinois School Code/Law.


Policy 2:260 – Uniform Grievance Procedure

  • Complainants will be notified by a method of mail that can be tracked.


Policy 5:120 – Employee Ethics; Conduct; and Conflict of Interest

  • Guidance counselors should not be receiving outside benefits or providing outside paid services for the students they work with.
  • Other language has been reworded but the policy is already followed.


    Policy 5:250 – Leaves of Absence

    • Following the birth or adoption of a child, an employee is entitled to 30 school days for parental leave.
    • This policy disregards days over breaks, so leave continues following a long break.


    Policy 5:330 – Sick Days, Vacation, Holidays, and Leaves

    • The same changes in 5:250 Leaves of Absence are reflected in this policy.
    • June 19th and November election days are now state holidays.
    • If an employee is elected as a member of the general assembly, they will be granted leave.


    Policy 7:30 – Student Assignment and Intra-District Transfer

    • Any redistricting of attendance boundaries should not allow segregation of students based on color, race, or nationality.


    District recommendation: Adopt the policy changes as required by the Illinois School Code/Law.

    Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.

    Future Agenda Items

    • Policy 2:230 Public Participation at School Board Meetings
    • Statement before public comments


    This was the last Policy Committee scheduled for 2021-2022.

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    Superintendent Report

    Summer Schools and Camps

    The District offers several summer school and camp options for all grade levels. These are open to all District 303 students. Please view this year's offerings on the district website.

    For Discussion

    March Financial Reports

    Presented by Ms. Melissa Maeder, Supervisor of Business Services


    Mid-Valley

    Mid-Valley's Student and Instructional Support Expenses is slightly over-budget due to increased need for support in some programs, but the expenditures overall are trending close to last year's. There are no areas of concern.


    District 303

    The District is trending ahead of the year prior due to increased sources of revenue. There are no areas of concern.

    COVID-19 Financial Impact Summary

    Presented by Mr. Justin Attaway, Assistant Superintendent of Business Services


    • The District is currently working on the application for ESSER III funding from the Illinois State Board of Education.
    • Once approved, the District will update the Board on the approved funding and allocation.


    Federal Emergency Management Agency (FEMA) Grant

    • The District requested $353,279 for COVID-related expenses from the FEMA Grant.
    • FEMA approved of $348,486 for PPE and cleaning supplies.
    • The District expects to see the funds from IEMA by the beginning of June.

    Facility Master Plan Update

    Presented by Mr. Justin Attaway


    The District is continuing to gather input and feedback from staff members to facilitate the planning process. The next staff members to provide input are high school science, fine arts, athletics, culinary, and LRC staff. More extensive planning will follow.

    Fiscal Year 2022 Budget Amendment

    Presented by Mr. Justin Attaway


    Due to the unprecedented needs of this school year, the 2022 budget has to be amended from its current publication. Adoption of the amendments follows this process:
    1. The budget is presented to the Board

    2. The Board approves a tentative budget at the Board meeting on May 9

    3. The tentative budget will be on display for 30 days

    4. A public hearing will be held at the June Board meeting to receive comment

    5. The Board will be asked to approve the budget at the Board meeting on June 13


    The changes to the budget are as follows:

    Revenue: +$5.2M All funds, +$5.5M Operating funds

    • Adjustment and reallocation of tax levy funds
    • Increase in USDA food service reimbursement
    • Increase in state transportation claim

    Expenditures: +$7.0M All funds, +$5.5M Operating funds

    • Increased personnel costs as related to COVID-19 needs
    • Increased food service costs due to supply chain issues
    • Costs for three-year contract with Edmentum and i-Ready as presented at the Learning and Teaching committee meeting on April 18
    • Increased Capital Improvement Plan projects for summer 2022
    • Increased legal fees as related to COVID-19 needs


    Overall, the changes offset each other and the District is projected to have a surplus of $20,000.


    The public hearing is to be scheduled for the June 13 Board meeting. The adoption of the final budget amendments is scheduled for the same evening.


    District recommendation: Place the amended budget on public display and schedule a public hearing to be held on June 13, with final amended budget adoption planned for the same evening.

    Resolutions to Authorize Transfer of Moneys

    Presented by Mr. Justin Attaway


    Resolution Authorizing Transfer of Moneys from the Working Cash Fund to O&M, IMRF/SS, Debt Service, and Tort Funds
    • Money from Working Cash fund needs to be transferred to various funds to cover payroll, bills, and operating costs before the first installment of tax levy funds in June.
    • A total of $10M will be spread across Operations and Maintenance funds, Retirement funds, Debt services, and Tort funds.
    • Money will be transferred back to the Working Cash fund once the tax levy installment is received.
    • This is an annual routine procedure.


    District recommendation: Approve the transfer of $10M from the Working Cash fund.

    Committee decision: This item will be included as a For Action item during the May 9 Board meeting.


    Resolution Authorizing Accounting Transfer to the Capital Projects Fund

    • $3M from the Operations and Maintenance fund will be transferred to cover the costs of Capital Improvement Plan projects


    District recommendation: Approve the transfer of $3M from the Operations and Maintenance fund.

    Committee decision: This item will be included as a For Action item during the May 9 Board meeting.

    Banking Services RFP Results

    Presented by Mr. Justin Attaway


    The District currently uses BMO Harris Bank for banking services, which has not changed in over 20 years. In April, the District sent out a request for proposals for new banking services. 5 proposals were submitted, and 4 moved on to interviews. The District has chosen to work with with St. Charles Bank and Trust. Working with this bank will result in a 75% reduction in annual fees. The District also believes that the bank's ties to the community and mission of community impact reflects the values of district stakeholders.


    District recommendation: Approve St. Charles Bank and Trust for districtwide banking services.

    Committee decision: This item will be included as a For Action item during the May 9 Board meeting.

    2022-2023 School Lunch Program and Pricing

    Participation in the Child Nutrition Program for SY 2022-2023

    The National School Lunch Program offers free and reduced lunch to families who qualify. Policy 4:130 Free and Reduced-Price Food Services must be renewed annually to continue participation in the program.


    District recommendation: Renew Policy 4:130.

    Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.


    K-12 School Lunch Proposed Pricing for SY 2022-2023

    Price increases are based on current participation rate and are determined by the Illinois State Board of Education, which the District is required to establish. Prices are also slightly increased to cover food costs.


    District recommendation: Approve the new prices as presented.

    Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.


    K-8 & High School A la Carte Proposed Pricing for SY 2022-2023

    The District's food service providers, Organic Life (K-8) and QuestFood (9-12), have proposed new prices in a la carte food items. The District has reviewed the proposals to ensure that the new prices have minimized financial burden on families and only reflect the increasing cost of supply and labor.


    District recommendation: Approve the new prices as presented.

    Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.

    Contract Approvals

    Presented by Mr. Justin Attaway


    North High School Digital Roadway Marquee Sign Replacement

    The District is planning on replacing the digital roadway marquee sign at St. Charles North High School with a new LED sign this summer.


    District Recommendation: Approve a contract with Correct Digital Displays for $58,488.

    Committee decision: This item will be included as a For Action item during the May 9 Board meeting.


    Wredling Middle School Football Scoreboard

    Wredling does not currently have an electronic scoreboard on the football field. The District plans on installing a new scoreboard this summer at the same time as the track resurfacing project.


    District Recommendation: Approve a contract with Correct Digital Displays for $27,648.

    Committee decision: This item will be included as a For Action item during the May 9 Board meeting.


    East High School Sport Center Exterior Painting

    The District received 3 quotes for painting the exterior of St. Charles East High School's Sports Center. This project will be completed over the summer as part of the Capital Improvement Plan.


    District Recommendation: Approve a contract with Francisco Juarez Painting for $38,500.

    Committee decision: This item will be included as a For Action item during the May 9 Board meeting.


    East High School Music Library

    The storage and filing libraries for music classes at St. Charles East need to be updated. The current system will be replaced with the same storage system already in place at St. Charles North, Wredling, and Thompson.


    District Recommendation: Approve the new Bradford Systems replacements for $45,428.

    Committee decision: This item will be included as a For Action item during the May 9 Board meeting.


    HVAC Control Infrastructure

    Currently, the District's HVAC systems are controlled by Alerton Control Modules. However, these systems restrict the District's flexibility of control. Since several buildings have HVAC projects scheduled for this summer, the District is proposing to install new control systems at the same time.


    District Recommendation: Install JACE (Java Application Control Engine) open protocol controllers for $49,287.

    Committee decision: This item will be included as a For Action item during the May 9 Board meeting.

    Technology Renewals

    Presented by Mr. Matt Smith, Executive Director of Technology


    VOIP Maintenance Report

    Mitel Voice Over IP is the District's current phone system. A one-year renewal for service and support will cost $30,867.


    Let's Talk

    The Let's Talk system facilities communication between the District and the community. A one-year renewal of services will cost $37,500.


    Read/Write

    The Read/Write service from Texthelp provides text-to-speech, speech-to-text, and word prediction services for increased accessibility. A one-year renewal will cost $35,880.


    Palo Alto Firewall Support

    The firewall handles network security, web filter, and active malware protection for all District devices. A one-year renewal of services and system update will cost $56,522.


    ClassLink System

    ClassLink integrates several vendors into a single sign-on platform for increased security and improved user experience. A one-year renewal will cost $45,500.


    TurnItIn

    TurnItIn screens student assignment submissions for plagiarism. A three-year renewal will cost $46,500.


    District Recommendation: Approve the above technology contract renewals for a total cost of $252,768, which is within the IT department budget.

    Committee decision: This item will be included on the Consent Agenda for the May 9 Board meeting.

    Future Agenda Items

    The next Business Services Committee meeting is scheduled for May 26 at 5:30 p.m.

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    Superintendent Report

    Introducing Dr. Gordon
    • Dr. Pearson introduced Dr. Gordon who was able to join the meeting in-person.

    • Dr. Gordon provided some information about his experience and reiterated how excited he is to be joining the District 303 staff in July.

    • Dr. Gordon discussed the importance of meeting the needs of each child in the district and also his commitment to visiting schools as much as possible.

    For Discussion

    Strategic Planning Committee Update

    Pat Stacey and Joe Donaldson are the CAC Executive Team members who serve on the Strategic Planning Committee. They updated the CAC about what was discussed at the Strategic Planning Committee meeting and emphasized the importance of the work the CAC is doing to support that process.

    Portrait of a Learner Activity

    The CAC and the Superintendent’s Leadership Council have been working on developing the Potrait of a Graduate. After some additional discussion with Dr. Pearson, Dr. Gordon, Dr. Igoe, and the CAC school board Co-Chairs, language has been updated to Portrait of a Learner to ensure it encompasses students’ experiences from Pre-K through 12th grade while in our care.


    Dr. Pearson introduced the evening table discussion and provided information and articles to help challenge and inspire conversations. Each group had a priority focus of one topic definition, with an opportunity to add to the others. Topics and discussion highlights included:

    • Kind

    • Empowered / Scholar / Critical-Thinker

    • Adaptive

    • Communicator

    • Independent / Self-Directed Learner


    The CAC members discussed the topics and made notes on chart paper that will be used to inform the work of the Strategic Planning Committee relative to the Portrait of a Learner.

    Future Agenda Items

    The next Citizen Advisory Committee meeting is scheduled for May 19 at 6:00 p.m.
    BOARDDOCS

    Agendas and meeting minutes from the School Board meetings are accessible online via BoardDocs.