Yorkville Community Unit School District 115 Board of Education met June 10.
Here is the minutes provided by the board:
1. - Student Success
1.02 – Digital Learning Program – A Framework for Digital Instruction (Publication)
The district moved to a 1:1 Chromebook environment for fourth through twelfth grade students to support innovative and personalized options for learning. In the 2015-2016 school year, Yorkville High School administrators and teachers began the process of creating blended courses for students starting in the 2016-2017 school year. Over the course of the last four years, blended options at both the middle school and high school have been created, taught, reviewed, and continued. The program continues to grow each year at the high school. Additionally, an online course has been developed and Yorkville Community Unit School District will offer Consumer Management online beginning the 2019-2020 school year.
During the 2018-2019 school year, the Teaching and Learning Department has worked to create criteria to ensure the success of digital learning programs at the middle and high school, and has developed a framework for instruction that can be used moving forward as the program continues to grow. Throughout the second semester, a group of middle school and high school administrators, teachers, TOSAs, and district administrators met to conduct research on best practices in blended instruction, using iNACOL's Blended Learning Teacher Competency Framework as a foundational guiding document. Additionally, the work of author Sonny Magana, which influenced the district's T3 Technology Framework, was incorporated into this research. Through this work, the group drafted the Yorkville CUSD 115 Digital Learning Program: A Framework for Digital Instruction. This document will be utilized by administrators, TOSAs, and teachers at all stages of digital course development and implementation. It is intended to guide program expectations, serve as a framework for professional development, and streamline the evaluation of program effectiveness.
At this point, this document is still in draft form, as some of the tools and elements for the program are being still being developed by teachers and administrators. Additionally, there was brief conversation about this document applying to students in younger grades as well as the secondary level students.
1.03 - Financing for 2019-2020 Chromebook Distribution
The 1:1 Chromebook initiative requires the purchase of additional devices to ensure that all students in fourth through twelfth grade have access to a device. In order to provide fourth and seventh grade students a device, as well as replace the Phase 1 devices, Mr. Adkins recommended the purchase of 1,200 Dell 3100 Chromebooks. Of those devices, 850 will be allocated for fourth and seventh grade students and 350 devices will replace Chromebooks that are at the end of their lease. The Technology Department will use the 50 Phase 1 devices as loaners when student Chromebooks are being repaired. Mr. Adkins recommended a 3-year lease agreement to support the current phase of the 1:1 initiative.
1.04 - High School Forensics Science - Curriculum Approval and Resource Adoption
At the June 25, 2018 Board of Education meeting, the new course proposal for Blended Forensic Science was approved. Over the course of the 2018-2019 school year, teachers have been developing the curriculum outcomes for this course, and selected a resource to support the course. The Teaching and Learning Department and the High School Science Department presented the curriculum and resources for consideration and review.
The proposed curriculum includes seven outcomes and twenty-seven components. The outcomes and components are also connected to the Science and Engineering Practices and Cross-Cutting Concepts outlined in the Next Generation Science Standards. This course builds off of concepts learned in previous science courses and should appeal to students interested in the medical/forensic field.
The science department proposed the adoption of an online textbook, Forensic Science: Fundamentals & Investigations, 2nd Edition, written by Bertino & Bertino and published by Cengage Learning (2016). While writing the curriculum for Forensic Science, the teachers were able to access a demo online account, as well as received a sample textbook for review. The online resource offers interactive features for students to engage with the material, as well as links with videos and images.
1.05 - Middle School and 6th Grade Science Curriculum Outcome Re-Sequence
The Teaching and Learning Department and the sixth through eighth grade science teachers recommended a curriculum adjustment to the science curriculum. The proposal included the following: moving the Periodic Table Unit from 6th grade to 7th grade; moving the Potential and Kinetic Energy Unit from 8th grade to 6th grade; and eliminate the States of Matter Unit from 8th grade.
In order to teach chemistry and balance equations in 8th grade, students need to have the background of understanding the periodic table. In our current sequence of instruction, students are exposed to the periodic table in 6th grade and not again until 8th grade. The time between periodic table exposure and application has made it difficult for students to recall information.
The 6th through 8th grade science teachers proposed that 7th grade science absorb the periodic table related standards, which would bring these concepts closer to the time the students will use them again in 8th grade. In order to accommodate this shift, we also propose that we shift standards related to potential and kinetic energy from 8th grade to 6th grade.
There are overlaps between content in 7th grade and 8th grade that were initially written in to be sure all students had exposure to the curriculum during the first year or two of the new curriculum. States of matter is taught extensively in 7th grade so it no longer needs to be taught and assessed in 8th grade. Instead, it can be a quick review of the information before moving onto bonding and chemistry. The administration proposed removing these standards from the 8th grade curriculum.
1.06 - Middle School Theatre Curriculum
The Teaching and Learning Department and Theatre Arts Subject Area Committee recommended a curriculum adjustment to the 7th and 8th grade theatre curriculum. After teaching the curriculum for a year, the committee recommends moving the performance outcomes from 8th grade to 7th grade and moving the theatre history components from 7th grade to 8th grade. The recommendations only includes realignment of outcomes and does not include the addition or removal of outcomes.
1.07 - K-3 Technology Expansion Update
In 2017 the Teaching and Learning Department implemented the K-3 Technology Exploration. The purpose of the exploration was to determine what types of technology would benefit students in grades kindergarten through third grade. Over the last year, the District has had 24 teachers participate in the exploration, using different types of technology in their classrooms. Based on feedback from the K-3 Technology Exploration teachers, Dr. Baughman and Mr. Adkins updated the Board with the results of the Future Ready Foxes Tech Exploration Analysis, which included a recommendation on the types and quantity of devices.
1.08 - Cardiac Screening
The Board of Education during the April 29, 2019 meeting approved cardiac screenings to take place during the 2019-2020 school year at Yorkville High School. The Board of Education requested consideration of hosting the cardia screenings during the fall of 2019. Morris Hospital provided the dates available for Yorkville High School to host the cardiac screenings: October 1, 2, 3 (all at YHS) or April 14, 15 (YHS) and April 21 (YHSA).
2. - Operational Excellence
2.02 - 2018-2019 End of Year Aramark Food Service Summary
Mr. Walker (Aramark Food Service Director) provided a brief overview highlighting key components/results of the District's 2018-19 Food Service Program.
The end of the 2018-2019 school year marks the conclusion of the District's third year in partnership with Aramark as its Food Service Management Company (FSMC). In year three, Aramark focused on full staffing levels in order to offer strong, consistent customer service in our lunchrooms, thereby allowing the Aramark leadership team to focus on increasing meal participation (via improved, higher variety offerings, updated menu design and additional customized promotions at each school level).
The number of full lunches sold in FY19 were 348,887 and 330,801 in FY18. This represents an increase of just over 18,000 (5.5%) meals from the prior year. Total paid meals increased 19,100 over the prior year while free meals decreased by 5,600 from the previous year. Breakfast increased just over 8,100 (267%) due in large part to the YMS breakfast program not starting until second semester in FY 18.
Aramark helped District 115 implement a breakfast program at Yorkville High School Academy at the beginning of the FY19 school year. Over the course of 174 serving days, YHSA students consumed 1,900 full breakfasts with an annual average of 11 breakfasts per day. YMS students consumed 9,200 full breakfasts with an annual average of 53 breakfasts per day. The 53 average daily breakfasts consumed at YMS in FY19 represent an increase of 143% over the prior school year.
The district and Aramark are discussing the expansion of the breakfast program to Yorkville High School. The intention is to have this breakfast program available for high school students at the start of the FY20 school year.
2.03 - FY20 Tentative Budget Update
Mrs. Bradford provided an update on the changes made to the FY20 Budget since the FY20 Draft Budget was presented at the May 20, 2019 Board of Education meeting and will also highlight the areas that still need to be finalized prior to the approval of our FY20 Tentative Budget on June 24, 2019 and the adoption of our FY20 Final Budget on September 23, 2019.
Key Changes from FY20 Draft Operating Budget Surplus Projected at May 20 BOE meeting: FY20 Projected Operating Budget Surplus (As of FY20 Draft Budget) $1,117,056; and FY20 Projected Operating Budget Surplus (As of FY20 Tentative Budget) $ 342,056.
Key Changes to be Updated Prior to Final Budget Adoption on September 23, 2019: State Evidence-Based Funding (EBF) Allocations; State Grant Funding; State Categorical Payment Schedule; Federal Grant Funding; Salary & Benefit Impact of FY20 FTE Changes; Minimum Wage Impact; Strategic Initiative Funding; Transportation; Capital Expenditures; Health, Life Safety and Tort Fund Spending Plan; and Contingency.
2.04 - 2018-2019 Annual Certification of Hazardous Bus Routes
District 115 certifies hazardous bus routes on an annual basis. This process is performed to identify any new hazardous bus routes or identify any change in the status of currently designated hazardous bus routes. The certification process was performed with District 115's transportation vendor, Septran, and district administrators.
The certification process did not identify any new hazardous bus routes. Additionally, the list of hazardous bus routes certified for FY2018-2019 are still deemed hazardous for FY19-2020.
The hazardous routes for the 2019-2020 school year are as follows: All Schools (ACES, BBES, BGS, CCGS, GRES, YGS, YIS, YMS, YHSA, YHS):
• 115-91-1 Rt. 47 from Washington to Van Emmon (K-6)
• 115-91-2 Rt. 47 Railroad Crossing (K-6)
• 115-91-3 Rt. 47 from Van Emmon to Orange (K-6)
• 115-91-4 Rt. 126 from Crooked Creek Drive to Mill St. (K-6)
• 115-98-3 Fox Road West of Morgan (K-6)
• 115-98-4 Rt. 126 at Colonial Parkway and Mill St. (K-6)
• 115-15-1 Windett Ridge/Fairfax Way to Tremont Ave/Prairie Crossing Dr. (7-8)
The certification of these hazardous routes will be presented for Board approval on June 24, 2019. These hazardous routes will continue to be reviewed annually in alignment with the mandatory certification process.
2.05 – June Accounts Payable
Traditionally, during the month of June a second payment authorization is executed by the Board. This is done to ensure that as few expenditures intended for the current year's fiscal calendar fall into the following year's budget. To accomplish this, the Board is asked to select two members and an alternate to review the bills and authorize payment. These will be presented to the Board and the publication of the bills will take place during the July 2019 agenda and meeting.
Mr. Kozlowicz and Mr. Senffner volunteered to review the bills on Wednesday, June 26th after 10:00 am
2.06 – Yorkville Grade School Roof Replacement Options
Replacement of the roof at Yorkville Grade School has been identified in the Capital Projects Plan. The roof was placed into service in 1995 and is at the end of it life expectancy. Mr. Browne reviewed replacement options with the Operational Excellence Committee in May.
One of the oldest roof systems in District 115 is found at Yorkville Grade School. At Yorkville Grade School, the various roof sections were last re-roofed in 1989 and 1995. The condition of these roofs are poor. Visual inspections for general appearance and condition have identified advanced deterioration throughout all sections. The gravel surface has thinned out, the asphalt membrane has started to wrinkle and blister and the roofing felts are exposed to the weather,
In the Capital Project Plan report given to the Board of Education on February 26, 2018, the Yorkville Grade School roof was planned for replacement in fiscal year 2021. District 115's previous architect, Concept 3, helped develop an engineers estimate of cost valued at $700,000. Since the February 2018 report to the Board of Education, Yorkville Grade has had two rounds of preventative maintenance done. The most recent on October 3, 2018 by R.B. Crowther. In the October 3rd service report from R.B. Crowther, roof replacement was recommended. Since the last round of preventative maintenance, several leaks have been detected and repaired as well.
Given the roof is at the end of its life-expectancy, the roofing contractors recommendation, and the recent experience of repairing multiple leaks this past winter, the administration feels it prudent to move the timeline up for roof replacement.
There are two options that have been considered for this roof: total tear-off and replace, this option involves the removal of the entire membrane and insulation down to the roof deck. Both are replaced entirely new; and restoration, this option involves removal of membrane and insulation as determined by a IR scan of the roof looking for water infiltration. Both membrane and insulation are replaced in those sections and then the entire roof is re-coated in with a coal-tar product.
District Administration has extensively met with representatives of Garland Commercial Roofing. Garland is a well known manufacturer of commercial roofing and building envelope products in the industry.
Garland has a coal-tar product called Black-Knight. Black-Knight is sold as a polymer enhanced coal tar which provides natural resistance to moisture, chemicals, UV, and aging. It is also fiber reinforced to provide sag resistance, increased tensile strength, crack resistance and improved weather resistance.
The Black-Knight product has been competitively bid as part of the Master Intergovernmental Cooperative Purchasing Agreement (MICPA) which set the maximum price that can be charged under the agreement. Local roofing companies including: Olsson Roofing Company, G.E. Riddiford Company Inc., R.B. Crowther Co., and Elens & Maichin Roofing & Sheeting Metal Inc., have all walked the roof and provided a labor number to Garland.
The Garland proposal was sent to DLR for their review and comment as the District's architect. District 115 was provided the following feedback. “The scope provided by Garland for a restoration approach appears to be pretty comprehensive and they plan to provide a 10-year warranty. It may be a good alternative until we near the end of the EFMP and know what the Core Team may come up with regarding options for each of the District's facilities.” DLR also provided a proposal to provide professional services to develop a specification for a roofing system at Yorkville Grade School. Their proposed fee for this work would be $95,785 plus reimbursable expenses.
During the May Committee meeting, questions were raised about whether other roofing manufacturers were evaluated or considered. Garland Commercial Roofing is the manufacturer awarded the Master Intergovernmental Cooperative Purchasing Agreement (MICPA). The request for proposals and subsequent contact have been made available for other government agencies through U.S. Communities. The contact had an initial 3 year term with options to renew for additional one year periods. The current contract will expire December 31, 2019. The specification was written to allow the evaluation of multiple vendor/manufacturer offerings. Garland was chosen as the lowest responsible vendor in this case. A couple of points about Omnia Partners: founded by five public agencies: National Institute of Government Purchasing, National League of Cities, Association of School Business Officials, Council of Mayors & National Association of Counties, to pool their purchasing power while ensuring bidding requirements were met or exceeded.
• Has an advisory board comprised of member public agencies to steer vendor additions and ensure vendor compliance
Timeline: Pending outcome of discussion with the Operational Excellence Committee, the administration will bring one of the following motions to the Board of Education later this month;
1. Motion to authorize a contract with Garland for the restoration process, or
2. Motion to engage DLR in developing bid documents for a complete tear off and replacement of the roof for a fee of $95,785 plus reimbursables.
If the restoration process is accepted, work could foreseeably begin in the month of June. If the complete tear-off option is prefered by the Board, approximately 45 days will be needed to complete the bidding process. Time for mobilization and construction will have to be further analysed to determine if work can be completed this summer before school begins next August.
2.07 – Safety and Security Update: Retired / Off-Duty Police Officers
Dr. Shimp provided an update on the review of additional safety and security (retired/off duty police officers) presence for the 2019-2020 school year.
The district attorney provided feedback with three areas of concern: school zones are a Gun-Free zone which prohibits firearms except for law enforcement officers acting in official capacity" but the retired officers would not be "acting in official capacity"; Illinois Criminal Code provides certain individual the ability to possess a firearm on school grounds if you are a law enforcement officer or a security officer of such school; Illinois School Code requires staff members must immediately notify the office if they observe any person in possession of a firearm on school grounds and the principal is then required to immediately notify local law enforcement.
The attorney also suggests to coordinate with our local law enforcement so they have some means of knowing in an emergency situation how many and which individuals are armed security officers and in which buildings.
The district is currently drafting contracts with the attorneys and will request the legal opinion of Eric Weis, States Attorney.
2.08 – 2020-2021 School Calendar
Dr. Shimp requested to table the school calendar for the 2020-2021 school year because Legislation just passed to change the school calendar requirement of 174 days to 176 days. The administration will amend the 2019-2020 calendar and the 2020-2021 school calendar and will present the changes at the June Board of Education Meeting.
2.09 - Committee Information and Updates
In May there were 38 stop-arm camera violations. This Thursday Ms. Banovetz and Septran will be meeting with the States Attorney to discuss the stop-arm camera violations.
3.- Partnership with Home & Community
3.01– Communications & Community Engagement Department Update
Three years ago, Yorkville CUSD 115 established a department of communications and community engagement and hired its first communications director. Since that time, the responsibilities of the department have grown to include all internal and external public relations efforts including: district/department communication counsel; school ons support; communications policy review, publication design and editing: branding; initiative oversight (strategic plan rollout, recognition program, and newborn book program); digital media (websites, social media, mobile app) creation and maintenance; media assistance and publicity; legislative outreach; e-newsletter writing and production (superintendent, academic, employees, and partners); event planning; crisis communication; alert notifications; business partnerships, and parent, student, and community councils.
Within the realm of communications and community engagement, a number of program expansions and new initiatives were enacted during the 2018-2019 school year. Some of the more significant additions include the following:
Mobile App
The district's new mobile app was launched officially at the beginning of the 2018-2019 school year. Available through both Google Play and App Store, the app has been downloaded by my more than 3,300 individuals representing more than half (54 percent) of the district's students.
Employee Intranet
In cooperation with the director of human resources, an employee committee was formed to review the current Intranet site and re-develop it into a relevant and informative tool for district staff members. Information from the committee members was used to re organize the site and populate it with additional information and resources. The committee members expressed a strong desire to be able to use the Intranet for more detailed collaboration such as full employee biographs and photos, and a discussion board for various educational topics/subject areas/grade levels. Since this functionality is not available through the current website provider, further research is being done to find outside providers that can support these functions at a reasonable cost.
Websites
This year, the website emphasis was on updating and refining the individual school pages and department information, creating new homepage videos for the district and each school, and ensuring the district's ADA compliance with website accessibility.
Videos
More emphasis has been placed on creating videos to reinforce district messages. Beyond the annual retirement video, videos were also completed to promote the district's Y Not Say Something message and update the community on the progress of the district's three year strategic plan.
District Newsletters
This year's newsletter format was changed to be more user-friendly. Instead of a long monthly newsletter, four shorter newsletters were developed (superintendent, academic information, district partners, and employees) to give all articles more attention and reduce the text so that all information could be viewed directly in the email screen.
Printed Materials
Yorkville CUSD 115 communications are developed and distributed with the audience's needs in mind. Various publications were created to consolidate information for users, coincide with the district's branding, and promote a professional image of the district. In addition, all major district publications were translated and re-designed in Spanish. New literature displays were purchased for all buildings so information could be available to visitors in a consistent, professional manner. New publications included the 2019 Summer Camp brochure, Contact-Calendar Cards, Mobile App & How to Stay Informed, Parents' Guide to Weather & School Emergencies, Technology Guidebook for Parents, Involvement/Partnership Opportunities, and YMS Clubs & Activities. A folder and packet of information for families new to Yorkville CUSD 115 is under development and expected to be completed by July 1. A camp brochure for athletic programs is being designed for next year.
Internship Opportunities
Last fall, the district submitted an application to acquire a multimedia communications intern from Aurora University (AU). An AU intern served the district during the fall semester. The successful program prompted another AU student to apply for an internship in the communications department for this summer/fall. The students are paid $15 an hour and typically intern for 200 hours per semester. This has proven to be a great partnership that benefits both the students and the district.
Promotions
The district undertook a number of new initiatives during the 2018-2019 school year, many of which required communications support. EVOLUTION 115 was branded with a new logo, dedicated webpage, letters to parents, promotion on social media and in newsletters, articles in the media, and multiple community meetings and presentations. The newly developed On Point Speaker Series required a new logo, promotion through all district media channels, and live streaming on Facebook. A new video was created to update the community on the progress of the strategic plan, and unexpected issues that the district needed to address resulted in multi-faceted communication efforts such as the district's Y Not Say Something and bus safety/stop arm campaigns.
Educational Foundation Support
Serving as the liaison to groups such as the Yorkville Educational Foundation helps the organization to meet expectations. Promotion of partner events through district communication channels, strengthening the partnership between the organization and the district, and serving as a volunteer, ensures that the projects and events are successful and resent the mission of the district. During the 2018-2019 school year, the partnership aided in both the success of the expansion of the Fostering Our Future recognition event and the new golf outing fundraiser.
Recognitions
A goal of the communications department is to recognize those who assist the district, as well as the district itself for innovation, a caring culture, and professionalism. Employees and volunteers nominated by the department won top awards at the foundation's Fostering Our Future recognition program and at a statewide communications recognition event. The district was promoted through communication presentations nationally and at a statewide conference in Indiana. The district also received additional recognition as the department director served her term as the president-elect of the Illinois Chapter of the National School Public Relations Association, and while she currently serves her presidency.
Advertising
While reviewing suggested changes to Policy 8:25 - Advertising and Distributing Materials in Schools Provided by Non-School Related Entities, further discussion regarding the development of a more extensive policy for paid advertising was held at both a Board of Education committee meeting and with the Citizens Advisory Council. While Board committee members were in favor of the district accepting paid advertising, council members generally were opposed to the concept, unless for a specific identified need. Further discussion has been placed on hold while the district progresses through the EVOLUTION 115 process.
The Board requested further discussing regarding advertising, website, intranet, and communication with our Legislatures at the Summer Board Study Session. Ms. Liptrot noted she will work with Dr. Brenart to review the areas of frustration on the website, and work with the vendor of the website to improve the website calendar. She is also researching different software to use for communication amongst Yorkville staff. The administration already has planned to make improvements to the YHS athletic website with the new Athletic Director.
4. - Adjournment
The meeting was adjourned at 9:25 p.m.
https://docs.google.com/viewerng/viewer?url=https://www.y115.org//cms/lib/IL02000949/Centricity/Domain/31/june+10+2019.pdf
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