Yorkville Community Unit School District 115 Board of Education met April 8.
Here is the minutes provided by the board:
1. - Student Success
1.02 – K-3 Technology Expansion Update
The second phase of the K-3 Technology Exploration began in the fall of 2018. Part of the application process required teachers to participate in professional development prior to device distribution. This professional development was based on the district's instructional technology framework and was delivered by the Teaching and Learning Department. The professional development is ongoing and uses a cohort delivery style. The second phase devices were distributed to students in November of 2018.
To evaluate the effectiveness of the program the Teaching and Learning Department has issued student surveys, teacher surveys, teacher qualitative feedback, and analyzed student data. Additionally, parents will be issued a survey to gauge their perceptions and opinions of the program. This data will be brought back to the BOE in May with a recommendation for 2019 - 2020 K-3 technology expansion.
Preliminary feedback indicates that providing professional development prior to device distribution based on a predetermined instructional technology framework was well received by staff members. Teacher feedback also indicated that increased device access expanded their ability to personalize instruction. However, feedback varies regarding device preference. The Teaching and Learning and Technology Departments will provide the BOE with an update related to these items and discuss the future of the K-3 Technology Exploration Program.
For background regarding previous discussion, at the October 2017 Board of Education meeting, Dr. Baughman presented the timeline that the District developed to increase the number of devices in our K-3 classrooms. The first phase of K-3 device distribution took place in March of 2018. All seven proposals were accepted, which included a combination of Chromebooks, tablets, televisions, and software.
Phase 2 of the K-3 technology expansion began in the fall of 2018. On August 31, 2018 the Teaching and Learning Department published a two-part application to all K-3 teachers. Part one was a written proposal that focused on the types of technology the teacher wanted in their classroom to transform the space into a 21 Century, technology rich environment. Part two required the teachers to design a unit that would use technology to transform instruction. The deadline for the application process was September 10, 2018 and 15 applications were submitted.
On October 2, 2018 and October 10, 2018 the K-3 Committee conducted 30 minute interviews to discuss the 15 submitted applications. After the interviews concluded, the committee decided that 11 applications would be accepted and funded. Some proposals included multiple staff members. The proposals consisted of Chromebooks, tablets, televisions, peripheral devices, and software.
The 11 Phase 2 approved applications consisted of 17 teachers who represent the following buildings: Autumn Creek Elementary School, Bristol Bay Elementary School, Bristol Grade School, Circle Center Grade School, Grand Reserve Elementary, and Yorkville Grade School.
After providing the phase 2 approved teachers with multiple days of professional development, the district distributed the new technology to students in November 2018. The District will provide an overview in the spring to the Board of Education that will outline the next steps in the K-3 Technology Expansion.
1.03 – K-6 Report Card Scale Update
In June 2018, a committee of elementary classroom teachers, Teachers on Special Assignment, and administrators met to discuss the possibility of reviewing the elementary standards-based reporting practices. This group met again in August 2018 to develop a recommendation that was then shared with various stakeholder groups within the district over the course of the 2018-2019 school year. At this time, the group would like to propose a revision to the current scale, to be implemented in the 2019-2020 school year.
Currently, the K-5 standards-based report card uses a binary system for reporting student progress. Students are academically rated as either “meets" (M) or not yet met” (N) on a grade-level standard. There are two additional codes used on the report card, an “I” for "incomplete evidence” (generally due to extended student absence) and an “NA” for “not assessed this quarter.”
The proposed revision of the K-5 standards-based report card includes academic ratings of "meets" (M), "progressing" (P), or “not yet met” (N). The two additional codes used on the report card would retain the same letter, but the description would change slightly. An“I” would mean “insufficient evidence and an “NA” would mean “not applicable.” Additionally, due to the planned expansion of the standards based reporting scale, this recommendation would be applicable to grade 6 starting in the 2019-2020 school year as well and carry into grade 7 beginning 2020-2021.
Discussions have surfaced over the last two years among grade-level meetings and in the Curriculum Coordinating Council (CCC) regarding this binary system. Teachers felt that by limiting the reporting to a binary system, they could not clearly indicate through the report card whether or not the student was showing growth and progress on a learning standard, even if they had not yet fully met the standard's expectation. Therefore, at the April 2018 CCC meeting, a group of administrators and teachers were asked to investigate options for a revised K-5 reporting scale.
On June 5, 2018, a small group of teachers and administrators met to begin the discussion around reviewing the current report card scale. After reading a foundational article from Thomas Guskey regarding this issue (“The Communication Challenge of Standards Based Reporting'), the group reviewed and evaluated elementary report cards from four Illinois school districts (Marquardt SD15, Morris Elementary SD54, U-46, and Metcalf/ISU Lab School) and one from Iowa (Des Moines Public Schools). Based on this work, the committee determined they would like to pursue revising the Y115 report cards to be based on a four level reporting scale, as opposed to the binary system. Additionally, there was consensus to create a single scale that would apply to both the academic core content areas as well as the specials areas.
On August 9th, this group met again to specify what the four levels on the report card would be. Reviewing a chapter from Tom Schimmer's Grading from the Inside Out, the committee came to consensus on language and descriptors for the four levels.
During the fall semester of 2018, multiple stakeholder groups had the opportunity to explore the group's recommendation and offer feedback. In October 2018, members of the CCC reviewed the scale, and advocated for the removal of the fourth level (exemplary) in favor of three levels. During November 2018, the three level scale was shared with the Citizen's Advisory Council (CAC) and was met overall with positive feedback from the members. It was also at this time the recommended scale was shared with the Standards-Based Grading in Middle Grades Committee, and the members of that group agreed to recommend the same scale be used as standards-based grading was adopted in sixth, seventh, and eighth grade over the next three years. Additionally, the scale was reviewed over the course of the fall semester by members of the Teaching and Learning Department, building administrators, and district administration.
1.04 - Yorkville Middle School Schedule 2019-2020 Recommendations
The Teaching and Learning Department and the Yorkville Middle School administration presented the 2019-2020 schedule recommendations. Over the course of the past semester the Yorkville Middle School building leadership team has evaluated the current building schedule with the intent to create a schedule that better serves the needs of middle school students. Based on their research and findings, the recommendation is to move the advisory period to the beginning of the day starting the 2019-2020 school year. Additionally, the YMS administration discussed the methods in which the schedule change will be evaluated.
This proposed change to the 2019-2020 YMS schedule change is minimal and we expect that the future work of this group and others will result in a more significant schedule overhaul.
In August of 2018, the Yorkville Middle School Leadership team started to evaluate the current middle school schedule. After researching other districts, they determined that the current advisory period would better serve the needs of their students if it was at the beginning of the day. They also are beginning discussions about creating differentiated pathways for students based on their research findings. This work supports the strategic plan "refresh" process and the work that the district is doing with DLR group.
1.05 - Student Handbook Draft 2019-2020
The 2019-2020 Student Handbook review has been completed by Hodges and Loizzi. Legally required notifications was discussed.
1.06 - Rhythm of Our Youth Cardiac Screening Program
In 2017-2018 school year, Yorkville High School participated in Rhythm of Our Youth Cardiac Screenings provided by Morris Hospital. The program is designed to be implemented every other year. Discussion to determine if Yorkville High School should move forward with the program for the 2019-2020 school year. The Board members requested more information regarding the parent/family communication that would be shared.
2. - Community of Learners
2.02 -Building and Grounds Temporary Summer Maintenance
Buildings and Grounds again has need to bring on seasonal workers. The department is requesting 20 positions. This is the same number that was staffed for the summer of 2018. If approved, the majority of the hires will be coming from returning seasonal employees. Calls are currently being made to determine how many of last years seasonal employees would like to return. Administration is requesting approval to post and fill the openings.
The Summer Seasonal Laborer will assist District staff and be assigned to a variety of projects and tasks, as well as provide maintenance on the District's buildings and grounds. Performs/assists in a variety of unskilled & semi-skilled duties to include by not limited to: mowing grass, edging, pulling weeds; painting (interior and exterior); summer cleaning; and general labor.
2.03 - Technology Temporary Summer Help
The Technology Department is anticipating the need for temporary summer help. Mr. Adkins requested the same staffing levels as last year at 2.5 temporary summer staff. Some of their major duties will include: unhook computer towers; imaging and cleaning lab machines; minor computer repair; remove and install projectors; un-packaging and setting up chromebooks; and cleaning of filters.
2.04 - District Insurance Update
Mr. Courtney provided an update on the District Insurance Plan for the 2019-2020 school year. District 115 partially self-funded plan continues to perform well for the second year in a row. The insurance claims reserve has grown to approximately $490,000 through February of this year. Since the District pays on claims, it is important to maintain and reserve to be able to address high claim months.
With no changes to the plan, the calculated premiums are anticipated to remain the same as the 2018-2019 school year in all areas: medical, dental, vision, and life.
All final documentation will be available and presented for the April 29, 2019 Board of Education Meeting.
3. - Operational Excellence
3.02 - Natural Gas Rate Renewal Pricing
Mr. Browne reviewed the District's natural gas purchasing history and propose a plan for next steps to renew a natural gas rate when the current contract expires at the end of June 2019. At the end of June 2019, the district's current energy service agreement will expire with Centerpoint Energy for the supply of natural gas. The district has used Centerpoint Energy to supply natural gas since December 2000. The administration is meeting with the account executive, Eric Rodriguez, to review performance and prepare for a renewal based on initial purchase design and pricing estimates.
3.03 - FY20 Budget Development
Mrs. Bradford provided an update and overview of the work being done in preparation for the development of the FY20 school year budget and the development of a draft preliminary budget.
Efforts have begun on the FY20 budget development process. The next major step is the development of a preliminary draft budget.
This preliminary draft budget will incorporate the following components: salary increase projections currently set at 2% for all employee groups for FY20; employee benefit expenses set at a 0% increase; building budgets initially set at a 0% increase; department budgets initially set at a 0% increase; and Levy estimates updated to account for the final 2018 CPI of 1.9%
Several major variables have yet to be finalized which will have a significant impact on the finalized draft budget. They include: Levy Allocations; Evidence-Based Funding (EBF) Allocations; State Categorical Payment Schedule; Federal Grant Funding; Transportation Costs; Salary & Benefit Impact of FY20 FTE Changes; Minimum Wage Impact; Special Education Spending; Strategic Initiative Funding; and Capital Expenditures.
Important dates for the development of the FY20 Budget are: April 29, 2019 FY20 Draft Budget Development; May 20", 2019 FY20 Draft Budget Finalization, June 24", 2019 FY20 Tentative Budget Hearing; June 24, 2019 FY20 Tentative Budget Approval; June 24th, 2019 Presentation of updated draft 5 year projections; September 23, 2019 FY20 Final Budget Hearing; and September 23, 2019 FY20 Final Budget Approval.
3.04 - FY19 Amended Budget Update
Illinois school districts are required to approve a tentative amended budget as part of completing an amended budget. The amended must be placed on display for public review prior to holding a hearing on the finalized amended budget before the end of the school year.
Mrs. Bradford lead a brief discussion regarding a proposal to amend the 2018-2019 budget to account for Health, Life Safety capital expenditures. The original FY19 budget assumed that this spending would take place in FY20; however, the completion of all Priority A projects was accelerated; so those costs will now be incurred in FY19.
The only area of proposed change to the FY 19 Tentative Amended Budget is to add $100,000 of capital spending to Fund 90 - Fire Prevention & Safety Fund related to Priority A Health/Life Safety projects. Some of the significant projects to be completed are exit door modifications, fire detector updates and storage room modifications.
The original engineering estimated costs to complete all Priority A Health/Life Safety items was $638,420. However, based on performing some of the work with in-house personnel and by using existing supplies for the first three buildings (ACES, BBES & GRES), Mr. Pat Browne, Buildings & Grounds Director, continues to believe that his department will be able to complete all Priority A items for approximately $100,000 by June 30", 2019.
3.05 - FY20 Residency Verification Process Update
Last year, the Board approved a new comprehensive residency policy in addition to the use of Thomson Reuter's CLEAR product to perform the district's first all-family residency verification process. During the 2018-2019 residency verification process, approximately 10 families and 14 non-resident students were specifically identified as not residing within the Yorkville District 115 boundaries. As a result, these students were not allowed to attend District 115 schools for the 2018-2019 school year. Additionally, the administration believes that the implementation of the all-district residency check has likely discouraged many other non-district families from attempting to register their students in District 115 schools.
The Administration implemented the following process improvements as a result of lessons learned during last year's initial residency verification process: worked more closely with IT to thoroughly review the list of all K-11th grade registered students to ensure all duplicates were removed and families run only once prior to the batch process being run; worked closely with IT and building personnel to ensure that all students from any families identified as potential residency exceptions are properly linked together in eSchool and accurately captured in the verification process; and started the process in mid-March this year (rather than mid-late May last year) to ensure that all follow-up communication with families can be completed before the end of the current school year.
Our revised process resulted in running 3,752 individuals through the CLEAR batch process. Four hundred thirty-eight individuals came back with no available best known address, so when available, the second guardian was run through the CLEAR process to take an additional step to attempt to verify residency for those families. Additionally, for any guardians who came back with a non-matching best known address, Business Office personnel looked up the tax bill for the property as an additional step to verify residency for those guardians/families.
After extensive analysis, residency could still not be verified for 400 guardians/families. Of those individuals, 58 were able to be cross-referenced to our list of families in eSchool whose residency was verified last year via a lease. Seventeen of those families had current leases on file with expiration dates after the beginning of the 2019-2020 school year, so those families were considered to be verified. However, 31 of those families had leases with expiration dates before the beginning of the 2019-2020 school year, so those families will be sent lease update letters and must re-verify their residency before their student(s) will be eligible to attend school in the 2019-2020 school year.
Business Office personnel reviewed family records in eSchool to ensure that all students in families for which residency could not be verified were accurately identified and included on our exception list. The exception lists were shared with school leaders for review and approval prior to letters being sent to families to ensure that there were no extenuating circumstances as to why a residency verification letter should not be sent to one of their families.
After building approval, residency verification letters will be sent the week of April 8th to any guardians whose residency could not be verified. Business Office and Building personnel will work with these families during April and May to attempt to verify residency. Families will be reminded in the letter that their student(s) will not be allowed to attend any Y115 schools in the Fall until their residency can be verified. Teacher assignments will not be provided to elementary students and class schedules will not be provided to secondary students until the appropriate residency documents are obtained by the district.
3.06 - Wellness Policy Administrative Procedure Update
On July 29, 2016, the USDA Food and Nutrition Service finalized regulations to create a framework and guidelines for written wellness policies established by school districts. The final rule requires school districts to develop a revised local school wellness policy and related administrative procedures that meet the minimum local wellness policy requirements set forth by the U.S. Department of Agriculture.
Administration worked in collaboration with the district Food Service and Wellness Committee members to review Policy 6:50 - School Wellness. The district Food Service and Wellness Committee is composed of district parents, administrators, staff and the district Aramark Food Service Manager. The committee members reviewed the Illinois State Board of Education's Local Wellness Policy Administrative Procedures template for schools and tailored that template to meet the district's specific wellness needs and goals.
To ensure there was both community and staff involvement in the revision of the administrative procedures for Policy 6:50 - School Wellness, the revisions and recommendations were discussed at a number of different district meetings, including a Parent-Teacher Organization Committee meeting, a Citizens Advisory Council meeting and at a number of Council of Instructional Leader meetings.
The new administrative procedures for Policy 6:50 - School Wellness include the following sections: Preface, Wellness Policy Committee Members, Wellness Policy Committee Responsibilities, Purpose, Definitions, Nutrition Standards, Nutrition Education, Nutrition Promotion, Physical Activity and Other School-Based Activities.
Significant updates/changes to the district's administrative procedures for Policy 6:50 - School Wellness are highlighted below.
Other Foods and Beverages
The following policy refers to all foods and beverages provided, but not sold to students. District 115 will prohibit the use of food as a reward or as part of a celebration, if it is not curricula related. Providing alternatives to food as a reward promotes healthier habits by reducing exposure to less nutritious food items and by reducing the amount of calorie dense food items consumed at school (e.g., cakes, cookies, candy, etc.). This helps children develop improved food preferences and hunger cues to carry them throughout life.
Schools will implement non-food rewards and celebrations, if it is not curricula related. Examples of alternative celebrations can include the following options: extra recess; eating lunch outdoors, school supplies; going to the lunchroom first; reading outdoors; listening to music while working; and dancing to music,
Fundraisers
Fundraisers promoting food and/or beverage items that are held on school campus (i.e., locations on the school campus that are accessible to students) during the school day (i.e., the midnight before to 30 minutes after the end of the school day) must meet Smart Snacks nutrition guidelines, as defined by the United States Department of Agriculture, However, District 115 may participate in infrequent exempted fundraising days, in which food and beverage items do not meet Smart Snacks standards, as District 115 sees fit. These exempted fundraising days shall not exceed nine days per school within one fiscal year. District 115 shall comply with the following procedures when managing exempted fundraising days: a school must receive permission to hold an exempt fundraising day from the District 115 Director of Business Services. The Director of Business Services will track exempted fundraising days per school to ensure that no school exceeds the nine exempted fundraising days per fiscal year.
3.07 - Contract Renewal for Soda Services
District 115 proposed to renew the current Coca-Cola vendor soda contract for one additional year at the current 2018-2019 terms. The contract terms include an annual $1,000 sponsorship payment from Coca-Cola to District 115, District 115's choice of $600 of free Coca-Cola products, and a 24% commission rebate paid to District 115 for all Coca-Cola products sold at District 115 facilities.
3.08 - Bus Safety Stop Arm Camera Update
District 115 administration provided information related to the recently approved stop arm cameras: review of year-to-date reported stop arm violations summarizing which have been captured via stop arm cameras versus violations that have been reported from bus driver observation. Currently we have a total of 129 violations.
4. - Adjournment:
The meeting was adjourned at 7:53 p.m.
https://docs.google.com/viewerng/viewer?url=https://www.y115.org//cms/lib/IL02000949/Centricity/Domain/31/April+8.pdf
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