McHenry Times

Community Unit School District 300 Board Finance Committee met March 2.

Here is the minutes provided by the committee:

Members present

Joseph Stevens, Susan Harkin, Fred Heid, Jason Emricson, Jennifer Porter, Diane White, Dan Opels, Eberto Mora, Jayce Bolhous, Deb Mason, Lori Novak, Thomas Parisi and Claudette Russell

Guest: Mr. Mike Tennis

1. Call to Order

The meeting was called to order at 4:15 p.m.

1. 1. Closed Session

1. 1. 1. Motion to go into closed session for the purpose of reviewing and discussing the Internal Auditor’s findings, internal controls, identification of any potential risk areas in accordance with generally accepted auditing standards of the United States of America. 5 ILCS 120/2(c) (29), amended by P.A. 97- 318.

1. 1. 2. Motion to adjourn closed session

Closed session was adjourned at 4:46 p.m.

1. 2. Pledge of Allegiance

2. Approval of previous meeting minutes

The February 11, 2020, Meeting Minutes were approved as presented.

3. Discussion Items

3. 1. Disposal Items

Ms. Harkin presented the disposal report. The report will be brought to the board for approval.

3. 2. Donation

Ms. Harkin presented the Donation Report. The report will be brought to the board for approval.

3. 3. Treasurer's Report

Ms. Porter reviewed the January Financial report. Our finances are trending as we expected for this time of year. The report will be brought to the board for approval.

3. 4. 403(b)/457 Provider Agreement (Extension)

Ms. Harkin provided an overview of a proposed extension with Transamerica for the 403(b)/457 program at a rate of.215%. This is a drop of.01% since the original RFP.

The recommendation to extend the services with Transamerica will be brought to the board for approval. The recommendation will be brough to the board for approval.

3. 5. Athletic Training RFP (Extension)

Ms. Harkin reviewed the recommendation to extend the current contract we have for Athletic Training Services. The recommendation is based on pricing, level of service, and feedback from staff. The recommendation will be brought to the board for approval.

3. 6. Audit Services RFP

Ms. Porter reviewed the results for the Audit Services RFP. The Administration evaluated and interviewed the four lowest vendors to determine which firm would provide the best service according to the criteria that was developed in the specifications. A recommendation to award the services with a 5-year contract will be brought to the board for approval.

3. 7. Bus Lift Bid

Ms. Mason presented the results of the bids for the bus lift. The District received 4 vendor responses and 3 submittals. The Bid documents were evaluated, and references were confirmed. The administration will be submitting a recommendation to the board to award the bid as presented.

3. 8. Chromebook Cases Bid

Mr. Emricson presented the results for the bid for the Chromebook Cases. The administration will be bringing a recommendation to the board for approval of the bid as presented.

3. 9. Copier Equipment Replacement and Copier/Printer Maintenance RFP - (Extension)

Mr. Emricson presented the recommendation that will be brought to the board. The recommendation is to purchase 17 MFP to Ricoh and to extend the maintenance copier for one year.

3. 10. E-rate Category 1 & 2 RFP

Mr. Bolhous reviewed the responses for the E-rate categories 1 and 2. A recommendation will be brought to the board for approval to award the services for E-rate category 1 to Comcast and for Category 2 to CDWG.

3. 11. MIG Welder Bid

Ms. Harkin presented the bid results for the replacement of 16 welder units. These will be purchased over a two year period. The welding units are needed to support the Welding curriculum offered at Hampshire High School. A recommendation will be brought to the board to award the bid to Adams Steel Service & Supply Inc, McHenry, IL

3. 12. School District Data Addendum

Jason Emricson presented District Data Addendum. This addendum is for the safety and privacy of our students and families and will ensure our compliance with state and federal statutes. It has been developed and vetted by our legal counsel and will be used with all contracts for services that use student data. The recommendation will be brought to the board to approve the addendum as presented.

3. 13. Student Fees 2020-2021

Ms. Porter presented the Student Fees recommendation for 2020-2021. The recommendation is based on current fees and fee survey results from surrounding districts. It has been the District’s position to maintain a fee structure that is comparable to the average student fees for surrounding Kane County school districts. The administration is recommending that we maintain the 2019-2020 fees for the 2020-2021 school year but transition the transaction fees to the responsibility of the purchaser. This recommendation will be brought to the board for approval.

3. 14. Student Yearbook Contract (Extension)

Ms. White presented the recommendation to extend the contract for the student yearbooks. Our current vendor has favorable reviews at all levels of schools for yearbook services and has offered to hold their current pricing for the one-year extension. The recommendation will be brought to the board for approval.

3. 15. Uniforms - Custodial Bid (Extension)

Ms. White presented the recommendation that will be brought to the board for approval to extend our current contract for a one-year period.

3. 16. Waste & Recycling (Extension)

Ms. White presented one (1) year extension option that is being recommended. Groot Inc. has favorable reviews and has maintained a successful level of service for all sites. The recommendation will be brought to the board for approval.

3. 17. Tax Abatement Request

Ms. Harkin presented a proposal from a developer requesting a tax abatement for a development. Ms. Harkin will continue to gain further clarification and details to provide at the next meeting.

4. Public Participation

5. Announcements

The next Board Finance Meeting is scheduled for Tuesday, April 14, 2020, at 4:30 p.m.

6. Adjournment

The meeting adjourned at 5:34 p.m.

https://v3.boardbook.org/Public/PublicItemDownload.aspx?mk=50362217&fn=minutes.pdf