April 15, 2024 at 6:00 PM - Regular Board Meeting

1. Call to Order of Regular Board meeting at 6:00 p.m.

2. Roll Call

3. Pledge of Allegiance:  Machesney Elementary students

4. Approval of Agenda

5. The Mission of the Harlem Consolidated School District, as a vital part of the community, is to help diverse learners realize their unlimited potential by providing an educational program dedicated to academic excellence and the development of strong character in a safe and respectful learning environment.

6. Approval of Board Meeting Minutes:  March 11, 2024

7. Jason Blume, Assistant Superintendent for Communications & Community Relations

7.A. Awards and Recognitions

8. Comments from the Community

9. Approval of Bills

9.A. Payables Summary

9.B. Voided Checks

9.C. Payroll Voucher(s)

9.D. Accounts Payable Warrants

10. Communications and Committee Reports

10.A. Evelyn Meeks, Secretary

10.A.1. Next Equity & Social Justice Meeting:  April 25, 2024 @ 4:30 p.m. (Harlem Administration Center, Board Room)

10.B. Aaron McKnight, Board member

10.C. Rebecca Carlson, Board member

10.D. Larry Smith, Board member

10.D.1. Next Education Committee meeting:  April 23, 2024 @ 4:30 p.m.

10.E. Megan Hastings, Board Member

10.E.1. Next Policy Committee Meeting:  April 22, 2024 @ 4:30 p.m.

10.F. Michael Sterling, President

10.F.1. Next Regular Board Meeting:  May 13, 2024 @ 6:00 p.m.

10.F.2. Recommendation to approve Committee of the Whole format for 2024-2025 Board & Committee meetings beginning with the month of July, 2024.

10.G. Kurt Thompson, Vice President

10.G.1. Next Business Services Committee meeting:  May 8, 2024 @ 5:30 p.m.

11. Administrative Reports

11.A. Dr. Michelle Erb, Assistant Superintendent for Curriculum & Instruction

11.A.1. Recommendation to approve Student Travel Requests:

11.B. Josh Aurand, Assistant Superintendent for Business & Operations, Chief School Business Official

11.B.1. Recommendation to approve Resolution Declaring Surplus Property:

11.B.2. Recommendation to approve Facility Requests:

11.B.3. Recommendation to accept February 2024 Treasurer's Report

11.B.4. Recommendation to award Bakery Bid to Alpha Baking Company for the 2024-25 school year at an estimated cost of $43,250.91

11.B.5. Recommendation to award Milk Bid for the 2024-25 school year to Prairie Farms at an estimated cost of $220,039.30 

11.B.6. Recommendation to renew bus washing agreement with Jarrod's Power Washing for the FY25 school year at a cost of $20.00 per vehicle 

11.B.7. Recommendation to award HHS Carpet Replacement Bid to Benchmark Flooring Inc. in th amount of $102,295

11.B.8. Recommendation to award HHS Reroofing Project Bid to McDermaid Roofing in the amount of $239,777

11.B.9. Recommendation to approve an agreement with Per Mar to update the monitoring system at the High School for a total cost of $33,444.06, paid with Title IV funds

11.B.10. Recommendation to approve an agreement with Midwest Events for rental of exhibitor booths for the career fair at Harlem High School on April 23, 2024, for a total cost of $3,741.60, paid with Title IV funds, and $650, paid with local funds for a total cost of $4,391.60

11.B.11. Recommendation to approve paying students for Internships

11.B.12. Recommendation to approve restructured job description for Help Desk Support Technician

11.B.13. Recommendation to approve contract renewal with Brecht's Database Solutions, Inc. for Embrace IEP & 504 platforms with website access for $17,963.60 for the FY25 school year funded by the IDEA Flow Through Part B Grant

11.B.14. Recommendation to approve a contract renewal with Northwestern Illinois Association (NIA) for Needs Assessment at a cost of $592,518 for the FY25 school year, funded by the IDEA Flow Through Part B Grant

11.B.15. Recommendation to approve an Independent Contractor Agreement with Speech Horizons, Inc. to provide private and parochial speech and language services for $100.00 per hour for 37 weeks at 24 hours per week for the FY25 school year at a total cost of $88,800, funded by the IDEA Flow Through Part B Grant and Pre-K IDEA Grant

11.B.16. Recommendation to approve a contract renewal with Sunbelt Staffing (VocoVision) for two (2) school psychologist services of 37.5 hours per week for 38 weeks at a total cost of $306,930.75 for the FY25 shool year, funded by the IDEA Flow Through Part B Grant

11.B.17. Recommendation to approve an agreement with Fastbridge-Illuminuate Education for a one (1) year subscription at a cost of $8,736 funded by IDEA Flow Through Part B 

11.B.18. Recommendation to approve a Resolution Authorizing Attorney Amy Silvestri to Intervene in Property Tax Appeal No. 2023-03935 for Property Index No. 08-29-378-004 for the year 2023

11.C. Dr. Shelley Wagner, Assistant Superintendent for Human Resources

11.C.1. Recommendation to approve Personnel Agenda & Addendum

11.C.2. Resignations

11.C.3. Recommendation to reduce full-time substitutes for 2024-2025 from twenty-six (26) to eleven (11) full-time substitutes.

11.D. Dr. Terrell Yarbrough, Superintendent

11.D.1. Freedom of Information Act Request (FOIA) submitted on March 27, 2024, by Barb Forster of Hupy & Abraham requesting information on a bus accident and the District's response dated April 4, 2024, with responsive documents.

11.D.2. Freedom of Information Act (FOIA) Request submitted by Databid on April 9, 2024, requesting bids and amounts for the projects: high school catwalk, high school re-roofing and 2024 chiller.

12. Consent Agenda

12.A. Approve Personnel Agenda & Addendum

12.B. Approve Student Travel Request(s)

12.C. Approve Facility Request(s)

13. ACTION ITEMS

13.A. Approve Committee of the Whole format for Board & Committee meeting dates for 2024-2025, beginning with the month of July, 2024.

13.B. Approve Resolution Declaring Surplus Property

13.C. Approve acceptance of February 2024 Treasurer's Report

13.D. Approve recommendation to award Bakery Bid to Alpha Baking Company for the 2024-25 school year at an estimated cost of $43,250.91

13.E. Approve Recommendation to award Milk Bid for the 2024-25 school year to Prairie Farms at an estimated cost of $220,039.30

13.F. Approve renewal of bus washing agreement with Jarrod's Power Washing for the FY25 school year at a cost of $20.00 per vehicle

13.G. Approve award of HHS Reroofing Project Bid to McDermaid Roofing in the amount of $239,777

13.H. Approve award of HHS Carpet Replacement Bid to Benchmark Flooring Inc. in the amount of $102,295

13.I. Approve an agreement with Per Mar to update the monitoring system at the High School for a total cost of $33,444.06, paid with Title IV funds

13.J. Approve an agreement with Midwest Events for rental of exhibitor booths for the career fair at Harlem High School on April 23, 2024, for a total cost of $3,741.60, paid with Title IV funds and $650, paid with local funds for a total cost of $4,391.60

13.K. Approve payment to students for internships

13.L. Approve restructured job description for Help Desk Support Technician

13.M. Approve a contract renewal with Brecht's Database Solutions, Inc. for Embrace IEP & 504 Platforms with website access for $17,963.60 for the FY25 school year funded by the IDEA Flow Through Part B Grant

13.N. Approve a contract renewal with Northwestern Illinois Association (NIA) for Needs Assessment at a cost of $592,518 for the FY25 school year, funded by the IDEA Flow Through Part B Grant

13.O. Approve an Independent Contractor Agreement with Speech Horizons, Inc. to provide private and parochial speech and language services for $100.00 per hour for 37 weeks at 24 hours per week for the FY25 school year at a total cost of $88,800, funded by the IDEA Flow Through Part B Grant and Pre-K IDEA Grant

13.P. Approve a contract renewal with Sunbelt Staffing, (VocoVision) for two (2) school psychologist services of 37.5 hours per week for 38 weeks at a total cost of $306,930.75 for the FY25 school year, funded by the IDEA Flow Through Part B Grant

13.Q. Approve an agreement with Fastbridge-Illuminate Education for a one (1) year subscription at a cost of $8,736 funded by IDEA Flow Through Part B

13.R. Approve a Resolution Authorizing Attorney Amy Silvestri to intervene in Property Tax Appeal No. 2023 03935 for Property Index No. 08-29-378-004 for the year 2023

14. Approve reduction of full-time substitutes for 2024-2025 from twenty-six (26) to eleven (11).

15. ANNUAL ACTION ITEMS:

15.A. Approve establishment of current Board policies as the 2024-2025 Board Policies until said policies are changed by the Board

15.B. Approve Robert's Rules of Order, Newly Revised 12th Edition as a procedural guide pursuant to Board Policy 2:220.

15.C. Approve 2024-2025 Board Committee Chairs/Co-Chairs

15.D. Approve 2024-2025 Board and Committee Meetings 

15.E. Approve Acknowledgement of Board Member Mandated Reporter Status.

15.F. Approve appointment of Joshua Aurand as District Treasurer.

15.G. Approve appointment of Due Process Hearings Officers:  Cathy Finley and Dan Phelps, as Alternate.

15.H. Approve appointment of Residency Hearing Officers:  Cathy Finley & Dan Phelps, as Alternate.

15.I. Approve Food & Nutritional Hearing Officers:  Cathy Finley & Dan Phelps, as  Alternate.

15.J. Approve appointment of Health Insurance Portability and Accountability Act of 1992 (HIPAA) Chief Privacy Officer:  Assistant Superintendent for Human Resources.

15.K. Approve appointment of Illinois Municipal Retirement Fund (IMRF) Agent:  Assistant Superintendent for Human Resources.

15.L. Approve appointment of Fair Labor Standards Act (FLSA) Compliance Official:  Assistant Superintendent for Human Resources.

15.M. Approve appointment of Employer Equal Opportunity Commission (EEOC) Officer:  Superintendent.

15.N. Approve appointment of Nondiscrimination Coordinator:  Assistant Superintendent for Human Resources.

15.O. Approve appointment of District Complaint Managers: Assistant Superintendent for Business & Operations, Assistant Superintendent for Communications & Community Relations, and Assistant Superintendent for Curriculum & Instruction.

15.P. Approve appointment of Appeals Officer for Free & Reduced Meals: Assistant Superintendent for Business & Operations

15.Q. Approve appointment of District Activity Accounts Manager: Assistant Superintendent for Business & Operations

15.R. Approve and adopt Policy 2:105 (Ethics and Gift Ban) Resolution in Compliance with State Officials and Employees Ethics Act (5 ILCS 430/1-1 et.seq.) as added by P.A. 93-615 and 93-617.

15.S. Approve Freedom of Information Act (FOIA) Officials:  Dr. Terrell Yarbrugh, Dr. Shelley Wagner, Josh Aurand, Kris Arduino, Pam Cook.

15.T. Appprove Open Meetings' Act Officials:  Kris Arduino and Pam Cook

15.U. Approve District Bullying Policy 7:180 to be submitted to IASB

15.V. Approve Resolution Authorizing Designated Depositories

16. Announcements and Discussion:  

17. Executive Session to discuss Employment of Personnel (5 ILCS 120/2(c)(1), Negotiations (5 ILCS 120/2(c)(2), Selection of a Person to Fill a Public Office ( 5 ILCS 120/2(c)(3), Pending Litigation (5 ILCS 120/2(c)(11), Student Discipline (5 ILCS 120/2(c)(9), Placement of Individual Students in Special Education Programs and Other Matters Relating to Individual Students (5 ILCS 120/2(c)(10), Purchase or Lease of Real Property for the Use of the District  (5 ILCS 120/2(c)(5), Setting of a Price for Sale or Lease of Property Owned by the District (5 ILCS 120/2(c)(6), Self-Evaluation, Practices and Procedures or Professional Ethics (5 ILCS 120/2(c)(16), Sale or Purchase of Securities, Investments or Investment Contracts (5 ILCS 120/2(c)(7), Security Procedures (5 ILCS 120/2(c)(8), Establishment of Reserves or Settlement of Claims as provided in Local Government and Governmental Employees Tort Immunity Act (5 ILCS 120/2(c)12), and Discussion of Lawfully Closed Meeting Minutes (5 ILCS 120/2(c)(21).

18. ACTION ITEMS AFTER CLOSED SESSION

18.A. Approve Memorandum of Understanding between Harlem Board of Education and Harlem Federation of Teachers and Harlem Federation of Support Staff regarding Transportation Employees Working Conditions

19. Adjournment