West Cook News

Proviso Township High School District 209 Board of Education Finance and Facilities Committee met March 6.

Here is the minutes provided by the board:

The Board of Education Finance and Facilities Committee Meeting of the Proviso Township High Schools was held Thursday, February 6, 2020 in the Proviso Mathematics and Science Academy, Room 532.

1. Call to Order

The meeting was called to order at 3:47pm by Board Member Grant. Other attendees included: Board President Wagner, Paul Starck-King, L.T. Taylor, Angelo Calcagno, Ron Anderson, Tracy Miller, William Breisch, Robert Cox, and Perkins & Will representative: Michael Dolter; and Gilbane representatives: Joe Slattery.

2. Review of Prior Meeting Minutes

The prior meeting’s minutes (January 9, 2020) were reviewed – no changes were noted.

3. FMP Updates

Perkins & Will presented the results from the FMP Executive Committee meeting in reference to the West tunnel. Three options were considered and discussed at their meeting:

I. Replace tunnel cap/restore waterproofing on foundation walls $185,275

II. Demolish tunnel – provide new buried service chase $288,525

III. Contain the leak – install sump pumps $19,820

Option III was not advisable as a long-term solution. Option I will cost approximately $100K less than Option II; however, Option II is the best option per Gilbane and Perkins & Will.

This work was not included in the FMP. Paul Starck-King would like to see most of these costs covered by the district operational budget; thus, avoiding scope reduction. The tunnel work is separate from the sewer work. The Building Managers will be developing a Five-Year Operational Budget and this project’s funding will be included in year one (FY2021). PW will develop the scope, design, and timeline in order to present an information item to the Board in March and an action item in April. Paul Starck-King noted that per the FY2019 Audit, the O&M Budget was approximately $9.7M. HLS work should be paid form the district’s operational budget going forward.

4. Approval of Bids (Action)

Gilbane’s representative, Joe Slattery, presented the results of the bid opening held in the morning. He stated that a scope review meeting will be held at Gilbane on February 7th and 10th which will include the low bidders, Gilbane, PW, and building administration. There were no bidders for Site Utilities (31E); however, he stated the they had received a great price for the storm trap bid. Below is a breakdown of the bid packages – Phase 1; Sequence 1; Bid Release #1:

GILBANE SD ESTIMATES

02A DEMOLITION/ACM REMEDIATION $ 443,135

06A GENERAL TRADES EAST $1,581,717

06B GENERAL TRADES WEST $3,284,025

11A FOOD SERVICE EQUIPMENT $ 655,859

22A PLUMBING EAST & WEST $1,360,526

23A HVAC EAST & WEST $1,294,579

26A ELECTRICAL EAST, WEST & PMSA $1,176,559

31A SITE / PAVING WORK EAST $1,672,139

31B SITE / PAVING WORK PMSA & WEST $2,518,532

31C STORM TRAP PURCHASE EAST $ 555,782

31D STORM TRAP INSTALLATION EAST $ 778,095

31E SITE UTILITIES EAST, WEST & PMSA $ 727,091

TOTAL $16,048,039

The highlighted packages will be referred to as Phase 1; Sequence 1; Release #2 and made public on February 13th for a three-week period. The low bidders will be presented to the Board at their March meeting for action.

5. Capital Projects Transfer (Action)

The 5-year financial plan projects four years of $4,500,000 per year to complete funding of the $77,000,000 Facility Master Plan. Upon approval of this first of four annual transfers, the District will have an estimated balance of $68,446,348 available for Facility Master Plan projects (estimate based on the FY2019 audited financial statements).

The District Administration has published a PUBLIC NOTICE OF HEARING ON TRANSFER OF FUNDS concerning the intent of the Board of Education of Township High school District Number 209, Cook County, Illinois to transfer funds from the Educational Fund to the Operations and Maintenance Fund.

6. School Maintenance Grant (Action)

The School Maintenance Project Grant (SMPG) is a dollar for dollar state matching grant program providing awards up to $50,000 to grantees exclusively for the maintenance or upkeep of buildings or structures for educational purposes. There is approximately $44 million available for the FY 2020 Round 1 School Maintenance Project Grant. Grants will be approved up to the amount released by the Governor’s Office of Management and Budget (GOMB). Future application cycles will be open when funds are released. Proviso Township High School District 209 has several maintenance projects including the asbestos project management at both East and West that would qualify under this grant; therefore, the Administration will recommend that application be submitted. The FY 2020 Round 1 School Maintenance Project Grant application period is open in IWAS from Monday, December 9, 2019 to Friday, February 14, 2020 at 5:00 pm. All applications must be submitted in IWAS to the Regional Office of Education by Friday, February 14, 2020 at 5:00 pm, no exceptions.

7. PAEC Roof (Action)

PTHS D209 is a member of a special education joint agreement to provide special education services to our students that need these types of “low incidence” (i.e., less common) services. The purpose of the joint agreement is to combine D209 students needing specialized services with similar need students of other districts to achieve economies of instruction, opportunity and scale. Joint Agreements are used across the state to provide the appropriate “least restrictive environment” to students requiring specialized services.

The students participating in the PAEC program live within our district boundaries and are part of our student population. Therefore, D209 provides experienced PAEC teachers through its membership in PAEC and paid for through tuition billings and the sharing of PAEC operational costs with the other member districts. The payment of a proportional share of the financing bonds used to fund the project is an example of member shared cost. PAEC needs a complete replacement of their roof. Their roof bid opening is scheduled after the PTHS D209 Board meeting; therefore, it I recommended to pay D209’s share of the funding bonds in an amount not to exceed $1,305,000 in total debt paid over ten years as presented. This will be properly budgeted for FY21 (which is the fiscal year the payments will begin).

8. Registration Fees (Action)

The Student Fees for school year 2020-2021 reflect one change:

• AP Exam no show Fee $40.00

This is due to an increase in the cost from the College Testing Board for returned (unused) exams. Last year’s (2019-2020) changes were:

• Heart Rate Monitor Strap-Replacement $15.00

• Technology Fee $40.00

The District makes an effort to balance each fee against the goals and objectives of the District. Annual fee waivers or reduced fees are granted to those families who qualify under the Illinois State guidelines for financial aid.

9. Presentation of FY2019 Audit (Action)

The District’s financial records and processes are audited each year by independent auditors. The audit involves a systematic and independent examination of books, accounts, statutory records, documents and vouchers of the District. Betsy Allen from Miller Cooper & Co., Ltd. will be at the Board meeting on February 11, 2020 to summarize the audit.

10. IMET Distribution (Information)

The district received a memo from Paul Bellisario from the Proviso Township Treasurer’s Office (TTO) on December 17,2019. They had received the IMET Liquidating Trust Distribution #3 in the amount of $839,808.82 of which the district’s portion is 19.78% or $166,114.18. The memo stated that future distributions cannot be estimated as to the amount or receipt date.

On January 27th, the TTO sent to Paul Starck-King an email as a follow up. The district has received the following distributions:

• March 13, 2018 $ 19,724.27

• April 4, 2018 $ 15,779.42

• December 17, 2019 $166,114.18

TOTAL $201,617.87

Per the IMET Disclosure #43, to date, the IMET participants have received distributions of approximately 56% of the investment related to the First Farmers Repo.

11. Financial Reports

• Treasurer and Grant Reports: The Committee reviewed the December 2019 financial documents.

• Bill List: The bill list was reviewed by the Committee with no questions at this time.

12. Debt Service Extension Base (DSEB) Resolution (Action)

At the time the 2016 and 2018B Bonds were issued, the plan was to put a supplemental 2019 levy resolution on the Board agenda for February 2020. The supplemental levy is designed to capture the CPI growth in PTHS209’s Debt Service Extension Base (DSEB) before March 1, 2020. The new CPI (2.3%) figure came out in January 2020.

The District should adopt a supplemental levy resolution to capture both the 2019 and 2020 growth under one resolution and adopt and file that resolution in February of 2020. The supplemental levy resolution will increase the levies on the District’s outstanding Series 2016 bonds and Series 2018B Bonds by about $41,000. Those are the two outstanding limited bond series that have levies on file below the actual debt service coming due on such bonds.

The resolution will adjust the District’s bond levy to capture 2 years of CPI growth. Since debt payments in Levy Year 2020 and thereafter are effectively level, this will be a one-time action required by the Board. It will true-up the bond levy on file with Cook County to match the scheduled principal and interest payments on all this debt through final maturity.

13. Donation Acceptance (Action)

The following monetary/gift donations have been received by the District:

• Nike donated shirts, shoes, and basketballs with a monetary value of $7,610 for the 59th Annual Holiday Tournament

• Hinsdale Central donated (16) sets of football shoulder pads with a monetary value of $2,000

14. Building Updates – Wheelchair Lift

The Building Updates were reviewed by the Committee. L.T. Taylor addressed the wheelchair lift and explained that the cost to replace is over $47K; therefore, this must be bid. This should be replaced within 90 days.

15. New Business

• PMSA Parking Overflow: There was a recommendation from PW to extend the PMSA parking lot for overflow which would be located at the south end – car dealer area. This expense will be a part of the O & M budget for FY 2021.

• Transportation Expense for IB: Dr. Rodriguez requested that the Committee be made aware that the Five-Year Financial projections should include an additional expense of $300K for IB transportation costs.

• Des Plaines Trail – Forest Preserve: Board Member Grant informed the Committee of an opportunity to establish/improve running trails adjacent to East. This would benefit the school’s cross-country teams. A meeting will be held at the Franklin Park Police Department.

It was suggested that Board Member Grant be appointed Board Secretary Pro Tempore for the next meeting due to time sensitivity of documents to be signed.

16. Adjourn

The meeting adjourned at 5:13pm.

https://v3.boardbook.org/Public/PublicItemDownload.aspx?mk=50364506&fn=minutes.pdf