Rockford Sun

Belvidere Community Unit School District 100 Board of Education Business Services Committee met Oct. 1.

Here are the minutes provided by the committee:

Committee Members in Attendance: Committee Members in Attendance: Jorge Herrera, Jo Ann Armstrong, Kelli Balsman, Colleen Griffith, Wendy

Taylor and Cassandra Schug

Others in Attendance: Gene Perkins, Sean Winters

Meeting called to order at: 5:30pm

Committee Expectations:

● Address the Committee Chairs at the appropriate time as indicated on the agenda and follow the directives of the Committee Chairs to maintain order and decorum

● Identify oneself

● Conduct oneself with respect and civility toward others and otherwise abide by Board Policy, 8:30 Visitors to and Conduct on School Property

A.1. Strategic Plan Update - Goal 5 

Administration provided a review of the District's progress to achieve the goals of the strategic plan. The Business Service Committee focuses on Goal 5: Operational Resources. 

Monthly presentation, the District's scorecard, and the Schools' Scorecard provide key updates about the school district's progress to implement the strategic plan. 

For information only. 

A.2. PAC Sunday Use Request - The Studio, LLC 

The Studio, LLC has rented the PAC in previous years and has been great to work with. They respect the equipment, facilities, and practices of D100. The requested Sundays and holiday are for performances. Rental rates will apply, and Custodial support is required only on one of the Sunday dates requested. 

Committee agreed to move forward on Consent Agenda 

A.3. BYB Sunday Facility Use Request

BYB has requested the use of Belvidere High School Gym and Aux Gym  for each Sunday from January 5 through March 23. March 2 and 9 are specifically for tryouts whereas all other dates are for practice. 

In July 2024, the Board revised Policy 8:20-E2 to incorporate stronger clarification regarding the use of District facilities. As part of the revision process, Sunday use was clearly discouraged, and language was incorporated that the Sunday use should be for extenuating circumstances. In the case of extenuating circumstances, rental rates would be doubled on Sunday and custodial pay would be at the overtime rate. 

The administration has re-communicated to BYB the changes in policy language regarding Sunday use and that the request for practices on Sunday would not meet the criteria of "extenuating circumstances" allowing the use of the facilities on Sunday. 

The administration recommends the denial of the facility use application for BYB practice sessions on 1/5, 1/12, 1/19, 2/2, 2/9, 2/16, 2/23, 3/16, and 3/23 and recommends consideration for approval of BYB to use the facilities on 3/3 and 3/9 for tryouts. 

Committee agreed not to allow Sunday use unless it’s a one-time event versus a reoccurring use. Outdoor space for BYB is still available for use via facility ground use application.

A.4. Belvidere Bandits Wrestling Sunday Facility Use Request The Belvidere Bandits Wrestling Group has requested the use of Belvidere North High School on Sunday, December 1, 2024, to host a wrestling tournament. The rental request would be classified as a Class III rental per the Facility Use application. 

CLASS III: REDUCED RENTAL RATES 

1. School facilities used by community groups for profit, and where such profit is used by the group for the advancement of the group. 

2. School facilities used by community athletic programs, which charge fees or admission and proceeds from such charges, are used by the program. 

3. School facilities used by organized unions and business groups within the community for the purpose of entertaining children or members of such groups. 

4. School facilities used by schools of surrounding area school districts. 

For Sunday Rentals, rental rates are doubled and custodial charges are computed at an overtime rate. For reference, Class III rental rates for a high school gym are $200 for the first two hours and $100 for each additional hour. The estimated rental (not inclusive of custodial charges) would be $2,000 (10 hours x $100 per hour x 2). There would also be an additional charge for chair set up if requested ($50 for the first 200 chairs and $25 for each additional $100 chairs).

Committee recommended moving this request forward to Consent Agenda because this represents a one-time event.

A.5. Intergovernmental Agreement between Winnebago CUSD 323 and Belvidere CUSD 100 

The family of a Belvidere High School student is requesting that District 100 enter into an Intergovernmental Agreement (IGA) with Winnebago CUSD 323 that would allow their student to participate in the non-IHSA Winnovation Robotics Team. Currently, District 100 does not have a Robotics Team in either of our high schools. 

The family is not requesting the District incur any costs associated with the IGA and will provide their own transportation associated with the participation. Further, the family has provided a written statement confirming any costs incurred by their student's participation with Winnebago CUSD 323 Winnovation Robotics Team will be paid by the family. 

Committee recommended moving forward to Consent Agent. 

A.6. Fuel Bid 

D100 released an Invitation to Bid in August for two fuels, gasoline and diesel that we use for district vehicles and buses. What had the most weight in awarding the bid was the diesel response due to the average annual amount of diesel (117,000 gallons) compared to gasoline (27,000 gallons). 

Conserv FS had the best diesel price when adding in the taxes, they were .2078 cents less a gallon than the next response and only .01873 cents more than the lowest gasoline response. This is for the 24-25 school year and we will release another ITB next summer. 

This is recurring and the Committee agreed to place the Conserv FS bid on Consent Agenda.

A.7. Excess Property Disposal 

Facilities provided a list of outdated furniture and equipment to be disposed of. 

Place on Consent Agenda 

A.8. Annual Maintenance Grant 

D100 is applying for the annual $50,000 matching Maintenance Grant which was just released. The district continues their commitment to restore roofs throughout the district with BHS being the selected building. We have also selected to repair/replace the panel caulk joints at Central Middle School as we are at the 20-year point. As part of the grant process, the Board needs to approve this project for us to apply for the grant which is due in December. We are budgeting up to $140,000 of which $50,000 would be grant funded. 

Place on Consent Agenda to apply for the grant.

Next Meeting Date: November 12, 2024 

Meeting Adjourned at: 6:10pm

https://go.boarddocs.com/il/district100/Board.nsf/files/D9NHM7491E4E/$file/October%201%2C%202024%20Business%20Services%20Committee%20Meeting.pdf