More to Discuss at Committee of the Whole

The Blue Demons have a shipping container on school district property that currently is being used as their concession stand. 

The Demons have been using a portable generator for electricity but would now like to add an underground power line to the shipping container on school property. There’s currently no formal agreement between the school district and the Demons for use of school property. Since it’s on school property, the school district would be responsible for obtaining all necessary permits and pay for installation work up front, with the Demons reimbursing the district.

The thought process was to get an actual agreement on the books. 

Business manager Adrian Fulgencio confirmed the electricity would be metered directly to the Demons, and they also would pay ComEd directly. 

Board member Tim Stoub asked how the district got here without an agreement in place, and Fulgencio said it was a great question. 

The shipping container has been there a few years, with no agreement in place and no liability or certificate of insurance provided to the district.

Fulgencio said, “We believe before any work takes place, we want a formal agreement in place.” Supt. Brandon Owens concurred and added that even if there’s no work completed, the district should still have an agreement in place.

Stoub inquired if the Demons would provide revenue to the district, and Fulgencio noted it can be added to the agreement if that was the board’s desire.

The Demons do provide some maintenance to the field, although Building and Grounds Director Mike SIngleton also would like to clarify what’s being done and when. He is planning to meet with the Demons soon to iron the maintenance schedule out.

Board member Dawn Love explained she was concerned about insurance and, as Biddy Ball President, she had to provide proof of insurance.

Fulgencio said they will get an agreement in place for board review. Board member Jennifer Moe said she had no problem with the Demons installing the electricity. Stoub added the Demons should be notified that an agreement probably can’t get approved till into their season, since there’s no July meeting.

Piece meal away

Director Singleton attended the Committee of the Whole to ask the board for approval to break up some larger repair bids to avoid going to public bid and in the interest of getting it done this summer.

Singleton’s approval threshold before board approval is $50,000. Each of the projects itself fell under that limit but together, the total was more.

Board member Ashley Stachniak asked if a better price can be achieved through combining projects, and Singleton replied not necessarily. Singleton said he built relationships with vendors and has a working relationship with Murphy Construction out of Burr Ridge. Singleton sold Murphy by touting their fast, efficient work that often comes under budget.

Singleton had an audit completed on all concrete and asphalt areas in the district for $3,000. He asked to be allowed to complete the smaller one off projects, without going to bid.

Stoub asked if the projects were bundled and would they wind up going with Murphy anyway. Singleton said he’d bet Murphy would come in the lowest. Singleton also said that if he’s allowed to go with Murphy this year, in the interest of saving time, he will make sure he has an overall site evaluation and prepare for bid.

Stachniak said it was a hard no for her. “I don’t feel comfortable taking taxpayer dollars and hiring a company you have a past relationship with, without going to bid.” She added she was surprised the only options explored for the mobile classrooms at PJHS were options that cost the district money.

“Why aren’t we keeping it local?” Stachniak asked. She added there’s asphalt companies in the district area that have children who attend the district. “I don’t think giving you the ability to pick which jobs you want and a company that you have a relationship with to do jobs here is fiscally or ethically responsible.”

Stoub asked how long the time frame would be pushed back, if going to bid? Singleton said he’d like to get the patchwork jobs done this summer, adding that a teacher fell on a basketball court. He also said he has money left in this year’s budget that he’d like to utilize to reset those capital projects for next year.

Stoub admitted he was biased, because he understood the perspective since he’s of a similar line of work at his day job, and he understood the approach. Stoub said he was okay with piece-mealing to avoid going to bid, but moving forward he’d like to see it advertised to the community.

“So the threshold is $50,000, but when you add up all Murthy’s projects that you want to hire them for, it’s $71,200, and you’re over that threshold,” Stachniak said and Singleton agreed. “My opinion is you’re piece-mealing it so Murphy can get the job without going to public bid, and I don’t think we should do that.”

Board member Mark Jones said he trusted Singleton, and he supported his approach. Stoub said he’d like to see jobs packaged moving forward.

Singleton said he knows the contractors from his previous area, but he doesn’t know the contractors here. He did say he’d take recommendations and would like to show he’s providing a value to the district.

Stachniak was unwavering and said that to show the value, Singleton needed to have other companies give a price and work the numbers the same way his preferred contractor did. “It’s not ethically responsible for you to go to one person and say ‘here’s a couple little jobs, give me a price, I’m going to go the board and see if they’ll let me do this’.”

Singleton countered that he has trusted vendors he utilizes and has built relationships with.

Stachniak said if the total is more than $50,000, it should go to public bid. Singleton again suggested if he brokered out concrete, seal coating, and other jobs at different times, it would fall under his $50,000 threshold, and he wouldn’t have to go to public bid. Stoub said he had confidence just because Singleton was asking the board. Singleton said he was looking to get it done now. Fulgencio added that going to public bid would extend the time to start till the end of June, and Singleton was looking to get it done during this budget cycle.

Board President Rick Uthe said he was fine with Singleton’s request also, but Stachniak added the total was even more. “You have three sections that say asphalt repair, so on top of the $71,200 you have earmarked for Murphy, there’s another $55,000 for asphalt repair. Who’s doing that?” Singleton said Murphy was, and Stachniak confirmed the total to be $126,200 and reaffirmed it should go to bid. 

Without another word from the board, Uthe confirmed they were okay with Singleton piece mealing the projects, and they moved on.

The board agreed to close a couple inactive accounts and consolidated library accounts. They also discussed policy updates for upcoming board action.

Also, administration had a meeting with the village regarding creek foliage and removal, and both taxing bodies will be getting bids to clean up the creek.