Board hears scene‑shop and baseball/softball project updates; trustees asked to fund architectural design

Sycamore Community City school district staff updated the board on several facility projects and asked trustees to approve the next step in design for a high‑school scene shop addition.

Superintendent Mr. Lewis and facilities staff reported the baseball/softball Phase 1 project is proceeding to a Construction Manager at Risk (CMR) procurement after guidance from legal and the state auditor’s office. The district issued a request for qualifications and plans to shortlist firms the week of Feb. 17 and expects technical proposals in March. Lewis said permitting and other work continue while the procurement proceeds.

Scene shop and bus‑lot circulation: facilities staff described two components of a proposed scene‑shop project at the high school: (1) reengineering the pedestrian path from the bus lane to door 18 (and door 17 at the lower level) to address sidewalks that currently narrow to a single path, and (2) adding a scene‑shop addition to the theater. The addition was not included in the bond package and has an early order‑of‑magnitude cost estimate discussed in the presentation; staff reported the schematic design and a $60,000 architect‑services request needed to develop full construction drawings and an accurate cost estimate. The board was told funding past schematic design has not been determined and would be brought back for approval.

Timeline and phasing: staff said the scene‑shop/door improvements are expected to be roughly a nine‑month construction effort once fully approved and funded; one staff estimate projected a completed project in May 2026 if design work started in January 2025 and approvals and bidding proceed without delay. Board members emphasized caution about rushing construction and noted the complexity of working around the bus circulation and other active campus spaces.

Budget and next steps: Lewis and facilities staff told trustees remaining bond funds could cover some of the work; the $60,000 would fund architect services to produce 100% construction drawings and a definitive cost estimate. Staff requested the board consider that $60,000 authorization at a future meeting; trustees asked that the item return for formal approval once detailed cost estimates and funding sources (including potential capital improvement or ballot options) were clearer. Staff also flagged that major decision points remain and the district’s overall capital plan and 5‑year financial forecast should be considered before committing significant funds.

Capital improvement plan and playgrounds: the board was briefed on a planned deep‑dive capital improvement study (the district is partnering with Bradley Payne and 4 Seasons) to assess 10‑year needs for roofs, mechanical systems, windows, playground ADA upgrades and other deferred maintenance. Staff noted the district is responsible for a large real‑estate asset base, cited examples of multi‑hundred‑thousand‑dollar roof projects and said the study will help prioritize near‑term maintenance versus longer‑term improvements and support levy and capital planning.

Safety measures: staff described interim safety measures already in place at the high school (traffic‑flow signage and a school‑resource officer positioned near the bus lot during arrivals) and said architectural changes would aim to improve pedestrian circulation and safety.

Board comment and direction: trustees urged realistic timelines and recommended discussing the capital plan and financing at the district financial retreat so the board can weigh project timing and levy options together. No formal funding vote for the $60,000 design contract was taken at this meeting; staff will return with a formal request and detailed funding options.

Provenance: facilities updates and dialogue appear under the superintendent’s facilities agenda item in the meeting transcript.