Staff members for the City of Charleston met Wednesday, June 15.
Here are the meeting minutes as provided by the City of Charleston:
Minutes of the Regular Meeting of June 15, 2016
The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties, Illinois met in regular session on Wednesday, June 15, 2016 at the Administration Building – 410 West Polk Avenue, Charleston, Illinois 61920
At 6:30pm, President Miller called the regular board meeting to order and asked Secretary Daniels for roll call.
The following members were present: Ron Miller, President Susan Daniels, Secretary Kelly Miller, Treasurer Scott Clarke Jason Coe Kevin Oakley
The following member was absent:
Charles Jarrell, Vice President
The following staff members were present:
Jim Littleford, Superintendent Todd Vilardo, Assistant Superintendent for Curriculum & Instruction Dean Keller, Financial Consultant
Visitors _14_ and _1_ Member of the Press
President Miller asked if there were any comments, questions or written communications. There were no requests for the Board of Education.
Under Public, Staff Comments or Questions, Written Communications, President Miller asked if there were any requests or written communications to the Board of Education. There were no requests received.
The Board of Education received an addendum to their board packets which included:
Recommended New Business X. A. Revised recommendation for Property and Casualty Insurance coverage. X. C. Correction to estimated cost of bid contract amount: $818,641.49 to $819,641.49
Mr. Littleford reported the district had received two (2) Freedom of Information Act requests that were honored by the district. 1) Morgan Polikoff, PhD.,Associate Professor of USC Rossier School of Education, in reference to mathematics and science textbooks that are currently used in Charleston CUSD #1. 2) Gabriella Lauricella, Data Acquisition Specialist of SmartProcure. This was a commercial request for electronic record of purchase orders dating 2016-02-17.
Under Consent Agenda, President Coe asked if there were any items under the consent agenda that the Board of Education would like to remove for discussion. No requests were received.
Mr. Littleford reviewed the recommendations under the consent agenda.
Consent Agenda: Standard Items
• Approve the minutes of the Regular Meeting of May 18, 2016.
• Approve the bills and payrolls for the month of May 2016.
Regular Meeting Minutes of 6/15/2016 Page 1
• Approve the Activity Fund Reports for the CUSD #1 attendance centers, period ending May 2016.
• Approve the summary of revenues and expenditures year to date as presented by Financial Consultant Dean Keller.
Following Mr. Keller’s report, Mr. Littleford reported that with the state’s ongoing budget stalemate, Charleston CUSD #1 schools will be able to open in August, but the district would have to borrow money to get through the 2016-17 school year. Mr. Littleford reported on a cash flow study that he and Financial Consultant Keller conducted on the position of the district if the state budget impasse continues. He said property tax revenue and budget reserves would be enough to get the school year started until March of 2017 where the district will run out of money. At that point, if nothing has changed at the state level, the district would have to borrow money to be repaid with next year’s property taxes. Mr. Keller noted that amount could be no more than 75% of what is expected from the taxes.
Mr. Littleford commented on a report that he read which indicated there may be some movement on a stop-gap budget for partial state funding, however, he did not know if that would include funding for K-12 education.
Consent Agenda: New Business
• Approve the Resolution (year 2016) Ascertaining the 2015 Prevailing Rates of Wages for Coles and Cumberland Counties. Note: the rates have not been updated by the Illinois Department of Labor since July of 2015, due to the State of Illinois not having a new budget in place.
• Certify that the annual review meeting with local First Responders took place on May 19, 2016.
Consent Agenda: Employment
• Accept a letter of resignation from Ellen Krcik as an LBS1 teacher at Charleston High School, effective at the end of the 2015-16 school year.
• Accept a letter of resignation from Regina Beals as an LBS1 teacher and Student Council Sponsor at Charleston Middle School, effective at the end of the 2015-16 school year.
• Accept a letter of resignation from Cristen Kimery as a special education 1:1 paraprofessional for student #81582 at Carl Sandburg Elementary School, effective August 2, 2016.
• Accept a letter of resignation from Jeff Marlo as an Assistant Boys’ and Girls’ Soccer Coach at Charleston High School, effective at the end of the 2015-16 school year.
• Accept a letter of resignation from Patrick Coulton as a volunteer Chess Coach at Charleston High School, effective at the end of the 2015-16 school year.
• Contingent upon finding a suitable replacement, accept a letter of resignation from Angie Buescher as the 7th grade Volleyball Coach and 7th grade Girls’ Track Coach at Charleston Middle School, effective at the end of the 2015-16 school year.
• Grant a Leave of Absence to Katie Kousma, a program paraprofessional at Jefferson Elementary School, beginning August 16, 2016 – May 23, 2017.
• Approve the employment of John Lidy as a full time Agriculture Teacher and FFA Advisor at Charleston High School beginning with the 2016-17 school year. This employment is contingent upon the receipt of all information required for employment.
• Approve the employment of Laura Decker as a full time classroom teacher at Carl Sandburg Elementary School beginning with the 2016-17 school year. Ms. Decker will be assigned as a 2nd grade teacher. This employment is contingent upon the receipt of all information required for employment.
• Approve the employment of Cristen Kimery as a full time classroom teacher at Carl Sandburg Elementary School beginning with the 2016-17 school year. Mrs. Kimery will be assigned as a 2nd grade teacher. This employment is contingent upon the receipt of all information required for employment.
• Approve the paraprofessional assignments for Charleston High School, Charleston Middle School, Ashmore Elementary School, Carl Sandburg Elementary School, Jefferson Elementary School and Mark Twain Elementary School, beginning with the 2016-17 school year.
• Approve the individuals listed to serve as coaches in the extra-curricular assignments at Charleston High School during the 2015-16 school year. Employment contingent upon the receipt of all information required for employment.
David Dunlap Head Girls’ Soccer Derrick Landrus Head Baseball Jim Miller Assistant Baseball Blain Mayhall Head Softball Hannah Dowling Assistant Softball (split salary) Amber Miller Assistant Softball (split salary) Justin Tomaska Head Girls’ Track Kaj Holm Assistant Girls’ Track Abigail Schmitz Head Boys’ Track Stephen Kuchefski Assistant Boys’ Track Juliane Sharp Musical Director Sean Hussey Head Girls’ Tennis Craig Boone Volunteer Freshmen Boys’ Basketball
• Approve the individuals listed to serve as coaches in the extra-curricular assignments at Charleston Middle School during the 2016-17 school year. Employment contingent upon the receipt of all information required for employment.
Derrick Landrus 8th Grade Boys’ Basketball Ben Pertl 8th Grade Girls’ Basketball Stephen Kuchefski 7th Grade Boys’ Basketball Jim Littleford Volunteer 8th Grade Girls’ Basketball Brenda Foster Student Council Sponsor
Dr. Clarke moved and Mrs. Miller seconded the motion to approve items under IV through VII inclusive on the Consent Agenda.
On roll call vote:
AYE: Clarke, K. Miller, Coe, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Under Old Business: Adoption FY16 Budget Amendment The budget amendment was placed on file for at least thirty days and the hearing for the budget amendment was conducted at 6:15pm, on June 15, 2016. It was the recommendation of the superintendent that the Board of Education adopt the attached resolution approving the FY16 budget amendment for Community Unit School District No. 1. Mr. Coe moved and Dr. Clarke seconded a motion.
On roll call vote:
AYE: Coe, Clarke, K. Miller, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Adoption/Revised Job Description – Crossing Guard The revised job description for the position of Crossing Guard has been on file for the required layover period. It was the recommendation of the superintendent that the Board of Education adopt the Job Description Duties and Responsibilities for the position of Crossing Guard as presented.
Regular Meeting Minutes of 6/15/2016 Page 3
Dr. Clarke moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Clarke, K. Miller, Coe, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Adoption/Board Policy & AP – 7:305 Student Athlete Concussions and Head Injuries It was the recommendation of the superintendent that the Board of Education adopt revised Board Policy 7:305, Student Athlete Concussions and Head Injuries; and Administrative Procedure 7:305-AP, Program for Managing Student Athlete Concussions, as presented on second reading. Mr. Coe moved and Dr. Clarke seconded a motion.
On roll call vote:
AYE: Coe, Clarke, K. Miller, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Recommended Action New Business: Award Bid for Property/Casualty Insurance Program The school district has contracted with Bushue Human Resources in Effingham, Illinois, to provide insurance consulting services with the district. A bid opening was held for the school district Property and Casualty Insurance program at 10:00 a.m. on May 18, 2016. The district received bids from five insurance agents.
Vanessa Smith and Kari Deters of Bushue Human Resources Inc., were in attendance and outlined for the Board of Education three bid proposals that would provide the best coverage for the District.
Ms. Smith highlighted each of the three package proposals and individual options. She indicated that in further review, the Prairie State Insurance Cooperative (PSIC) renewal for the Package & Worker’s Compensation and Brokers’ Risk for the Treasurer’s Bond seemed to offer the best coverage for the needs of the district. Ms. Smith stated that PSIC provided the highest umbrella coverage option for worker’s compensation in case of a ‘very catastrophic’ incident. Also, the PSIC proposal included a Pollution Liability coverage, which could be relevant because of the location of some of the district’s buildings. For example, Mr. Littleford indicated that the Administrative Office site is located on a former landfill. With a renewal with PSIC, Ms. Smith indicated that the district will be entitled to any equity in the Property & Casualty and Worker’s Compensation Loss Fund. The estimated total equity/dividends that the District could receive is $76,537. In conclusion, Ms. Smith stated that if the district approves the renewal with PSIC, the premium would reflect a savings of $72,944; which is 22.72% less than the expiring.
Based on the information from Bushue Human Resources Inc., the superintendent recommended that the Board of Education approve the renewal coverage of Property and Casualty Package and Worker’s Compensation with First Mid Insurance Cooperative (PSIC) as the carrier, and Treasurer’s Bond coverage with Broker’s Risk. Inception effective July 1, 2016 – June 30, 2017 in the amount of $248,091.00 and with an additional 2-year renewal commitment. Mr. Coe moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Coe, K. Miller, Clarke, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Award Bid for Long Term Disability Insurance Program Based on the recommendation from Insurance Consultant Steve Bushue, the superintendent recommended that the Board of Education approve a one-year renewal coverage of the Long Term Disability Insurance Plan with Clarence Miller Insurance Company with no change in premium or benefits. The yearly renewal date begins August 1, 2016.
Dr. Clarke moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Clarke, K. Miller, Coe, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Award Bid/Contract for Food Service Management Provider Community Unit School District No. 1 received bids for management services for the operation of the non-profit food service program for the 2016-2017 school year with an option for four additional one-year renewals. Bid proposals were opened at 1:30pm on May 25, 2016. ARAMARK Educational Services, LLC was the only provider to submit a bid proposal with an estimated cost of $819,641.49.
It was the recommendation of the superintendent that the Board of Education accept the bid proposal received from ARAMARK Educational Services, LLC to operate the food service program for Community Unit School District No. 1. This acceptance would be for the 2016-2017 school year with an option of the district for four additional one-year renewals. The effective date of the contract would be July 1, 2016. Dr. Clarke moved and Mr. Coe seconded a motion.
On roll call vote:
AYE: Clarke, Coe, K. Miller, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Award Contract/Copier Provider for District On June 7, 2016, Charleston CUSD #1 accepted bid proposals for an official ‘Copier Provider’ for a 5-year period to service all district buildings. Two companies submitted proposals: WATTS Copy Systems Inc., and Advanced Digital Solutions Inc. Financial Consultant Dean Keller and the superintendent reviewed the proposals received and recommends that the district award WATTS Copy Systems Inc., with a contract, effective July 1, 2016 – June 30, 2021.
It was the recommendation of the superintendent that the Board of Education award a 5-year contract with WATTS Copy Systems Inc., to serve as the official ‘Copier Provider’ for all district buildings, effective July 1, 2016 – June 30, 2021. Mr. Coe moved and Dr. Clarke seconded a motion.
On roll call vote:
AYE: Coe, Clarke, K. Miller, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Adopt Resolution/Interfund Loan - Working Cash Fund to the Transportation Fund The Charleston CUSD #1 Transportation Fund has insufficient funds available to pay transportation charges, due to the State of Illinois not issuing reimbursement payments in a timely manner. It was the recommendation of the superintendent that the Board of Education adopt a Resolution for an Interfund Loan between the Working Cash Fund and Transportation Fund in the amount of $200,000.
Dr. Clarke moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Clarke, K. Miller, Coe, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Regular Meeting Minutes of 6/15/2016 Page 5
Revised Job Descriptions – School Social Worker and School Counselor (first reading) It was the recommendation of the superintendent that the Board of Education adopt, in tentative form, the Job Descriptions for the positions of School Social Worker and School Counselor as presented. The tentative job descriptions will be placed for public review until final adoption at the July 20, 2016 board meeting. Mr. Coe moved and Dr. Clarke seconded a motion.
On roll call vote:
AYE: Coe, Clarke, K. Miller, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
New & Revised Proposed School Board Policies (first reading) It was the recommendation of the superintendent that the Board of Education adopt, in tentative form Board Policies, Administrative Procedures and Exhibits as listed on first reading. The tentative policies will be placed for public review until final adoption at the July 20, 2016 board meeting.
Deleted School Board Policy Administrative Procedure 6:170-AP3 No Child Left Behind Checklist
Revised School Board Policies/Administrative Procedures/Exhibits 2:160 Board Attorney 2:250 Access to District Public Records 2:250-AP1 Access to and Copying of District Public Records 2:250-AP2 Protocols for Record Preservation and Development of Retention Schedules 2:260 Uniform Grievance Procedure 2:260-AP1 Guidelines for Investigating Complaints and Allegations of Misconduct 3:40 Superintendent – Duties and Authority 3:50 Administrative Personnel Other Than the Superintendent 3:60 Administrative Responsibility of the Building Principal 4:45 Insufficient Fund Checks and Debt Recovery 4:50 Payment Procedures 4:175 Criminal Offender Notification Laws; Screening 5:40 Communicable and Chronic Infectious Disease 5:50 Drug- and Alcohol-Free Workplace; Tobacco Prohibition 5:120 Ethics and Conduct 5:120-AP1 Statement of Economic Interests for Employees 5:170 Copyright 5:180 Temporary Illness or Temporary Incapacity 5:270 Employment At-Will, Compensation, and Assignment 5:290 Employment Termination and Suspensions 6:40 Curriculum Development 6:120-AP1 Special Education Procedures Assuring the Implementation of Comprehensive
Programming for Children with Disabilities 6:280-AP Evaluating and Reporting Student Achievement 6:300E-2 State Law Graduation Requirements 6:310 High School Credit for Non-District Experiences; Course Substitutions; Re-Entering
Students 6:340 Student Testing and Assessment Program 7:50 School Admissions and Student Transfers To and From Non-District Schools 7:220 Bus Conduct 7:220-AP Electronic Recordings on School Buses 8:20 Community Use of School Facilities
Regular Meeting Minutes of 6/15/2016 Page 6
Dr. Clarke moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Clarke, K. Miller, Coe, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Establish Committee Membership – Board of Education The Board of Education discussed committee assignments for the 2016-17 school year and made assignments as listed.
Grievance Committee Charles Jarrell Parent Teacher Advisory Committee Jason Coe Health Insurance Committee Scott Clarke, Ron Miller Memorial Committee Jason Coe CEA/Administrative Committee Ron Miller, Jason Coe (alternate) EIASE Governing Board Susan Daniels Remaining Board Members (alt) Public Relations Committee Charles Jarrell ESP/Administrative Committee Charles Jarrell Ron Miller (alternate) Policy Committee Susan Daniels Buildings, Grounds, Equipment, Programs Ron Miller, Kevin Oakley Finance Committee Ron Miller, Kevin Oakley
It was recommended by the superintendent that the Board of Education establish committee membership for the 2016-2017 school year as discussed. Dr. Clarke moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Clarke, K. Miller, Coe, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Establish Part Time Employee’s/Substitute Salary Schedule for 2016-17 A Salary and Classification Schedule for Part-Time and Substitutes for the 2016-17 school year was presented to the Board of Education for consideration. It was recommended by the superintendent that the Board of Education lower the hourly wage for the position of Central Office Custodian to $12.92 and not to exceed 19 hours per week, and further, maintain the current wage level and classification for substitutes and part-time employees for the 2016-17 school year.
Dr. Clarke moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Clarke, K. Miller, Coe, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
At 7:28pm, President Miller recommended that the Board of Education adjourn into closed session to consider information regarding appointment, employment, compensation, and discipline of specific employees of the public body, including hearing testimony on a complaint lodged against an employee to determine its validity. 5 ILCS 120/2/(c)(1)
Collective negotiating matters between the District and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees. 5 ILCS 120/2/(c)(2)
Regular Meeting Minutes of 6/15/2016 Page 7
Dr. Clarke moved and Mr. Coe seconded a motion.
On roll call vote:
AYE: Clarke, Coe, K. Miller, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
At 7:43pm, Dr. Clarke moved and Mr. Coe seconded the motion to reconvene from closed session.
On roll call vote:
AYE: Clarke, Coe, K. Miller, Oakley, Daniels, R. Miller NAY: none Abstain: none Motion carried
At 7:44pm Dr. Clarke moved to adjourn from the board meeting. Mr. Coe seconded the motion.
On roll call:
AYE: Clarke, Coe, K. Miller, Oakley, Daniels, R. Miller NAY: none ABSTAIN: none Motion carried
Ronald L. Miller President, Board of Education
Susan Daniels Secretary, Board of Education
Alerts Sign-up