Charleston Community Unit School District No. 1 Board of Education met Wednesday, Oct. 19.
The regularly scheduled board meeting is 6:30 p.m. on the third Wednesday of each month at Central Office, 410 West Polk Street.
Here are the minutes as provided by Charleston CUSD No. 1:
Minutes of the Regular Meeting of October 19, 2016
The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties, Illinois met in regular session on Wednesday, October 19, 2016 at the Administration Building – 410 West Polk Avenue, Charleston, Illinois 61920
At 6:30 p.m., President Miller called the meeting to order and asked for roll call.
The following board members were present:
Ron Miller, President Charles Jarrell, Vice President Susan Daniels, Secretary Kelly Miller, Treasurer Jason Coe (arrived at 6:48pm) Kevin Oakley (arrived at 6:32pm)
The following board members were absent:
Scott Clarke
The following staff members were present:
Jim Littleford, Superintendent Todd Vilardo, Assistant Superintendent for Curriculum & Instruction Dean Keller, Financial Consultant
Visitors 14 and 0 Members of the Press
Mr. Littleford reviewed Addendum items to the board book which included:
VI. Consent – New Business Items VI. B, C, D, E, and F were out of order – correction noted.
VII. Consent - Employment Employment: Special education 1:1 paraprofessional at Carl Sandburg Elementary School, effective October 13, 2016. Special education 1:1 paraprofessional at Carl Sandburg Elementary School, effective October 20, 2016.
Under Focus on Students and Good News Reports, Mr. Littleford complimented the artwork provided by the Jefferson Elementary School students. Penny Hess is the art teacher.
Governor’s Proclamation – Principal Appreciation Week Mr. Littleford announced that the United States Congress has declared October as “National Principals Month.” Since 1990, the Governor of Illinois has designated the third full week of October as Principal Appreciation Week. Governor Rauner has proclaimed October 16 – 21 as Principal Appreciation Week culminating with Principal Appreciation Day on October 21st. Mr. Littleford presented the CUSD #1 Administrative team with a Proclamation signed by Governor Rauner as recognition of Principal Appreciation Week. Trevor Doughty, Tim Keefe, Chad Burgett, Rob Ulm, Kristen Holly, Patti Murphy, and Brandon Miller were in attendance to accept their certificates. Brad Oakley was not in attendance.
At 6:32pm, Kevin Oakley arrived at the meeting. Under Public Staff Comments, President Miller asked if there were any requests or written communications to the Board of Education. No requests were received.
Mr. Littleford reported that no requests were received for the Board of Education. However, the district received two (2) Freedom of Information Act requests. Both requests were honored by the district. 1) Robert Spencer requested a digital copy of the FY2015 financial audit, the projected annual sales tax dollar amount that the County School Facility Tax on the ballot would provide our schools, and any outstanding bond payment projections. 2) Mindy Ruckman, Illinois Policy Institute, requested information regarding the cost of workers’ compensation for Charleston CUSD #1 during school year 2009 to present.
Under Consent Agenda, President Miller asked if there were any items under the consent agenda that the Board of Education would like to remove to discuss in closed session. Hearing none, Mr. Littleford reviewed the items under Consent Agenda.
IV. Consent Agenda: Standard Items
Approve the minutes of the Public Hearing of September 21, 2016 and Regular Board Meeting of September 21, 2016.
Approve the bills and payrolls for the month of September 2016.
Approve the Activity Fund Accounts for the CUSD #1 attendance centers, period ending September 2016.
Approve the summary of revenues and expenditures year to date as presented by Financial Consultant Dean Keller.
At 6:48pm, Jason Coe arrived at the meeting.
V. Consent Agenda: Old Business
VI. Consent Agenda: New Business
FY2017 School Library Per Capita Grant Application Approve submission of the FY2017 School Library Per Capita Grant Program application to the Office of the Secretary of State.
2016 CHS Early Graduates Contingent that all graduation requirements from the State of Illinois and CUSD #1 have been met, grant permission for the students listed in the October 7, 2016 memorandum from Principal Trevor Doughty as early graduates from Charleston High School, effective at the end of the first semester of the 2016-17 school year.
CHS Media Center/Declaration of Surplus Inventory Declare referenced inventory from the CHS Media Center as surplus and available for disposal.
CHS Winter Guard/Declaration of Surplus Inventory Declare referenced inventory from the CHS Color/Winter Guard program as surplus and available for sale.
CUSD #1 Technology Department/Declaration of Surplus Inventory Declare referenced inventory from the CUSD #1 Technology Department as surplus and available for sale or disposal.
Overnight Trip Request/Charleston High School Choral Department Approve the overnight/out of state trip request from the Charleston High School Choral Department to travel to Kettering, Ohio to participate in the Kettering National High School ‘A Cappella’ Festival on November 11-12, 2016. The district will pay the festival fee, competition fee, travel, and substitute costs. The remaining cost will be covered by fundraising, music boosters, and individual students.
VII. Consent Agenda: Employment
Accept a letter of resignation from Cris Handley from her position as a special education 1:1 paraprofessional for student #81582 at Carl Sandburg Elementary School, effective at the end of the day on October 19, 2016.
Grant a Family Medical Leave of Absence to Amy Mann, a Spanish teacher at Charleston High School.
Grant a Family Medical Leave of Absence to Blair Dosch, a second grade teacher at Carl Sandburg Elementary School.
Accept a letter of retirement from Cindy Titus, Title 1 paraprofessional at Carl Sandburg Elementary School, effective January 4, 2017.
Accept a letter of retirement from Larry Miller, custodian at Carl Sandburg Elementary School, effective June 1, 2017.
Accept a letter of retirement from Judy Adair, Human Resource Secretary at Central Office, effective September 8, 2017.
Approve the transfer of Rebecca Paul into the position as a 1:1 special education paraprofessional for student #81582 at Carl Sandburg Elementary School, effective October 20, 2016.
Approve the employment of David Giffin in the extra-curricular assignment as an Assistant Speech and Drama Coach at Charleston High School during the 2016-17 school year. This employment was contingent upon the receipt of all information required for employment.
Approve the list of substitutes/volunteers for Community Unit School District No. 1, effective September 12 – October 11, 2016.
Addendum:
Approve the employment of Lynne Oliver as a full time 1:1 special education paraprofessional for student #81295 at Carl Sandburg Elementary School, effective October 13, 2016. This employment was contingent upon the receipt of all information required for employment.
Approve the employment of Laura Hawk as a full time 1:1 special education paraprofessional for student #21971 at Carl Sandburg Elementary School, effective October 20, 2016. This employment was contingent upon the receipt of all information required for employment.
President Miller recommended that the Board of Education approve items under IV through VII inclusive on the Consent Agenda and under the addendum. Mr. Jarrell moved and Mrs. Miller seconded the motion.
On roll call vote:
AYE: Jarrell, K. Miller, Coe, Oakley, Daniels, R. Miller NAY: none Abstain: none Motion carried
Under the Superintendent’s Report: Presentation/Update/SB100 Discipline SB 100 is a new bill passed by the Illinois Congress to be instituted this year for all public schools across the state. Its purpose was to decrease the number of out-of-school suspensions and expulsions levied toward students. Assistant Principals Tim Keefe and Patti Murphy gave a brief presentation on the history of SB 100 and how each school is approaching this new discipline procedure.
Mr. Keefe reported that under the requirements of SB 100, schools are encouraged to use non- exclusionary discipline measures prior to suspending students; suspensions and expulsions are to be used only for “legitimate educational purposes.” Schools must limit the number and duration of suspensions to the greatest extent possible. He provided board members with copies of a summary of requirements and of a sample of a short term and long term suspension letter revised to be in compliance with SB 100, (located in official board book). He noted that Charleston already has in place requirements under SB 100.
Mrs. Murphy reviewed the letter documents noting that rational and justification of duration of suspension was included in the letters. She stated that a behavioral plan must be prepared for students and followed before a student is suspended. She indicated that our district does work with students to achieve better behavior to keep them in school. One change from the law is that students cannot be suspended for an accumulation of points. Also, wording for ‘in-school suspension’ has been removed and replaced with ‘in-school detention’ or AER.
The Board of Education stated concern that patterns of disruption make additional challenges for the teaching staff and affects the other students in the classrooms.
2016 Illinois School Report Cards State and federal laws require public school districts to release School Report Cards to the public each year. Illinois districts must make their School Report Card information available to the public no later than October 31. Each School Report Card includes demographic, financial, and state assessment data. The Illinois State Board of Education has embargoed release of the School Report Cards for October 31. Following, the report cards can be accessed at: http://www.illinoisreportcard.com/. Mr. Vilardo indicated that he would send board members a draft of our “At-A-Glance” Report Card” as soon as information is available. In closing, Mr. Vilardo stated that the CUSD #1 Administrative Team will be sharing more information at the November board meeting.
Annual Status Report of the District’s Gifted Program In accordance with Board Policy 6:130, Assistant Superintendent Todd Vilardo provided a report on the status of the District’s gifted program. Mr. Vilardo stated that currently 179 students were in the GATE program. Mr. Vilardo acknowledged the work of the GATE Committee, which consists of teachers, administrators, and parents. The committee meets annually to review the design of the district’s gifted and talented program and offerings.
Update/District Suburban Financial Consultant Dean Keller has been researching options for replacement of the CUSD #1 suburban that was destroyed by fire. Mr. Keller provided an update and reviewed options with the Board of Education. Following discussion among the Board of Education, it was decided to hold off the research for the purchase of a used suburban until after Mr. Littleford applies for a grant with the Charleston Area Charitable Foundation to see if they will help fund the purchase.
County School Facility Occupation Tax Law Mr. Littleford announced that on November 8, 2016, the General Election will be held and Coles County voters will consider the County School Facility Tax (CSFT) to fund school facility costs and facility- related debt. As has been previously noted, Charleston CUSD #1 has permanently lost over $3.4 million due to prorated General State Aid since 2011, eliminated over 80 positions district-wide, and drastically cut school building budgets. Since the CUSD #1 Board of Education approved a Resolution placing the (CSFT) on the November ballot, community members have presented questions on how the additional money would be utilized in the Charleston Schools, should it be approved by the voters. District officials have been aware for some time that deferring maintenance was necessary to meet budgetary constraints. The Buildings & Grounds Committee identified building facility needs during the 2014-2015 school year. District leaders recently met with Buildings and Grounds Supervisor Bill Richardson to define immediate facility needs. Through a power point presentation, Mr. Littleford provided information on how additional monies would be utilized throughout the district, (power point presentation located in official board book).
Mr. Littleford stated that if the CSFT fails, funding for maintaining school facilities immediate needs would require additional operating cuts such as personnel and program reductions to possibly include the Gifted program, a technology assistant position, administration, teachers, maintenance position, and support staff. Or, he indicated that the district would pursue bond sales, or a combination of both. He stated that our community will tell us which way to go with the results of the election.
Discussion took place among the Board.
Mrs. Miller moved and Mr. Miller seconded a motion that the Superintendent’s Report was received by the Board of Education.
On roll call vote:
AYE: K. Miller, R. Miller, Coe, Jarrell, Oakley, Daniels NAY: none Abstain: none Motion carried
Moving to New Business: FY2016 CUSD #1 Audit Report Mr. Littleford invited Cleve Karch of Gilbert, Metzger & Madigan LLP to present the FY2016 Financial Report for Community Unit School District No. 1. A copy of the audit was provided in the board members information.
After introductions to the Board and audience, Mr. Karch presented an overview of the financial audit of school district records and reports for the 2015-16 school year. He announced there were no instances of noncompliance material to the financial statements of CUSD #1 disclosed during the audit. Mr. Karch reviewed two repeat audit findings and one new finding, which has been resolved, and all identified in the audit.
Finding #1: (repeat finding) Internal control weakness due to lack of expertise in preparing financial statements and disclosure in accordance with accounting standards.
Finding #2: (repeat finding) The fund expenditures within the Operations and Maintenance Fund exceeded the available cash within this Fund and the board did not take appropriate action to authorize an interfund loan from the Working Cash Fund.
Finding #3: (new finding) The District erronesously overstated Title 1 program costs for supplies and materials. Duplicate expenses were mistakenly reported on the expenditure reports filed by the district.
Mr. Karch reported that this was his last audit report presentation as he was retiring at the end of December 2016. At that time, he introduced Nick Sibenallar, who will be taking over in his position. Mr. Sibenallar stated that he has worked with Mr. Karch and has helped in preparing the audit for Charleston School District during his 16 years at Gilbert, Metzger and Madigan.
The Board of Education wished Mr. Karch well in his retirement.
It was recommended by the superintendent that the Board of Education accept the FY2016 Financial Audit as prepared by Gilbert, Metzger and Madigan, LLP.
Mr. Jarrell moved and Mr. Coe seconded the motion.
On roll call vote:
AYE: Jarrell, Coe, K. Miller, Oakley, Daniels, R. Miller NAY: none Abstain: none Motion carried
Approve Contractual Agreement/Section 125 Benefit Plan Provider It was the recommendation of the superintendent that the Board of Education by Resolution adopt a Section 125 Flexible Benefits Plan for CUSD #1 employees through American Fidelity Assurance Company, effective January 1, 2017.
Mr. Coe moved and Mr. Jarrell seconded the motion.
On roll call vote:
AYE: Coe, Jarrell, K. Miller, Oakley, Daniels, R. Miller NAY: none Abstain: none Motion carried
Health Life Safety Statement of Completion/Amendment #16 CMS Bleacher Replacement At the January 20, 2016 meeting, the Board of Education approved Health Life Safety Amendment #16, to remove and replace the existing bleachers in the gymnasium at Charleston Middle School. The total cost of the project was $108,434.44. It was the recommendation of the superintendent that the Board of Education approve the Statement of Completion for Health Life Safety Amendment #16 for work completed at Charleston Middle School.
Mrs. Miller moved and Mr. Jarrell seconded the motion.
On roll call vote:
AYE: K. Miller, Jarrell, Coe, Oakley, Daniels, R. Miller NAY: none Abstain: none Motion carried
At 8:15pm, 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)
Mr. Coe moved and Mr. Jarrell seconded the motion.
On roll call vote:
AYE: Coe, Jarrell, K. Miller, Oakley, Daniels, R. Miller NAY: none Abstain: none Motion carried
At 8:55pm, Mrs. Miller made a motion to reconvene from closed session. Mr. Coe seconded the motion.
On roll call vote:
AYE: K. Miller, Coe, Jarrell, Oakley, Daniels, R. Miller NAY: none Abstain: none Motion carried
At 8:56pm, Mr. Coe made a motion to adjourn from the board meeting. Mrs. Miller seconded the motion.
On roll call vote:
AYE: Coe, K. Miller, Jarrell, Oakley, Daniels, R. Miller NAY: none Abstain: none Motion carried
Ronald L. Miller President, Board of Education
Susan Daniels Secretary, Board of Education
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