East Central Reporter

Charleston Community Unit School District No. 1 Board Education met Wednesday, Dec. 21.

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 December 21, 2016

The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties, Illinois met in regular session on Wednesday, December 21, 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 Scott Clarke Jason Coe

The following board member was absent:

Kevin Oakley

The following staff members were present:

Jim Littleford, Superintendent Dean Keller, Financial Consultant

The following staff member was absent:

Todd Vilardo, Assistant Superintendent for Curriculum & Instruction

Visitors 11 and 1 Member of the Press

Mr. Littleford reviewed Addendum items to the board book which included:

Revised Board Agenda

Consent Agenda:

Appointment/Employment Request for a Family Medical Leave of Absence – Jefferson Elementary School.

Recommendation to transfer a 10-month secretary from a split assignment at Charleston Middle School/Jefferson Elementary School into a full time assignment at Charleston Middle School, effective December 14, 2016.

Recommendation to employ a full time special education 1:1 paraprofessional at Carl Sandburg Elementary School, effective January 3, 2017.

Recommendation to employ a full time special education program paraprofessional at Carl Sandburg Elementary School, effective January 3, 2017.

Recommendation to accept a letter of resignation from a School Health Care Professional at Charleston High School, effective January 6, 2017.

Superintendent’s Report: Item C. Correction to cost of crew cab pick-up truck $32,905 to $31,596.

Correction to liability for CUSD #1 to just over $5,000 to $3,714.66.Under Public, Staff Comments, Written Communication, President Miller asked if there were any requests or written communications to the Board of Education. Mr. Littleford reported that the district received four (4) Freedom of Information requests that were honored by the District.

1) Mr. Jared Rutecki of the Better Government Association requested copies of the Collective Bargaining Agreements, administrative contracts, 2016-17 school year budget, legal settlements, and payroll information. 2) Matt Hoffmann a researcher for the SEIU Local 73, requested information on CUSD #1 employees to include names, position, number of hours worked weekly, etc. 3) Ms. Gabriella Lauricell, Data Specialist of SmartProcure, requested an electronic record of purchase orders dated 2016-08-30 to current for CUSD #1. 4) Mr. Nathan Mihelich of the Illinois Retired Teachers Association requested the names, titles and email address of any teachers or administrators retiring in 2017.

President Miller asked if there were any requests from the Board of Education to remove any of the consent agenda items or addendum items for discussion. Hearing none, Mr. Littleford reviewed the items under Consent Agenda.

IV. Consent Agenda: Standard Items

A. Approve the minutes of the Regular Board Meeting of November 16, 2016. B. Approve the bills and payrolls for the month of November 2016. C. Approve the Activity Fund Accounts for the CUSD #1 attendance centers, period ending November 2016. D. Approve the summary of revenues and expenditures year to date as presented by Financial Consultant Dean Keller.

VI. Consent Agenda: New Business

A. Approve the 2017-2018 Charleston High School Curriculum Guide. Following board approval, the guide will be placed on the CHS Webpage.

B. Deny a Serious Safety Hazard Findings application #1-16-02, for a student attending Charleston High School and a student attending Charleston Middle School. The application will be submitted to the Department of Transportation for final review.

C. Grant 295 (two hundred ninety-five) gifted sick leave days to Deborah Thoren, LBS1 teacher at Charleston High School.

VII. Consent Agenda: Appointment/Employment

Accept a letter of retirement from Deborah Thoren, LBS1 teacher at Charleston High School, effective at the end of the 2021-2022 school year. This retirement is subject to the provisions of district policies and state law.

Accept a letter of resignation from DeAnna McGrath, a special education 1:1 paraprofessional for student #81500 at Carl Sandburg Elementary School, effective at the end of the day on November 30, 2016.

Approve the transfer of Michele Strohl into the position as a special education program paraprofessional at Carl Sandburg Elementary School, effective January 3, 2017.

Approve the transfer of Tammy Eads into the position as a Title 1 paraprofessional at Carl Sandburg Elementary School, effective January 5, 2017.Approve the employment of Angela Ashworth-Drum as a full time special education 1:1 paraprofessional for student #81500 at Carl Sandburg Elementary School, effective January 3, 2017. This employment was contingent upon receipt of all required paperwork and the continued educational needs of the student.

Approve the employment of Whitney Thomason as a full time special education paraprofessional at Mark Twain Elementary School, effective January 3, 2017. Ms. Thomason will be assigned as a program paraprofessional in the morning pre-school session and ass a 1:1 paraprofessional for student #83174 in the afternoon pre-school session. This employment was contingent upon receipt of all required paperwork and the continued educational needs of the students.

Approve the employment of Austin Baker in the position as a crossing guard for Jefferson Elementary School, effective January 3, 2017. This employment was contingent upon receipt of all information required for employment.

Approve the employment of Craig Boone in the extra-curricular assignment as the Freshmen Boys’ Basketball Coach at Charleston High School during the 2016-17 school year. Mr. Boone will be placed on the salary schedule according to the terms and conditions of the Professional Negotiations Agreement. This employment was contingent upon receipt of all information required for employment.

Approve the employment of David Solis in the extra-curricular assignment as the Head Boys’ Tennis Coach at Charleston High School during the 2016-17 school year. Mr. Boone will be placed on the salary schedule according to the terms and conditions of the Professional Negotiations Agreement. This employment was contingent upon receipt of all information required for employment.

Approve the following individuals to serve as volunteer coaches at Charleston High School during the 2016-17 school year, contingent upon receipt of all information required for employment.

Jon Hanner Boys’ Basketball Kerry Gandy Wrestling

Approve the list of substitutes and volunteers for the district, effective November 7 – December 12, 2016.

Under Addendum Items

Consistent with board policies, grant a Family Medical Leave of Absence to Gina Meister, a 5th grade teacher at Jefferson Elementary School.

Approve the transfer of Kay Heath into the positon as a full time 10-month secretary at Charleston Middle School, effective December 14, 2016.

Approve the employment of Hollie Pryor as a full time special education 1:1 paraprofessional for student #82493 at Carl Sandburg Elementary School, effective January 3, 2017. This employment was contingent upon receipt of all required paperwork and the continued educational needs of the student.

Approve the employment of Elizabeth Dudley as a full time special education program paraprofessional at Carl Sandburg Elementary School, effective January 3, 2017. This employment was contingent upon receipt of all required paperwork and the continued educational needs of the student.

Accept a letter of resignation from Bretta Reed. Mrs. Reed is resigning from her position as a School Health Care Professional at Charleston High School, effective at the end of the day on January 6, 2017.President Miller recommended that the Board of Education approve items under V through VII inclusive on the Consent Agenda and in the Addendum. Mr. Jarrell moved and Mr. Coe seconded the motion.

On roll call vote:

AYE: Jarrell, Coe, Clarke, K. Miller, Daniels, R. Miller NAY: none Abstain: none Motion carried

Under the Superintendent’s Report: 2016 CHS Holiday Tournament Update CHS Athletic Director Jim Wood provided an update on preparation of the Girls’ Basketball Holiday Tournament at Charleston High School scheduled for December 27, 28, and 29, 2016. A tournament schedule was provided for board members review, (see official board book). Mr. Wood stated that three new teams would join the tournament this year: Danville, Pekin, and Canton. He noted that the Holiday Tournament was funded through the Trojan Booster Club. This year, Eastern Illinois University provided tournament programs and a banner. The Charleston Tourism Board provided a $1,000 grant toward the tournament and Unique Suites Hotel was providing a promotional. Mr. Wood commended the efforts of the committee and community in support of the tournament.

CHS Final Exam Schedule for First Semester In looking toward the end of first semester, Charleston High School’s final exam schedule was provided for board members review.

Monday, December 19 Tuesday, December 20 1st 9:00-10:15 EB 7:50-9:00 2nd 10:25-11:45 3rd 9:05-10:15 Lunch 11:45-12:30 5th 10:20-11:30 4th 12:40-1:55 Lunch 11:30-12:05 6th 2:05-3:20 7th 12:10-1:20

An Institute Day is scheduled for Wednesday, December 21 and students will not be in attendance. Classes will resume on January 3, 2017 to begin second semester of the 2016-17 school year.

Update/District Vehicle Mr. Littleford provided an update on replacement of the school district vehicle destroyed by fire in early fall. The district has $4,246.34 available from the insurance settlement and the Charleston Charitable Foundation has approved a grant in the amount of $30,000. He stated that the best available option is the purchase of a crew cab pick-up truck ($31,596) with a snow plow ($6,365). This vehicle could be utilized to pull equipment trailers, transport students, carry CUSD #1 staff for professional development opportunities, and be utilized by the Maintenance Department, which would reduce the liability for CUSD #1 to just over $3,714.66. Mr. Littleford recommended that with the 2016-2017 school year near the mid-point, it would be best to wait for the school year to conclude to determine if there was a need for another vehicle, such as a mini-van. If it is determined there is a need for an additional vehicle, CUSD #1 can again explore available grant options.

District Financial Software Program Mr. Littleford reported that the District received notification at the end of November that the current financial software company, DCR (Data Control and Research), will become non-existent after June 30, 2017. Educational Technology Director Mary Ann Pattenaude, Payroll/Bookkeeper Rachel Beever, Dean Keller, Todd Vilardo, Chad Burgett, and Mr. Littleford immediately began researching different options for replacing DCR. Due to the short time period DCR gave the district regarding their end of support and the fact that the district had previously evaluated Skyward Financial as well as the fact that the district uses Skyward Student Management, Mrs. Pattenaude scheduled a demonstration of Skyward’s new Financial software package which is called Qmaltiv (Q). This demonstration was held on December 15th for Central Office Staff. A decision is needed from the Board of Education regarding replacing DCR as soon as possible due to training and set-up time constraints and due to the end of support for DCR.Rachel Beever was in attendance at the board meeting and provided input on issues that have and can occur during preparation of payroll. There have been several times when she has been locked out of the DCR program and needed assistance from DCR in working through payroll deadlines. So going without support after June 30 is really not a good nor safe option.

Mary Ann Pattenaude provided a 4-year contract proposal at 0% interest from Skyward with a total amount of $103,935.00. This would be paid in installments of $31,920, $39,939, $16,038 and $16,038. Mrs. Pattenaude noted that Skyward has been great on the student side for making the required adjustments to meet Illinois requirements. Skyward has assured the district they will do the same thing on the Financial side as well. She also explained that Skyward would provide mandatory training sessions to District employees who will use the financial software during the implementation of the package.

Mr. Littleford stated that Skyward is the current provider of the Student Management software program and the District has looked into financial software package Skyward offers.

Mrs. Pattenaude also reported on a proposal for replacing 11 servers at CHS and CMS with a virtualized server and SAN storage solution. Through the end of December Cisco is offering a 3-year 0% interest free loan. The solution is costly but provides many benefits for the district including replacing the Skyward Student Management server and providing disaster recovery. The board had concerns about the cost with unknown state funding.

President Miller stated concern over the cost to implement a new financial program but understood that the District does not have a choice and must move forward.

Following discussion, the Board of Education concurred that the District should move forward with the proposal to implement the Skyward Financial package. The Board of Education agreed to wait until more funding is available to look into implementation of the virtualized server and SAN storage solution.

Pupil Transportation Bid Timeline Mr. Littleford reported that CUSD #1 was not planning for a one-year renewal of a bus contract with First Student Transportation Services. After review, it would be in the best interest of the district to bid out transportation services. Financial Consultant Dean Keller was working on the Request for Proposals(RFP). The tentative timeframe includes placing a legal notice in the paper and have the bid specifications available on January 10, 2017. A pre-bid conference would be scheduled for January 31, 2017, with the bid opening at 2:00pm on Tuesday, February 21, 2017. The award of contract to the successful bidder would be presented to the Board of Education at the March 8, 2017 meeting.

Mrs. Miller moved and Dr. Clarke seconded a motion that the Superintendent’s Report was received by the Board of Education.

On roll call vote:

AYE: K. Miller, Clarke, Coe, Jarrell, Daniels, R. Miller NAY: none Abstain: none Motion carried

Moving to Old Business: New/Revised School Board Policy, Exhibits The following policy and exhibits have been on file for the required period. It was the recommendation of the superintendent that the Board of Education adopt Board Policy 2:125 and Exhibits as listed.

2:125 Board Policy Board Member Compensation; Expenses 2:125-Exhibit 1 Board Member Expense Reimbursement Form 2:125-Exhibit 2 Board Member Estimated Expense Approval Form 2:125-Exhibit 3 Resolution to Regulate Expense ReimbursementsMr. Jarrell moved and Mr. Coe seconded the motion.

On roll call vote:

AYE: Jarrell, Coe, Clarke, K. Miller, Daniels, R. Miller NAY: none Abstain: none Motion carried

Adoption/2015 Certificate of Tax Levy It was the recommendation of the superintendent that the Board of Education adopt by Resolution the 2016 Certificate of Tax Levy for Charleston Community Unit School District No. 1, with a total levy amount of $13,350,566. Mr. Coe moved and Dr. Clarke seconded the motion.

On roll call vote:

AYE: Coe, Clarke, Jarrell, K. Miller, Daniels, R. Miller NAY: none Abstain: none Motion carried

At 7:46pm, 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)

Dr. Clarke moved and Mr. Jarrell seconded the motion.

Mr. Littleford stated that board action will follow closed session to include:

- Transfer of Administrative Duties – effective July 1, 2017 - Transfer of Administrative Duties – effective July 1, 2017 - Establish/Assistant Principal/District Special Education Coordinator Position

On roll call vote:

AYE: Clarke, Jarrell, Coe, K. Miller, Daniels, R. Miller NAY: none Abstain: none Motion carried

At 8:09pm, Mr. Jarrell made a motion to reconvene from closed session. Dr. Clarke seconded the motion.

On roll call vote:

AYE: Jarrell, Clarke, Coe, K. Miller, Daniels, R. Miller NAY: none Abstain: none Motion carried

Transfer of Administrative Duties – effective July 1, 2017 It was the recommendation of the superintendent that Tim Keefe be transferred from his current position as the Charleston High School Assistant Principal to the position of Charleston Middle School Principal, effective July 1, 2017. Further, the superintendent recommended that Mr. Keefe be granted a two-year, twelve-month performance goals based contract for the 2017-2018 and 2018-2019 school years.

Dr. Clarke moved and Mr. Coe seconded the motion.On roll call vote:

AYE: Clarke, Coe, Jarrell, K. Miller, Daniels, R. Miller NAY: none Abstain: none Motion carried

Transfer of Administrative Duties – effective July 1, 2017 It was the recommendation of the superintendent that Patti Murphy be transferred into a full time Assistant Principal position at Carl Sandburg Elementary School, effective July 1, 2017. Mr. Jarrell moved and Mr. Coe seconded the motion.

On roll call vote:

AYE: Jarrell, Coe, Clarke, K. Miller, Daniels, R. Miller NAY: none Abstain: none Motion carried

Establish/Assistant Principal/District Special Education Coordinator Position It was the recommendation of the superintendent that the Board of Education establish a Jefferson Elementary School Assistant Principal/District Special Education Coordinator position, effective July 1, 2017. Mr. Jarrell moved and Dr. Clarke seconded the motion.

On roll call vote:

AYE: Jarrell, Clarke, Coe, K. Miller, Daniels, R. Miller NAY: none Abstain: none Motion carried

At 8:13pm, Mr. Coe moved to adjourn from the board meeting. Mr. Jarrell seconded the motion.

On roll call vote:

AYE: Coe, Jarrell, Clarke, K. Miller, Daniels, R. Miller NAY: none Abstain: none Motion carried

Charles Jarrell President Pro-Tem, Board of Education

Susan Daniels Secretary, Board of Education