Charleston CUSD No. 1 Board of Education met Wednesday, Jan. 18.
Here are the minutes as provided by Charleston CUSD No. 1:
Minutes of the Regular Meeting of January 18, 2017
The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties, Illinois met in regular session on Wednesday, January 18, 2017 at the Administration Building – 410 West Polk Avenue, Charleston, Illinois 61920
At 6:30 p.m., President Pro-Tem Jarrell called the meeting to order and asked for roll call.
The following board members were present:
Charles Jarrell, Vice President
Susan Daniels, Secretary
Kelly Miller, Treasurer
Scott Clarke
Jason Coe
Kevin Oakley
The following board member was absent:
Ron Miller, President
The following staff members were present:
Jim Littleford, Superintendent
Todd Vilardo, Assistant Superintendent for Curriculum & Instruction
Dean Keller, Financial Consultant
Visitors 78 and 0 Members of the Press
Mr. Littleford reviewed Addendum items to the board book which included:
Revised Board Agenda
Correction to order: II. Focus on Students and Good News Reports
III. Public, Staff Comments or Questions, Written Communications
IV. Consent Agenda: Recommended Action Standard Items
B. Financial Reports
3. Approval/Financial Summary
The financial summary was included in board book, but inadvertently left off agenda. Mr. Keller will provide the financial summary report during the meeting. The summary will be approved by the Board of Education at the February 15, 2017 meeting.
Under Focus on Students and Good News Reports, the Board of Education recognized the Charleston Middle School 8th grade Girls Basketball Team and coaches. CMS Principal Chad Burgett announced that the Team competed in the IESA State Championship Game at Meridian High School on December 15, 2016 and captured the IESA 4A State Championship. The team finished the season with a 22-0 record. He congratulated the team and coaches for an outstanding season. Team members: Sydnie Bennett, Katarina Blasé, Hannah Buescher, Megan Garrett, Hannah Harpster, Shae Littleford, Reagan McGahey, Ashlynn McPeak, Shekina Moore, Baley Myerscough, Grace Spoonhour, Jasmine Stacy, Ava Stephens, Brylie Taylor-Lutz and Audry Ulm. Head Coach Ben Pertl and Volunteer Coach Jim Littleford
Under Public, Staff Comments, Written Communication, Under Public, Staff Comments, Written Communications, Mr. Littleford asked Financial Consultant Dean Keller to present the financial summary for January 2017.
Mr. Keller presented the financial summary for the month ending January 2017. He reviewed the revenues and expenditures to date noting the numbers were at the percentage expected for this time of year. So far, he noted that the state has paid 13.6% of the Education Fund categorical funds and 0% in
Transportation as of this report. Mr. Keller recommended that the district continue to monitor the Transportation Fund.
Mr. Littleford stated that since the Financial Summary was inadvertently left off the agenda, but was included in the Board packet, a recommendation to approve the January 2017 financial report will be presented at the February 15, 2017 regular board meeting.
President Pro-Tem Jarrell 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 December 21, 2016.
B. Approve the bills and payrolls for the month of December 2016.
C. Approve the Activity Fund Accounts for the CUSD #1 attendance centers, period ending December 2016.
VI. Consent Agenda: New Business
Closed Session Minutes
Approve the minutes of the closed session meetings held on August 17, 2016, September 21, 2016, October 19, 2016, November 16, 2016, and December 21, 2016; and further, not to make public the minutes of the closed sessions.
Destruction of Closed Session Verbatim Audio Records
Authorize the destruction of all Closed Session Audio Tapes beginning January 2015 through June 2015. Further, authorize the destruction of closed session expulsion audio tapes September 2007 through June 2009.
VII. Consent Agenda: Appointment/Employment
Accept a letter of retirement from Bill Richardson, Director of Buildings and Grounds, effective June 30, 2017.
Accept a letter of resignation from Whitney Thomason. Ms. Thomason is resigning from her position as a special education paraprofessional at Mark Twain Elementary School, effective January 6, 2017.
Accept a letter of resignation from Laura Humphreys. Mrs. Humphreys is resigning from her extra-curricular assignment as Dance Coach at Charleston Middle School, effective January 20, 2017.
Approve the employment of Lisa Stout as a full time special education 1:1 paraprofessional for student #01584 at Charleston High School, effective January 23, 2017. This employment was contingent upon the receipt of all required paperwork and the continued educational needs of the student.
Approve the assignment of Melissa Brown to serve as a volunteer Cheerleading Coach at Jefferson Elementary School for the 2016-17 school year.
Approve the list of substitutes and volunteers for Community Unit School District No. 1, effective December 14, 2016 – January 10, 2017.
President Pro-Tem recommended that the Board of Education approve items under IV through VII inclusive on the Consent Agenda. Dr. Clarke moved and Mrs. Miller seconded the motion.
On roll call vote:
AYE: Clarke, K. Miller, Coe, Oakley, Daniels, Jarrell
NAY: none Abstain: none
Motion carried
Under the Superintendent’s Report: Update/2016 CHS Girls Holiday Tournament
During Winter Break, Charleston High School and the Trojan Booster Club hosted the 2016 Girls Holiday Basketball Tournament. Athletic Director Jim Wood was in attendance and reported that the tournament was a ‘huge success’ and finished in the black, with no monetary costs to the district. Mr. Wood attributed that to the sponsorship and support. Mr. Wood presented a financial breakdown and a run down on the Tournament results (located in official board book). Mr. Wood answered questions from the Board and Administration. He concluded stating that the Holiday Tournament Committee would be meeting in the near future to discuss all aspects for the tournament and to plan for next year’s tournament.
Presentation: FY2017 School Library Per Capita Grant
The FY2017 School Library per Capita Grant was submitted to the Illinois State Board of Education. Membership to this program makes the district eligible for resource sharing, availability of materials, networking opportunities, and additional funding for students and staff. The program is funded through the Office of Secretary of State. Mr. Littleford welcomed CUSD #1 Media Directors – Cathy Senior and Holly Pantle to the meeting. Through a power point presentation, they provided information regarding the Illinois School Library Media Program, “Linking for Learning,” and how it works in our district.
Presentation: Energy Star Portfolio
Mr. Littleford announced that Technology Assistant Brian A. Doty has been tracking energy consumption for the district through a new program. At that time, he invited Mr. Doty to present information on the program to the Board of Education.
Mr. Doty reported that the Energy Star portfolio program operates on a free tracking base software program. He stated that the major goal of maintaining a program is to keep a data base on energy cost for each building. He presented examples on how the program operates and how it can be programmed to fit the District’s needs.
Mr. Littleford reported that the program indicated that energy consumption was down for Carl Sandburg Elementary School, Jefferson Elementary School, Charleston Middle School, Ashmore Elementary School, and the Central Office. The data also revealed that energy consumption has risen at Charleston High School, Lerna School, the Field House, and slightly at Mark Twain Elementary School.
After all questions were answered, Mr. Littleford stated Mr. Doty would meet with him on monthly basis to report on energy consumption throughout the District.
District Mowing Operations/Costs
With the mowing season just around the corner, Mr. Littleford asked the Board of Education for direction on how the district mows grass, fertilizes, prunes shrubs, controls weeds, aerates and over-seeds sports fields, and disposes of yard waste. He reported that CUSD #1 received the final billing from ProMow Lawn Services on December 7th with a total cost of $36,132.
Assistant Superintendent Todd Vilardo researched through the Illinois Association of Business Officials (IASBO) on what a district might expect to spend on mowing operations for approximately 40 acres. The annual cost was estimated at approximately $85,000. Mr. Vilardo also provided an estimated start-up and annual lawn care cost summary, (see official board book). The summary provided cost for equipment, a utility trailer to haul the equipment, fuel and labor.
Following discussion, the Board of Education concurred to move forward in contracting the mowing service as in the past. Mr. Littleford stated that Financial Consultant Dean Keller would move forward in advertising a request for bid proposals for a 3-year period.
Timelines/Administrative Positions
Mr. Littleford announced that on December 22, 2016, brochures were sent out announcing the vacancy for the position of Charleston High School Assistant Principal and Jefferson Elementary School Assistant Principal/District Special Education Coordinator. The timeline to hire both positions has the application deadline of January 20, 2017. An application screening committee for each position will be utilized on Tuesday, January 24, Wednesday, January 25 and Thursday, January 26 to select candidates to be interviewed. For the position of the Charleston High School Assistant Principal, two teams will interview candidates for the position on Saturday, February 4 from 8:00am – 4:00pm (interview up to 6 candidates).
The Board of Education will interview the final two to three candidates at a special board meeting beginning at 5:30pm on Wednesday, February 8, 2017.
For the position of the Jefferson Elementary School Assistant Principal/District Special Education Coordinator, two interview teams will interview candidates for the position on Saturday, February 11from 8:00am – 3:00pm (interview up to 6 candidates). The Board of Education will interview the final two to three candidates at a special board meeting beginning at 5:30pm on Wednesday, February 22, 2017.
Mr. Littleford stated that as in the past 2 board members have served on the screening committee and 2 board members have served on Saturday interview team. He asked that board members sign up to serve on one of the committee’s and to confirm their attendance at the special board meetings with Genia Lang.
Statement of Economic Interest Filings
As required by law, members of the Board of Education must annually file a Statement of Economic Interest with the County Clerk. The forms will be mailed to each individual’s home address within the next few weeks and must be filed with the County Clerk no later than May 1, 2017.
Mr. Coe moved and Mrs. Miller seconded a motion that the Superintendent’s Report was received by the Board of Education.
On roll call vote:
AYE: Coe, K. Miller, Clarke, Oakley, Daniels, Jarrell
NAY: none Abstain: none
Motion carried
EIASE Services for the 2017-2018 School Year
Based upon the recommendation of Special Education Coordinator Cathy Chaplin, the superintendent recommended that the Board of Education authorize the purchase of the “Fee for Service” programs and “Tuition” based services from EIASE for the 2017-2018 school year as outlined.
The District will purchase the “Fee for Service” as follows:
Itinerant Vision Services
Prevocational Services
Rehabilitation Services (Occupational and Physical Therapy)
Itinerant Adapted Physical Education
Second, the district will continue to participate in the tuition programs of Kansas Treatment and Learning Center (TLC), Diagnostic and Developmental Center (DDC), and the Hearing Impaired Program. Third, the district will continue to operate the self-contained emotional disability classroom at Charleston High School and continue to provide services for emotional disability students transitioning to and from Kansas Treatment and Learning Center and Charleston schools. In addition, the district will provide its own ED Collaborative Services. The district will continue to provide classroom space for the Project Help program operated by EIASE and located in Charleston schools.
Project Help is currently housed at Jefferson Elementary School.
Dr. Clarke moved and Mr. Coe seconded the motion.
On roll call vote:
AYE: Clarke, Coe, K. Miller, Oakley, Daniels, Jarrell
NAY: none Abstain: none
Motion carried
Health Life Safety Statement of Completion Amendment #11
At the July 20, 2016 meeting, the Board of Education approved Health Life Safety Amendment #11, to remove and replace the existing sprinkler heads at Carl Sandburg Elementary School. The total cost of the project was $15,719.86. Stan Gebben of The UpChurch Group did a final inspection and has provided the attached Statement of Completion. It was the recommendation of the superintendent that the Board of Education approve the Statement of Completion for Health Life Safety Amendment #11 for work completed at Carl Sandburg Elementary School.
Dr. Clarke moved and Mr. Coe seconded the motion.
On roll call vote:
AYE: Clarke, Coe, K. Miller, Oakley, Daniels, Jarrell
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 February 15, 2017 board meeting.
Deleted School Board Policy Administrative Procedure/Exhibit
2:220-E2 Motion to Adjourn to Closed Session
New School Board Policy
6:315 High School Credit for Students in Grade 7 or 8
Revised School Board Policies/Administrative Procedures/Exhibits
2:100 Board Member Conflict of Interest
2:150 Committees
2:200 Types of School Board Meetings
4:110 Transportation
4:120-AP Food Services; Competitive Foods; Exemptions
4:170 Safety
4:170-AP1 Comprehensive Safety and Security Plan
5:90 Abused and Neglected Child Reporting
5:100 Staff Development Program
5:100-AP Staff Development Program
5:120-AP Statement of Economic Interests for Employees
5:120-E Code of Ethics for Illinois Educators
Regular Meeting Minutes of 1/18/2017 Page 6
5:185-AP Resource Guide for Family and Medical Leave
5:220-AP Substitute Teachers
6:15 School Accountability
6:50 School Wellness
6:60 Curriculum Content
6:130 Program for the Gifted
6:160 English Learners
6:270 Guidance and Counseling Program
6:280 Grading and Promotion
6:300 Graduation Requirements
6:300-E2 State Law Graduation Requirements
6:310 High School Credit for Non-District Experiences; Course Substitutions; Re-Entering
Students
6:320 High School Credit for Proficiency
6:340 Student Testing and Assessment Program
7:10 Equal Educational Opportunities
7:40 Nonpublic School Students, Including Parochial and Home-Schooled Students
7:100 Health, Eye, and Dental Examinations; Immunizations; and Exclusion of Students
7:130 Student Rights and Responsibilities
7:140 Search and Seizure
7:150 Agency and Police Interviews
7:150-AP Agency and Police Interviews
7:190-AP2 Gang Activity Prohibited
7:190-AP3 Guidelines for Reciprocal Reporting of Criminal Offenses Committed by Students
7:190-AP4 Use of Isolated Time Out and Physical Restraint
7:190-AP5 Electronic Devices
7:190-AP6 Guidelines for Investigating Sexting Allegations
7:190-AP8 Student Re-Engagement Guidelines
7:200 Suspension Procedures
7:210 Expulsion Procedures
7:220 Bus Conduct
7:220-AP Electronic Recordings on School Buses
7:230 Misconduct by Students with Disabilities
7:240 Conduct Code for Participants
7:260 Exemption from Physical Education
7:290 Suicide and Depression Awareness and Prevention
7:300 Extracurricular Athletics
7:305 Student Athlete Concussions and Head Injuries
7:310 Restrictions on Publications; Elementary Schools
7:325 Student Fundraising Activities
8:10 Connection with the Community
8:30 Visitors to and Conduct on School Property
8:80 Gifts to District
Mr. Coe moved and Dr. Clarke seconded the motion.
On roll call vote:
AYE: Coe, Clarke, K. Miller, Oakley, Daniels, Jarrell
NAY: none Abstain: none
Motion carried
At 7:43pm, President Pro-Tem Jarrell recommended that the Board of Education adjourn into closed session to consider information regarding appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the District or legal counsel for the District, including hearing testimony on a complaint lodged against an employee or against legal counsel for the District 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 ILCS120/2/(c)(2)
President Pro-Tem Jarrell stated that during closed session, the Board of Education would review the results of the evaluation for Superintendent of Schools.
Dr. Clarke moved and Mrs. Miller seconded the motion.
On roll call vote:
AYE Clarke, K. Miller, Coe, Oakley, Daniels, Jarrell
NAY: none Abstain: none
Motion carried
At 8:35pm, Dr. Clarke made a motion to reconvene from closed session. Mr. Coe seconded the motion.
On roll call vote:
AYE: Clarke, Coe, K. Miller, Oakley, Daniels, Jarrell
NAY: none Abstain: none
Motion carried
At 8:36pm, Dr. Clarke moved to adjourn from the board meeting. Mr. Oakley seconded the motion.
On roll call vote:
AYE: Clarke, Oakley, Coe, K. Miller, Daniels, Jarrell
NAY: none Abstain: none
Motion carried
Ronald L. Miller
President, Board of Education
Susan Daniels
Secretary, Board of Education
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