Minutes of the Regular Meeting of July 20, 2016 The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties, Illinois met in regular session on Wednesday, July 20, 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 board members were present: Ron Miller, President Charles Jarrell, Vice President Susan Daniels, Secretary Kelly Miller, Treasurer Jason Coe Kevin Oakley The following board member was absent: Scott Clarke The following staff members were present: Jim Littleford, Superintendent Todd Vilardo, Assistant Superintendent for Curriculum & Instruction Dean Keller, Financial Consultant Visitors 8 and 0 Member of the Press Mr. Littleford reviewed Addendum items to the board book which included: VII. Consent Agenda: Employment 2016-17 Correction to recommendation to employ CHS Assistant Boys Soccer Coach. Under public comments and written communications, President Miller asked if there were any comments, questions or written communications. There were no requests for the Board of Education. Under Consent Agenda, Mr. Littleford asked if there were any items under the consent agenda that the Board of Education would like to remove to discuss in closed session. There were no requests from the Board of Education. Mr. Littleford reviewed the recommendations under the consent agenda. IV. Consent Agenda: Standard Items A. Approve the minutes of the Public Meeting of June 15, 2016 and Regular Meeting of June 15, 2016. B.1 Approve the bills and payrolls for the month of June 2016. B.2 Approve the Activity Fund Reports for the CUSD #1 attendance centers, period ending June 2016. B.3 Approve the summary of revenues and expenditures year to date as presented by Financial Consultant Dean Keller. Mr. Keller provided a financial summary ending June 30, 2016. He noted that the numbers provided were unaudited, therefore, we can expect changes to occur after the audit is completed. He reviewed each line item and noted that as of June 30, the summary shows a total fund balance loss of $558,852.94 for Fiscal Year 2016. Mr. Littleford stated that he had projected a lower end of year Education Fund balance than actual. The District did not receive all categorical payments by the state and did not expect any local tax dollars until at least the Regular Meeting Minutes of 7/20/2016 Page 1
middle of July if not much later. Mr. Littleford reported that the District took a proactive stance to be prepared for a worst case financial scenario and applied again for Tax Anticipation Warrants in the amount of $4,000,000 to meet payroll obligations. He said that the State did pass a K-12 stop-gap budget the last week of June 2016, but the decision to move forward with TAW process had to be completed in May. Discussion ensued with the Board of Education regarding the financial status of the district and moving forward with less funds. Mr. Oakley brought up the condition of our older buildings and indicated that the district architect pointed out in item #12 of the application for a student occupancy permit for the modular classroom at Mark Twain School that the existing roof coating was in bad condition. Mr. Littleford indicated that he would review the report with Director of Building & Grounds Bill Richardson. V. Consent Agenda: Old Business VI. Consent Agenda: New Business Approve the minutes of the closed session meetings held on January 20, 2016, February 17, 2016, March 9, 2016, April 20, 2016, May 18, 2016, and June 15, 2016; and further, not to make public the minutes of the closed sessions. Authorize the destruction of all Closed Session Audio Tapes beginning July 2014 through December 2014 for regular and special meetings, and further, that the Board of Education authorize the destruction of closed session expulsion audio tapes September 2009 through December 2009. Approve the hazardous walking areas by resolution and reaffirm transportation from and to a childcare provider s residence for the 2016-2017 school year. Approve the Application for Approval of Student Occupancy of a Temporary Facility and Temporary Facility Evacuation Assurance, for the modular classrooms located at the Mark Twain Elementary School site for the 2016-17 school year. VII. Consent Agenda: Employment Approve the transfer of Michelle Dow into an LBS1 teaching position at Charleston Middle School, beginning with the 2016-17 school year. Approve the employment of Mark Williams as a full time LBS1 teacher at Charleston High School, beginning with the 2016-17 school year. This employment was contingent upon the receipt of all information required paperwork for employment. Approve the employment of Kim Shambo as a full time LBS1 teacher at Jefferson Elementary School, beginning with the 2016-17 school year. This employment was contingent upon the receipt of all information required paperwork for employment. Approve the employment of Lisa Robbins as a full time special education program paraprofessional at Carl Sandburg Elementary School, beginning with the 2016-17 school year. This employment was contingent upon the receipt of all required paperwork for employment. Approve the employment of Antony Meza as an Assistant Boys Soccer Coach at Charleston High School during the 2016-17 school year. This employment was contingent upon the receipt of all required paperwork for employment. Mr. Jarrell moved and Mr. Coe seconded the motion to approve items under IV through VII inclusive on the Consent Agenda and in the addendum. AYE: Jarrell, Coe, K. Miller, Oakley, Daniels, R. Miller NAY: none Abstain: none Regular Meeting Minutes of 7/20/2016 Page 2
Under the Superintendent s Report: 2016 Summer School Update Mr. Littleford reported that the 2016 Summer School was held for students in grades 7 12 in the CHS Media Center from May 31 to June 24. This summer, only one session was offered. All course work was provided through a computerized program (Apex) supervised by a certificated teacher and two paraprofessionals for each session. Principals Trevor Doughty and Chad Burgett indicated that the summer school program was a success and that 36 students were served, 28 CHS students and 8 CMS students. Institute Day Activities In looking toward the opening of the 2016-17 school year, Mr. Littleford reported that online registration opened on July 18 th. For parents and guardians who do not have internet or computer access, a registration assistance session is scheduled on July 28 th from 1:00 7:00pm in the Media Center at Charleston High School. An all-staff Institute Day has been planned for Monday, August 16, 2016. The day will begin at 7:30am with a continental breakfast served in the Charleston High School cafeteria. Welcome and opening thoughts provided from Superintendent Jim Littleford will begin at 8:30am in the CHS Auditorium, followed by an introductory workshop. The program should conclude by 10:00am with staff members reporting to their assigned buildings. Mr. Littleford extended an invitation to the Board of Education to attend if schedules permitted. Mr. Coe moved and Mr. Jarrell seconded a motion to accept the Superintendent s Report. NAY: none Abstain: none Adopt/New & Revised Proposed School Board Policies, Administrative Procedures & Exhibits The following School Board Policies and Administrative Procedures have been on file for the required layover period. 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-AP1 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 Regular Meeting Minutes of 7/20/2016 Page 3
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 It was the recommendation of the superintendent that the Board of Education adopt the Board Policies, Administrative Procedures and Exhibits as listed. Mr. Coe moved and Mr. Jarrell seconded a motion. Adopt/Revised Job Descriptions School Social Worker and School Counselor The revised job descriptions for the positions of School Social Worker and School Counselor have been on file for the required layover period. The superintendent recommended that the Board of Education adopt the Job Descriptions for the positions of School Social Worker and School Counselor as presented. Mr. Coe moved and Mr. Jarrell seconded a motion. Under New Business: Renewal Coverage with Egyptian Trust Health Benefits Program for 2016-17 For the 2016 plan year, Charleston CUSD #1 had coverage for a Health Benefits program with Egyptian Area Schools Employee Benefit Trust. The district insurance runs from September 1 to August 31. Based upon the recommendation of Insurance Consultant Steve Bushue of Bushue Human Resources and the CUSD #1 Health Insurance Committee, the superintendent recommended that the Board of Education accept a renewal contract with the Egyptian Area School Employee Benefit Trust to provide a Health Benefits program, during the September 1, 2016 August 31, 2017 plan year. Mrs. Miller moved and Mr. Coe seconded a motion. AYE: K. Miller, Coe, Jarrell, Oakley, Daniels, R. Miller Award Contract Diesel Fuel Bid On June 28, 2016, Charleston CUSD #1 accepted sealed bids for diesel fuel (B5 SME BIODIESEL) for school Regular Meeting Minutes of 7/20/2016 Page 4
bus transportation purposes for the 2016-2017, 2017-2018, and 2018-2019 school years. The district received two bid proposals: 1) South Central FS, Inc., Gays, Illinois and, 2) The Equity, Effingham, Illinois. It was the recommendation of the superintendent that the Board of Education award the contract to provide B5 SME BIODIESEL diesel fuel for school bus transportation purposes to The Equity of Effingham, Illinois for the 2016-2017, 2017-2018, and 2018-2019 school years as outlined in the bid specifications. Mr. Jarrell moved and Mrs. Miller seconded a motion. AYE: Jarrell, K. Miller, Coe, Oakley, Daniels, R. Miller Authority to Staff Schools to begin 2016-17 School Year It was the recommendation of the superintendent that the Board of Education grant the authority to employ personnel in order to begin the 2016-17 school year with the appropriate staff. This recommendation was contingent upon receipt of all information required for employment and based upon Board approval at the following board meeting. Mr. Jarrell moved and Mrs. Miller seconded a motion. AYE: Jarrell, K. Miller, Coe, Oakley, Daniels, R. Miller Approval Health Life Safety Amendment for Repairs for Carl Sandburg Elementary School It was the recommendation of the superintendent that the Board of Education approve the Health/Life Safety Amendment for Carl Sandburg Elementary School as prepared by The Upchurch Group, Inc., to remove and replace 246 sprinkler heads throughout the school. The total cost of the Health Life Safety Amendment is $18,000 inclusive of the 10% contingency. Mr. Coe moved and Mr. Jarrell seconded a motion. At 7:21pm, Mrs. Miller moved to adjourn from the board meeting. Mr. Jarrell seconded the motion. On roll call: AYE: K. Miller, Jarrell, Coe, Oakley, Daniels, R. Miller NAY: none Susan Daniels Secretary, Board of Education Ronald L. Miller President, Board of Education Regular Meeting Minutes of 7/20/2016 Page 5