Minutes of the Regular Meeting of November 18, 2015
The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties,
Illinois met in regular session on Wednesday, November 18, 2015 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:
Jason Coe, President
Charles Jarrell, Vice President
Susan Daniels, Secretary
Kelly Miller, Treasurer
Scott Clarke
Ron Miller
Kevin Oakley
The following staff members were present:
Jim Littleford, Superintendent
Todd Vilardo, Assistant Superintendent
David Kuetemeyer, Financial Consultant
Visitors 78 and 1 Member of the Press
Mr. Littleford reviewed Addendum items to the board book which included:
VIII. Consent Agenda New Business: Employment
- Pull recommendation to accept resignation for a paraprofessional at Charleston High School.
- Recommendation to employ the Head Wrestling Coach at Charleston High School for the
2015-16 school year.
IX. Superintendent’s Report
- Provided a copy of the results from the Parent/Teacher Survey
XI. E. Employment Contract/Part Time Financial Consultant
- Provided a copy of the employment contract for the part time Financial Consultant
Under Focus on Students and Good News Reports, Mr. Littleford presented Certificates of
Recognition to the following:
CHS 2015 Girls Golf Team and Coaches
The Girls Golf Team advanced to the state finals and finished undefeated in the regular season. The
Team won the Apollo Conference championship, Regional Championship, and placed third at the state
finals. Team members: Morgan Sherwood, Lauren Chappell, Ally O’Dell, Aislinn Parish, Haley
Walker, and Paige Chappell. Lauren Chappell finished 4th place at state. Coaches: Deb Landsaw and
Stan Adkins
CHS Boys’ Golf Team
Team Member: Ben Lanman – for advancing to the Boys’ Golf State finals this past season. Coach:
Randy Harpster
CHS 2015 Girls’ Tennis Team and Coach
The following Girls’ Tennis team members advanced to the state finals this past season: Maegan Flight,
Kaylin Albin, and Eva Bacon advanced to the state finals this past season. Coach: Patti Hicks
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CHS IHSA State Cross Country Team
The Cross Country Team advanced to the state finals in Peoria this past season. The team won both the
Regional Championship and the Apollo Conference championship, while advancing to the state finals.
The boys team placed 19th at the state finals. Boys’ team members that advanced to the State Finals:
Ross Osterday, Colton Bell, Joe McKirahan, Clayton Redden, Ryan Chambers, Nick Oakley, and Austin
Ames. Head Coach: Derrick Landrus. Volunteer Assistant Coaches: Brian Oakley, Kendall Oliver,
and John McInerney
Following recognition, there were 18 visitors in audience.
Under Public, Staff Comments, Written Communications, President Coe asked if there were any
requests or written communications to the Board of Education. No requests were received.
Mr. Littleford reported that the district received one Freedom of Information request on November 9,
2015 from Mr. T. Vorkapic. Mr. Vorkapic requested copies of the invoices from food services incurred
to the District for August 18 through October 27, 2015. The request was honored by the District.
Under Good for the School District and Committee Reports, Mr. Littleford welcomed the audience
and indicated that the focus of holding the board meeting in the CHS Swickard Auditorium was to engage
the community to gather information on ‘charting a course’ for the Charleston School District. Prior to
the Board of Education making final decisions on revenues and reductions, the district is attempting to
gauge the opinions of the school community. Immediate plans include holding the December 16, January
20, and February 17 board meetings in the CHS auditorium in the hope of bringing more community
members to the meetings. Mr. Littleford reported that the unresolved matter of a state budget means
funding for schools will not be certain for some time. He indicated that in the near future, the Board of
Education will have to decide if it wants to try to increase revenue or make reductions.
Mr. Littleford reported that on, October 28, 2015, a special meeting was held with the Board of Education
and the CUSD #1 Administrative Team to participate in a retreat regarding district goals. District
Administrators presented on the current status of the five CUSD #1 District Goals (i.e.: Academic
Achievement, Community Relations and Collaborations, District Facilities, Technology, and District
Finances). District Finances became the focal point for the evening as district administrators expressed
concerns over available revenues for the district. PMA Financial Network Senior Vice President Howie
Crouse provided a financial background and presented short-term and long-term financial projections for
the group. The Board of Education met again on November 11, 2015 during a Special Board Meeting, to
discuss the District Finances goal and begin to chart a course for the future.
The District made approximately $1.6 million in budget reductions six - seven years ago. Mr. Littleford
said that during that time, the district has been successful academically, maintained safe facilities and
improved technology and relationships with the community. He stated that the district has been
responsible with finances.
Through a power point presentation, Mr. Littleford presented best and worst case scenarios, financial
planning options, and possible expenditure reductions, (power pointe presentations located in official
board book).
Possible Expenditure Reductions to include how it could impact the district:
- Reduce Staffing Levels
- Reduce or Eliminate Extra-Curricular Offerings
- Transition from a Middle School to a Junior High School
- Eliminate High school Electives and Decrease Graduation Requirements
- Close Ashmore Elementary School
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Possible Revenue Enhancements:
- Seek a Tax Rate Referendum
- Sell Working Cash Bonds
- Pursue another County School Facility Occupation Tax
- Pursue Additional Revenue Through Community Partnerships and Grants
- Borrow on Anticipated Tax Revenues
Following discussion among the Board of Education, Mr. Coe asked for comments from the audience.
There were no comments received. There were two comment sheets submitted to be addressed by the
superintendent at the December 16, 2015 meeting, (see official board book).
Moving to Consent Agenda items, President Coe 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 October 21, 2015 and Special Board
Meeting of October 28, 2015.
B. Approve the bills and payrolls for the month of October 2015.
C. Approve the Activity Fund Accounts for the CUSD #1 attendance centers, period ending
October 2015.
VI. Consent Agenda: New Business
A. Grant permission for the students listed in a memorandum from Principal Trevor Doughty to
graduate from Charleston High School at the end of first semester of the 2015-2016 school year.
B. Approve a Short-Term School Social Worker Contract to employ Jordan Coleman to provide
services to students at Mark Twain Elementary School and Charleston Middle School, during a
Family Medical Leave of Absence.
C. Approve Statements of Completion for the following Health Life Safety Amendments:
Amendment #15 and #16 – for work completed at Mark Twain Elementary School; Amendment
#12 – for work completed at Ashmore Elementary School; and Amendment #29 – for work
completed at Charleston High School.
VII. Consent Agenda: Employment
Consistent with board policies, grant a Family Medical Leave to Janette VanMeter, classroom
teacher at Carl Sandburg Elementary School.
Approve the following individuals to serve as volunteer coaches at Charleston High School
during the 2015-16 school year. These assignments were contingent upon the receipt of all
information required for employment.
Tyler Hanner
Wrestling Coach
Ralph McCausland
Wrestling Coach
Josh Ruetiger
Wrestling Coach
Approve the list of substitutes/volunteers for Community Unit School District No. 1, effective
October 14 – November 9, 2015.
Addendum:
Approve the employment of John Hansen in the extra-curricular assignment as the Head
Wrestling Coach at Charleston High School, during the 2015-16 school year. This employment
was contingent upon the receipt of all information required for employment.
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President Coe recommended that the Board of Education approve items under V through VIII inclusive
on the Consent Agenda and in the Addendum. Dr. Clarke moved and Mrs. Miller seconded the motion.
On roll call vote:
AYE: Clarke, K. Miller, Jarrell, R. Miller, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
Superintendent’s Report
Annual Report on Student Progress
Assistant Superintendent Todd Vilardo provided a report to the Board of Education at the regular board
meeting held on October 21 regarding student performance and an Illinois ‘At-a-Glance’ Report Card.
Since then, the Illinois State Board of Education has released additional data on student performance
through the new online and interactive Illinois Report Card. Through a power point presentation,
Assistant Superintendent Todd Vilardo and CUSD #1 building principals, Brandon Miller, Kristen Holly,
Rob Ulm, Brad Oakley, Chad Burgett, and Trevor Doughty presented the Highlights and Positives,
Challenges, and Next Steps for the CUSD #1 Elementary Schools, Middle School and High School,
(power point presentation provided in official board book).
2015 Tax Levy Information
Financial Consultant David Kuetemeyer presented initial information in establishing the 2015 tax levy.
Board action is not required at this time, but will take place by the December meeting.
2016-2017 CUSD #1 Budget Calendar
Financial Consultant, David Kuetemeyer presented the Budget Calendar for the 2016-2017 school
year. The calendar is used as a guide for the District to remain in compliance.
Parent/Teacher Conference Results
During the October 2015 Parent/Teacher Conferences, teachers handed out a survey of three questions for
parents to complete. CUSD #1 employees were also encouraged to complete the survey. Since,
Charleston High School did not have parent/teacher conferences, parents were asked to complete the
portion of the survey on Survey Monkey that referenced ‘late starts’. Mr. Littleford reviewed the results
of the survey as follows: 1241 Parents completed survey
135 Employees completed survey
1) Would you prefer having a 2 day or 3 day Parent/teacher conference format?
980 2-day(half day evening conferences followed by full day conferences with no student
attendance)
98 3-day (3 half days of student attendance with conferences in the afternoon and one evening
of conferences)
2) Would you like to see parent/teacher conferences continue to be held in October or moved to the
Monday & Tuesday prior to Thanksgiving Break?
875 Leave in October
117 Week of Thanksgiving Break
3) Would you be in favor of a 2-hour , 3-hour, or more delayed start in lieu of closing school for a
full day on days of bad weather/road conditions when it is foreseeable that conditions may
improve early in the morning?
801 2-hour, 3-hour or more delayed start (this day would count as a full day of attendance and
students would have a lunch period)
562 Close school a full day
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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, Jarrell, R. Miller, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
Moving to New Business: Renewal Contract/BPC Section 125 Plan
At the October 21, 2015 meeting, the Board of Education approved district’s health insurance program
with Egyptian Area Schools Employee Benefit Trust. Benefit Planning Consultants (BPC) has provided
a Section 125 Plan and COBRA to CUSD #1 employees for the past several years. COBRA
administrative Services are included within the Egyptian Trust proposal at no additional cost through
Meritain.
Based on the recommendation of Steve Bushue of Bushue Human Resources, the superintendent
recommended that the Board of Education cancel COBRA service with Benefit Planning Consultants
(BPC), effective December 31, 2015. Further, to continue only the Section 125 Administrative Services
through BPC, Inc. as of January 1, 2016.
Dr. Clarke moved and Mr. Miller seconded the motion.
On roll call vote:
AYE: Clarke, R. Miller, Jarrell, K. Miller, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
Accept Signage Donation/Baseball Field - All Sports Complex
The Memorial Committee met on October 28, 2015. The Memorial Committee reviewed a donation
request submitted by Ken Baker to name the baseball field located on the CUSD #1 All Sports Complex
in honor of Marti Pattin. In his request, Mr. Baker indicated that Marti Pattin is the most successful
baseball player in the history of Charleston High School and Eastern Illinois University. Mr. Baker
would cover the expense of the sign so there would be no cost to the district.
The Memorial Committee approved the donation request by majority votes. Criteria for the sign, font,
color, size will be established by school administration/personnel to ensure uniformity throughout the
district.
It was the recommendation of the superintendent that the Board of Education grant authorization to accept
the request to name the baseball field located on the CUSD #1 All Sports Complex in honor of Marti
Pattin. Dr. Clarke moved and Mrs. Miller seconded the motion.
Under discussion, Mr. Oakley stated there was no question that Marti Pattin’s accomplishments are
something of which to be proud. He said his concern was that other school district facilities have been
named in honor of people with ongoing activity in the community. He was not sure of his continued
contribution. Mr. Oakley referred to the list of names school facilities had been named for and all of
those individuals have contributed to the district. He also stated that it was in the criteria under board
policy.
Mrs. Miller said naming the field for Pattin would be a way to show the school district and the
community’s connection to a local person who had a successful career in professional sports. She states
that there is something about pride in one of our own to go on and do so well – there is a contribution.
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On roll call vote:
AYE: Clarke, K. Miller, Jarrell, K. Miller, Daniels, Coe
NAY: Oakley
Abstain: none
Motion carried
Amendment/2015-16 School Calendar
In review of the 2015-16 school year calendar, it was discovered that due to the configuration of the
Parent/Teacher Conference schedule, teachers would work 181 days instead of 180. Central Office staff
met with Regional Office of Education Superintendent Dr. Bobbi Mattingly to review the situation. The
superintendent also met with CEA President Gail Schultz to discuss the issue. In order to eliminate the
additional day, it was determined to make the January 4, 2016, scheduled Teacher Institute day a nonattendance day for students, and a day off for licensed staff, 10-month personnel, and paraprofessionals.
The 12-month employees are still scheduled to work. Board members were provided with a copy of the
2015-16 amended calendar. Following Board of Education approval the amended calendar will be
submitted to the Regional Office of Education and then, to the Illinois State Board of Education for final
approval.
It was the recommendation of the superintendent that the Board of Education approve the amendment to
the 2015-16 school year calendar to be submitted to the Regional Office of Education and Illinois State
Board of Education. Dr. Clarke moved and Mr. Miller seconded the motion.
On roll call vote:
AYE: Clarke, R. Miller, Jarrell, K. Miller, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
ISBE 3-Year Deficit Reduction Plan for School District
As a result of the Annual Financial Audit, Illinois State Board of Education rules dictate that the District
complete a 3-year Deficit Reduction Plan. The deficit reduction plan must be developed using the ISBE
(Illinois State Board of Education) guidelines and format.
Financial Consultant David Kuetemeyer outlined the Deficit Reduction Plan to be submitted to the
Illinois State Board of Education. He stated that the District had not received formal notification
requesting the reduction plan but he completed the state form based on information to date.
It was the recommendation of the superintendent that the Board of Education approve the 3-Year Deficit
Reduction Plan as presented to be submitted to the Illinois State Board of Education.
Dr. Clarke moved and Mrs. Miller seconded the motion.
Under discussion, board members Mr. Miller and Mr. Oakley questioned the accuracy of the Reduction
Plan.
On roll call vote:
AYE: Clarke, K. Miller, Jarrell, Daniels, Coe
NAY: R. Miller, Oakley
Abstain: none
Motion carried
Employment Contract/Financial Consultant (part time)
On September 29, 2015, brochures announcing the vacancy for a part time Financial Consultant were
distributed. The application deadline was October 30. The Board of Education held a special meeting on
Wednesday, November 11, 2015 to interview the two candidates.
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It was the recommendation of the superintendent that the Board of Education approve the employment of
Dean Keller as the Financial Consultant for Charleston CUSD #1 for a period of 100 days during the
period commencing January 4, 2016 and ending June 30, 2016. This employment is contingent upon the
receipt of all required paperwork.
Dr. Clarke moved and Mrs. Miller seconded the motion.
On roll call vote:
AYE: Clarke, K. Miller, Jarrell, R. Miller, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
Mr. Keller was in attendance. The Board of Education welcomed him to the District.
At 10:23pm, 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)
Mr. Coe moved and Mrs. Daniels seconded the motion.
On roll call vote:
AYE: Coe, Daniels, Clarke, Jarrell, K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
At 11:05pm, Mrs. Miller made a motion to reconvene from closed session. Dr. Clarke seconded the
motion.
On roll call vote:
AYE: K. Miller, Clarke, Coe, Daniels, Jarrell, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
Ratification of Contract Between Charleston Educational Support Personnel Association, IEA/NEA
and Charleston Board of Education 2015-2018
The Professional Negotiations Agreement between the Charleston Educational Support Personnel
Association, IEA/NEA, and the Charleston Board of Education expired June 30, 2015. With seven (7)
successful sessions and working together to find the best solutions, a tentative agreement was reached on
Wednesday, November 4, 2015. A final ‘wrap-up’ session was then held on Tuesday, November 10,
2015. On Wednesday, November 11, the Charleston Educational Support Personnel Association met
with their membership to review the tentative contract. Upon vote, its membership ratified the 2015-2018
collective bargaining agreement by a vote of 64 to 3.
During closed session, the superintendent reviewed a draft copy of the 2015-2018 collective bargaining
agreement with the changes/additions identified with the Board of Education.
It was the recommendation of superintendent that the Board of Education ratify the Professional
Negotiations Agreement 2015-2018 between the Charleston Educational Support Personnel Association,
IEA/NEA and the Board of Education.
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Mr. Miller moved and Mrs. Miller seconded the motion.
On roll call vote:
AYE: R. Miller, K. Miller, Clarke, Jarrell, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
Memorandum of Agreement/Charleston Education Association, IEA/NEA and Board of Education
To address recent changes to the District Health Insurance Plan, a Memorandum of Agreement between
the Charleston Education Association, IEA/NEA and Charleston Board of Education for the period of
January 1, 2016 through August 31, 2016 has been drafted as follows:
For the period of January 1, 2016 through August 31, 2016, the Board will contribute a sum
not to exceed $628.08 toward each full time employee’s monthly health/dental insurance
premiums. An employee participating in a High Deductible Health Plan with Health Savings
Account may place the difference between the premium and the contribution rate in his/her
Health Savings Account. An employee who waives participation in the district’s health
and/or dental insurance plans, or whose actual individual premium cost is less than the
contribution rate for any given year shall not be entitled to any difference between the two.
For the sake of example, presume that the monthly premium for individual coverage for a
year is $620/month and the Board’s obligation for that year is a sum not to exceed
$628/month. In such case, participating employees shall receive $620/month toward their
monthly insurance premium.
It was the recommendation of the superintendent that the Board of Education adopt the Memorandum of
Agreement between the Charleston Education Association, IEA/NEA and Charleston Board of Education
in reference to Article XVIII, (Professional Compensation & Related Provisions), Section C, Item #1Health Insurance and CUSD #1 Cafeteria Plan, for the period of January 1, 2016 through August 31,
2016. Dr. Clarke moved and Mr. Miller seconded the motion.
On roll call vote:
AYE: Clarke, R. Miller, Jarrell, K. Miller, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
At 10:08pm, Dr. Clarke made a motion to adjourn from the board meeting. Mr. Miller seconded the
motion.
On roll call vote:
AYE: Clarke, R. Miller, Jarrell, K. Miller, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
Jason Coe
President, Board of Education
Susan Daniels
Secretary, Board of Education
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