Minutes of the Regular Meeting of July 15, 2015
The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties, Illinois met
in regular session on Wednesday, July 15, 2015 at the Administration Building – 410 West Polk Avenue,
Charleston, Illinois 61920
At 6:30pm, President Coe called the regular board meeting to order and asked Secretary Daniels for roll call.
The following board members were present:
Jason Coe, President
Charles Jarrell, Vice President
Susan Daniels, Secretary
Kelly Miller, Treasurer
Scott Clarke
Kevin Oakley
The following board member was absent:
Ron Miller
The following staff members were present:
Jim Littleford, Superintendent
Todd Vilardo, Assistant Superintendent for Curriculum & Instruction
David Kuetemeyer, Financial Consultant
Visitors 6 and 1 Member of the Press
Mr. Littleford reviewed Addendum items to the board book which included:
Revised board agenda
VII. Consent Agenda: Employment 2015-16
Recommendation to employ CHS Assistant Speech & Drama Coach.
X. Recommended New Business:
B. Adopt Resolution/Transfer Funds from Working Cash Fund into Transportation Fund
Pulled a recommendation to transfer funds to the Transportation Fund, as the district received a
reimbursement payment on July 14, 2015 from the IL State Board of Education.
Under public comments and written communications, President Coe 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 17, 2015 and Regular Meeting of June 17, 2015.
B.1 Approve the bills and payrolls for the month of June 2015.
B.2 Approve the Activity Fund Reports for the CUSD #1 attendance centers, period ending June 2015.
V. Consent Agenda: Old Business
 Approve a correction to the Resolution Ascertaining the 2015 Prevailing Rates of Wages, adopted at the
June 17, 2015 regular Board of Education meeting.
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
Approve a correction to the resolutions from the Regular Board of Education meetings held on March
11, 2015 and June 17, 2015 to Transfer Funds from Working Cash into Transportation Fund.
VI. Consent Agenda: New Business
 Approve the minutes of the closed session meetings held on January 21, 2015, February 25, 2015, April
15, 2015, May 20, 2015, and June 17, 2015; and further, not to make public the minutes of the closed
sessions.
 Authorize the destruction of all Closed Session Audio Tapes beginning August 2013 through January
2014 for regular and special meetings.
 Approve the hazardous walking areas by resolution and reaffirm transportation from and to a childcare
provider’s residence for the 2015-2016 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 2015-16 school year.
 Grant 252.5 (two hundred fifty-two & one half) gifted sick leave days to Mark Snider, a Reading &
Language Arts Teacher at Charleston Middle School.
 Grant 322 (three hundred twenty-two) gifted sick leave days to Patricia Murphy, Assistant Principal for
Carl Sandburg and Jefferson Elementary Schools.
VII. Consent Agenda: Employment
 Accept a letter of retirement from Mark Snider, Reading & Language Arts Teacher at Charleston Middle
School, effective at the end of the 2018-19 school year.
 Accept a letter of retirement from Patricia Murphy, Assistant Principal for Carl Sandburg and Jefferson
Elementary Schools, effective at the end of the 2019-20 school year.
Addendum:
 Approve the employment of Marques Brown in the extra-curricular assignment as Assistant Speech and
Drama Coach at Charleston High School during the 2015-16 school year. This employment was
contingent upon the receipt of all information required for employment.
Mr. Jarrell moved and Mrs. Miller seconded the motion to approve items under IV through VII inclusive on the
Consent Agenda and in the addendum.
On roll call vote:
AYE: Jarrell, K. Miller, Clarke, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
Under the Superintendent’s Report: Update on Revised Teacher Performance Evaluation Plan & Pilot
The Illinois’ Performance Evaluation Reform Act (PERA) now requires particular components to be included in
public school district teacher evaluation plans. As a result, a local Pre-PERA Committee has been formed and
has worked during the past two years to revise our district’s ‘Performance Evaluation Plan’. Assistant
Superintendent Todd Vilardo presented a brief overview of the changes and answered questions from the Board
of Education, (handout provided is located in official board book).
2015 Summer School Update
The 2015 Summer School was held for students in grades 7 – 12. The first session was held from June 4 – June
19 and second session from June 23 – July 10. 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 42 students were
served, 29 CHS students and 13 CMS students.
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Institute Day Activities
For the start of the 2015-2016 school year, an all-staff Institute Day has been planned for Monday, August 17,
2015. 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 9:30am with staff
members reporting to their assigned buildings. Mr. Littleford invited the Board of Education to attend these
activities, if schedules permit.
CUSD #1 Budget Recap 2014-2015
Mr. Kuetemeyer provided a revised budget recap to the Board of Education and called attention to the
highlighted areas, (revision is located in official board book). He reported that the district still had funds in
reserve, but maintained a deficit last year, which included the Health Insurance Fund reserve deficit. Mr.
Kuetemeyer noted that the deficit was largely because of the later tax revenue and state education funding
reductions and delays.
Discussion took place among the Board of Education regarding the concerns of budget deficit and how the State
budget impacts the District.
Mr. Littleford noted the uncertainty of education financing, mostly with the state budget and its school
funding levels. He stated that the Board of Education and District Administration will have to look at ways to
control both expenses and revenues. He indicated that at the Board/Administrative Retreat scheduled for early
September, discussion on finance and the establishment of goals and district planning will take place.
The district audit will take place during the week of July 27 and a formal presentation will be provided to the
Board of Education at the October 21, 2015 regular board meeting.
IASB Certificate of Membership/Code of Conduct for Members of School Boards
The Charleston Board of Education has received notice of active membership in the Illinois Association of
School Boards for the 2015-16 school year. The IASB staff are dedicated in developing new programs and
procedures to help board members perform their duties as school officials as smoothly and effectively as
possible. Board members were provided with a copy of the Code of Conduct for members of school boards
provided by the IASB.
Mrs. Miller moved and Dr. Clarke seconded a motion to accept the Superintendent’s Report.
On roll call vote:
AYE: K. Miller, Clarke, Jarrell, Oakley, Daniels, Coe
NAY: none
Abstain: none
Motion carried
Under Old Business: Rescind FY15 Budget Amendment
At the June 17, 2015 meeting, the Board of Education adopted the FY15 budget amendment for Community Unit
School District No. 1. Following adoption, the District electronically filed the amended school budget with the
Illinois State Board of Education (ISBE). The ISBE rejected the budget amendment indicating that the District
would need to complete a 3-year deficit reduction plan. The plan needed to be filed prior to June 30, 2015 in
order for the ISBE to accept the amended budget.
Financial Consultant David Kuetemeyer reviewed the FY15 budget with the School District Auditor Cleve
Karch and as of June 30, 2015, the district did not exceed the budgeted expenditures (99%) in the Education
Fund. Based upon this information, the district will not need to amend the FY15 budget and Mr. Karch
suggested that the district rescind the budget amendment.
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It was the recommendation of the superintendent that the Board of Education rescind the FY15 Budget
Amendment. Dr. Clarke moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Clarke, K. Miller, Jarrell, Oakley, Daniels, Coe
NAY: none
ABSTAIN: none
Motion carried
Adopt/New & Revised Proposed School Board Policies, Administrative Procedures & Exhibits
It is the recommendation of the superintendent that the Board of Education adopt the Board Policies,
Administrative Procedures and Exhibits as listed.
Deleted School Board Policy Administrative Procedure/Exhibit
4:170-AP1, E3 Emergency Medical Information for Students Having Special Needs or Medical
Conditions Who Ride School Buses
Newly Established School Board Policy Administrative Procedures/Exhibits
4:170-AP2-E3 Letter to Parents/Guardians About Disruptive Social Media Apps; Dangers
4:170-AP6-E2 Notification to Staff and Parents/Guardians of CPR and AED Video
Revised School Board Policies/Administrative Procedures/Exhibits
2:20
Powers and Duties of the School Board; Indemnification
2:140
Communications To and From the Board
2:140-E
Guidance for Board Member Communications, Including Email Use
2:200
Types of School Board Meetings
2:220
School Board Meeting Procedure
2:230
Public Participation at School Board Meetings and Petitions to the Board
2:250-E2
Immediately Available District Public Records and Web-Posted Reports and Records
4:10
Fiscal and Business Management
4:45
Insufficient Fund Checks and Debt Recovery
4:45-E1
Cover Page Documenting the Process to Seek Offset from the Illinois Office of the
Comptroller (IOC)
4:45-E2
Notice of Claim and Intent to Seek Debt Recovery; Challenge; and Response to
Challenge
4:100
Insurance Management
4:110
Transportation
4:110-AP3
School Bus Safety Rules
4:110-E
Emergency Medical Information for Students Having Special Needs or Medical
Conditions Who Ride School Buses
4:120
Food Services
4:120-AP
Food Services; Competitive Foods; Exemptions
4:130
Free and Reduced – Price Food Services
4:150
Facility Management and Building Programs
4:160
Environmental Quality of Buildings and Grounds
4:160-AP
Environmental Quality of Buildings and Grounds
4:170
Safety and Security
4:170-AP1
Comprehensive Safety and Security Plan
4:170-AP2
Routine Communications Concerning Safety and Security
4:170-AP2, E1 Letter to Parents/Guardians Regarding Student Safety
4:170-AP2, E2 Letter to Parent/Guardians Regarding Educational Programs About the Dangers of
Underage Drinking
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4:170-AP5
4:170-AP6
4:170-AP8
4:175
4:175-AP1
4:175-AP1, E1
5:30-AP1
5:125
5:130
5:260
5:280
6:150
6:235-E3
7:20
7:250
7:250-AP1
Unsafe School Choice Option
Plan for Responding to a Medical Emergency at a Physical Fitness Facility with an AED
Movable Soccer Goal Safety
Convicted Child Sex Offender; Criminal Background Check and/or Screen; Notifications
Criminal Offender Notification Laws; Screening
Informing Parents/Guardians About Offender Community Notification Laws
Interview Questions
Personal Technology and Social Media; Usage and Conduct
Responsibilities Concerning Internal Information
Student Teachers
Duties and Qualifications
Home and Hospital Instruction
Online Privacy Statement
Harassment of Students Prohibited
Student Support Services
Measures to Control the Spread of Head Lice at School
Dr. Clarke moved and Mr. Jarrell seconded a motion.
On roll call vote:
AYE: Clarke, Jarrell, K. Miller, Oakley, Daniels, Coe
NAY: none
ABSTAIN: none
Motion carried
Under New Business: Adopt Resolution/Transfer Funds from Working Cash Fund to Education Fund
At the Regular Board meeting held on June 17, 2015, the Board of Education adopted a Resolution authorizing
the issuance of not to exceed $4,000,000 taxable tax anticipation warrants in anticipation of the collection of
taxes levied for the year 2014 for educational purposes. District bookkeeper Rachel Beever, Financial Consultant
David Kuetemeyer, and the superintendent met extensively and worked with PMA reviewing the District’s
financial status for July and August. At this time, Mr. Littleford reported that they were preparing for a Tax
Anticipation Warrant issuance in mid-August. He noted that plans for now are to ‘cash in’ some long-term
investments to be cost efficient. It is the hope to avoid borrowing the larger TAW amount ($4 million), but
really won’t know until CUSD #1 receives Coles County Tax Distributions.
It was the recommendation of the superintendent that the Board of Education adopt the attached Resolution for
an Interfund Loan between the Working Cash Fund and Education Fund in the amount of $1,500,000. Mr.
Jarrell moved and Dr. Clarke seconded a motion.
On roll call vote:
AYE: Jarrell, Clarke, K. Miller, Oakley, Daniels, Coe
NAY: none
ABSTAIN: none
Motion carried
Authority to Staff Schools to begin 2015-16 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 2015-16 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. Dr. Clarke moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Clarke, K. Miller, Jarrell, Oakley, Daniels, Coe
NAY: none
ABSTAIN: none
Motion carried
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Health Life Safety Amendment for Repairs from Storm Damage incurred to Charleston High School
The District continues to work with our insurance carrier (PSIC) regarding the storm damage from June 7, 2015.
The big items include the Baker Gymnasium floor and roof areas. PSIC continues to get input from flooring
experts and is gathering replacement costs for both the roof and the floor. Stan Gebben of The Upchurch Group,
Inc. prepared a Health Life Safety Amendment for repairs to the Charleston High School Baker Gymnasium roof
and floor. The estimated cost with contingencies is $312,000.00.
It was the recommendation of the superintendent that the Board of Education approve the Health/Life Safety
Amendment for Charleston High School as prepared by The Upchurch Group, Inc. Dr. Clarke moved and Mr.
Jarrell seconded a motion.
On roll call vote:
AYE: Clarke, Jarrell, K. Miller, Daniels, Coe
NAY: Oakley
ABSTAIN: none
Motion carried
Approval/ISBE Evidence of Correction Action from Focused Monitoring Visit
The Illinois State Board of Education (ISBE), Division of Special Education Services, conducted an onsite
Focused Monitoring visit in the District on February 17 – 20, 2015. The final ISBE report dated April 17, 2015
was issued to the district identifying a finding of noncompliance. At the June 17, 2015 meeting, Tony Reeley,
Executive Director of the Eastern Illinois Area of Special Education/Associate Director for CUSD #1, reviewed
this report with the Board of Education. The required ‘Evidence of Correction-Immediate’ has been completed
and the ISBE has closed this section of the Focused Monitoring review. The ‘Evidence of CorrectionSubsequent’ will be completed by the February 20, 2016 deadline. In addition, the Focused Monitoring
Corrective Action Plan was approved by the ISBE contingent on acceptance by the Charleston CUSD #1 Board
of Education. The plan is incorporated into the CUSD#1 District Improvement Plan and includes strategies and
activities related to special education to ensure alignment with current district initiatives.
It was the recommendation of the superintendent that the Board of Education accept the Focused Monitoring
Corrective Action Pan to be incorporated in the CUSD #1 District Improvement Plan. Dr. Clarke moved and
Mrs. Miller seconded a motion.
On roll call vote:
AYE: Clarke, K. Miller, Jarrell, Oakley, Daniels, Coe
NAY: none
ABSTAIN: none
Motion carried
At 7:55pm, Mr. Jarrell moved to adjourn from the board meeting. Dr. Clarke seconded the motion.
On roll call:
AYE: Jarrell, Clarke, K. Miller, Oakley, Daniels, Coe
NAY: none
Motion carried
Jason Coe
President, Board of Education
Susan Daniels
Secretary, Board of Education
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