Minutes of the Regular Meeting of October 15, 2014
The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties,
Illinois met in regular session on Wednesday, October 15, 2014 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
Jason Coe, Vice President
Brenda Coffey, Secretary
Kelly Miller, Treasurer
Scott Clarke
Susan Daniels
Charles Jarrell
The following staff members were present:
Jim Littleford, Superintendent
Todd Vilardo, Assistant Superintendent for Curriculum & Instruction
David Kuetemeyer, Financial Consultant
Visitors 16 and 1 Member of the Press
Mr. Littleford reviewed Addendum items to the board book which included:
Revised Board Agenda
Correction to VI. F. Statement of Completion for Charleston High School Jefferson Elementary
School Roof Replacement
VI. Consent/New Business
VI. F. Correction to background information in recommendation…..On May 21, 2013 2014, the
Board of Education awarded the bid contract…
Also, correction to Statement of Completion
Amendment #18 to 17.
VI. G. Correction to number of requested gifted sick leave days to 341.5.
VII. Consent/Employment
Recommendation to employ a program paraprofessional at Charleston High School.
X. Recommended Action New Business
A. Contract Renewal/Third Party Administrator – CUSD #1 Health Benefits Program
A recommendation is provided to renew the Life Insurance Benefits Program.
Under Focus on Students and Good News Reports, Mr. Littleford complimented the artwork provided
by the Ashmore and Mark Twain Elementary School students. Mandy White is the art teacher.
Jefferson & Ashmore Elementary School Students
The Character Education students were chosen by their teachers representing the trait of Responsibility.
Roxanne Cornebise, Counselor is in charge of the program. Responsibility means being accountable
for your actions to yourself and to others and that you can be trusted to act in a reliable way.
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4th GradeAbby Smith
Jeandeliz Santiago
Karah Moore (Ashmore)
Ezekiel Roach
Emma Thomas
Maci Mayhall
Mikayla Lane
Brandon Jones
5th GradeTrent Ferguson
Jade Smyser
Lexy Drake
Genna Braden
Kirsten Drake
Marissa Green
Jacob Flight
Braden Pschirrer
E.J. Bickford
6th GradeDrew Dowland
Braydon Edwards
Kaiden Hutchens
Kyle Branson
Brooklyn Lucas
Sydni Elliott
Ava Stephens
Charleston Middle School - Eric Bright, 8th grade mathematics teacher. Eric won the EIU Alumni
Distinguished Educator Award. Eric will be participating in EIU’s Homecoming Day on October 25 to
include riding in the parade, sitting in the President’s Box for the football game, and attending a formal
dinner that night honoring the award winners.
Under Public Staff Comments, President Miller asked if there were any requests or written
communications to the Board of Education. No requests were received.
Mr. Littleford reported on one (1) Freedom of Information request received by the District from Ms.
Courtney Stillman, SRAGA Hauser LLC dated September 24, 2014. The request included any and all
records related to any trainings(s), consultation(s), presentations(s), or other services of any nature
whatsoever performed for the school district by Barbara Doyle, M.S., including but not limited to
program brochures or other information, consultation proposals and/or reports, e-mail and other
communications, job descriptions, curriculum vitae, announcements, advertisement, invoices, and
payments. The District responded to the request.
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.
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 Public Hearing of September 17, 2014 and Regular Board Meeting
of September 17, 2014.
B. Approve the bills and payrolls for the month of September 2014.
C. Approve the Activity Fund Accounts for the CUSD #1 attendance centers, period ending
September 2014.
VI. Consent Agenda: New Business
A. Approve submission of the FY2015 School Library Per Capita Grant Program application to the
Office of the Secretary of State.
B. Approve the overnight/out of state trip request from the Charleston High School Choral
Department to travel to Kettering, Ohio on November 7-8, 2014.
C. Approve the overnight/out of state trip request from the Charleston High School FFA Director to
travel to Louisville, Kentucky on October 28-30, 2014.
D. Deny a Serious Safety Hazard Findings application #1-14-01, for a student attending Jefferson
Elementary School. The application will be submitted to the Department of Transportation for
final review.
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E. Adopt a Memorandum of Understanding between the Charleston Education Association,
IEA/NEA and Charleston Board of Education in reference to Article XVI (Leaves), Section A –
Sick Leave, Paragraph 3 and Section B – Paid Personal Leave, Paragraph 3, per the Final Solution
of Group Consensus during Interest Based Bargaining on May 2, 2013.
F. Approve the Statement of Completion for Health Life Safety Amendment #17 to replace the roof
over the 5th grade wing at Jefferson Elementary School to be submitted to the Regional Office of
Education and Illinois State Board of Education for final approval.
G. Grant 341.50 (three hundred forty-one and one half) gifted sick leave days to CMS Science
Teacher Kim Southworth.
VII. Consent Agenda: Employment
Accept a letter of retirement from Kim Southworth, CMS Science teacher, effective at the end of
the 2018-19 school year.
Accept a letter of resignation from Jean Butler from her position as a paraprofessional at
Charleston High School, effective at the end of the day on October 3, 2014.
Accept a letter of resignation from Melinda Beals from her position as a paraprofessional at
Charleston High School, effective at the end of the day on October 10, 2014.
Accept a letter of resignation from Rebecca Edwards from her position as a paraprofessional at
Jefferson Elementary School, effective at the end of the day on October 3, 2014.
Accept a letter of resignation from Amy Neal from her position as a paraprofessional at Mark
Twain Elementary School, effective at the end of the day on October 9, 2014.
Grant an unpaid leave of absence to Jeannine Giffin, a paraprofessional at Charleston High
School.
Approve the reassignment of Loretta Phillips into the position as a program paraprofessional
serving as an interventionist, APEX supervisor, and AER/Detention supervisor at Charleston
High School, effective October 6, 2014.
Approve the reassignment of Rebecca Paul into the position as a special education 1:1
paraprofessional with student #81004 at Jefferson Elementary School, effective October 6, 2014.
Approve the employment of Jana Gately as a full time special education 1:1 paraprofessional for
student #13856 at Charleston High School, effective upon successful completion and receipt of
paraprofessional licensure from the Illinois State Board of Education. This employment was
contingent upon the continued educational needs of the students and receipt of all information
required for employment.
Approve the employment of Leeanna Kasey as a full time special education 1:1 paraprofessional
for student #12391 at Jefferson Elementary School, effective October 6, 2014. This employment
was contingent upon the continued educational needs of the student and receipt of all information
required for employment.
Approve the following individuals to serve as volunteer coaches at Charleston High School
during the 2014-15 school year. These assignments are contingent upon the receipt of all
information required for employment.
Stephen Kuchefsk
Boys’ Basketball
Ben Pertl
Boys’ Basketball
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Approve the employment of the individuals listed in the extra-curricular assignments as noted at
Charleston High School during the 2014-15 school year and contingent upon the receipt of all
required paperwork.
Al Lord
Freshmen Boys’ Basketball Coach
Ernest Williams
Assistant Boys’ Basketball Coach
Approve the list of substitutes/volunteers for Community Unit School District No. 1, effective
September 9 – October 6, 2014.
Addendum:
Approve the employment of Derek Williams as a full time paraprofessional in the ED Transition
room at Charleston High School, effective upon successful completion and receipt of
paraprofessional licensure from the Illinois State Board of Education. This employment was
contingent upon the continued educational needs of the students and receipt of all information
required for employment.
President Miller recommended that the Board of Education approve items under III through VII inclusive
on the Consent Agenda and under the addendum. Mr. Jarrell moved and Mrs. Miller seconded the
motion.
On roll call vote:
AYE: Jarrell, K. Miller, Clarke, Coe, Daniels, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
Under the Superintendent’s Report: 2014 Illinois School Report Cards
State and federal laws require public school districts to release School Report Cards to the public each
year. Illinois districts must make their School Report Card information available to the public no later
than October 31. Each School Report Card includes demographic, financial, and state assessment data.
The final section of each school’s report card includes a summary of areas of success and areas for
planned improvement as submitted by each school’s principal. Assistant Superintendent Todd Vilardo
explained changes to the School Report Cards.
In closing, Mr. Vilardo stated that the CUSD #1 Administrative Team will be sharing more information at
the November 19, 2014 Board meeting.
The Illinois State Board of Education has scheduled the release of the School Report Card for October 31,
and these can be accessed at: http://www.illinoisreportcard.com/. This web site can also be accessed
through our district’s website.
CUSD #1 Long Range Enrollment Projections Report
Mr. Littleford reported that for the past several years, Information Management Systems (IMS) has
provided enrollment projections for Charleston CUSD #1 and noted that this service has been valuable in
estimating future state aid for long range budget planning, staffing and room assignments. He announced
that the district was notified that Information Management Systems is no longer in business.
Assistant Superintendent Todd Vilardo has prepared attached enrollment projections for the school years:
2015-16 through 2018-19. This study uses a one-year cohort survival method and includes a projection of
special education and pre-school enrollment figures. Enrollment data has been obtained from the
district’s annual ‘Sixth Day Enrollment Reports’ and from an annual report of the county’s live birth
figures as provided by the Office of the Coles County Clerk and Recorder of Deeds.
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2014 Tax Levy Information
Financial Consultant, David Kuetemeyer provided the Board of Education with the initial information in
establishing the 2014 tax levy. He reported the Property Tax Extension Limitation Law (PTELL) limits
the amount of property taxes the County Clerk is able to extend. The increase in amount of taxes over the
prior year is limited to 5% (or the Consumer Price Index) whichever is the lesser. For the 2014 tax year
the Consumer Price Index (CPI) is 1.5%. The Board of Education will need to take action in adopting the
Certificate of 2014 Tax Levy by the December meeting.
Inclement Weather Procedures
During a recent meeting with Charleston Educational Support Personnel Association President Mary
Isbell, Mr. Littleford reported that she expressed some concern over the District past practices and issues
such as requiring 12-month employees to report to work during poor weather conditions and the protocol
on hourly pay. Mr. Littleford reviewed three scenario’s discussed:
1) School cancelled due to snow
- All 12-month ESP employees report to work as normal unless utilizing a personal or vacation
day.
2) 2-hour early out due to snow
- Hourly employees were allowed to leave early, but only were paid for hours worked.
3) Continuing Teacher Institute Day during snowy conditions
- For the district to get credit, ISBE requires teachers to work 5-hours during institute day, so
in that instance, teachers were permitted to come in at 10am, and, ESP’s (hourly employees)
were scheduled to work their normal work hours with the flexibility to work their usual hours
or adjust the work day start/end time.
Mr. Littleford invited ESP Union President Mary Isbell to address the Board of Education. Mrs. Isbell
stated that the Union was going to wait to bring the issue up during negotiations, but decided to move
forward with concerns. She said there were hurt feelings which stirred bad moral among the ESP staff
when students and certified staff members were provided an early out due to unsafe weather conditions
and the support personnel had to stay at work or take personal or vacation leave. She explained one
instance in January, a scheduled Teacher Institute day with inclement weather conditions. The teaching
staff were allowed to come in at 10:00am and work their regular day whereas, support personnel had to
come into work at their regular work time or take vacation, personal leave, or dock day. ESP union
representatives felt that the support personnel should have been able to work the same time schedule and
not have to take a vacation or personal day. Also, that consideration should be taken, if an employee is
snowbound and roads are not safe to travel, the employee should not have to use vacation or personal
leave or be docked. She said the issue was fairness and regard to the safety of support personnel.
Mr. Littleford stated that he understood the concerns and the intent was not to hurt feelings. In making
the decision, he was working with two classifications of employees and also following past practice of the
district. ESP employees are paid by the hour whereas certified employees are contractual. He noted that
he did not have the authority to pay hourly employees if they are not working. Also, how would it be
determined that one employee can stay home and be paid while others should report to work. He noted
that even with bad weather conditions, business would need to take place, such as payroll, accounts
payable, receptionist, maintenance staff, custodial staff, etc.
At that time, he asked for open discussion with the Board of Education to clarify what is acceptable
practice.
The Board of Education took considerable time to ask questions and discuss district past practice with
Mrs. Isbell and district administration.
Discussion included how Eastern Illinois University and Lake Land College handle inclement weather
conditions and protocol for their employees.
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President Miller stated that it was important that all employee’s not take the chance in coming to work if
they felt conditions were not safe.
Mr. Littleford indicated that the point has been well taken and the intention was never to offend anyone.
He read the Skylert messages that went out to staff members during the January Teacher Institute Day and
noted that decisions in closing school and in regard to personnel are not easy. He invited board members
to join Mr. Vilardo and himself in riding the snow routes prior to making decision of school closing this
winter.
President Miller thanked Mrs. Isbell for sharing the concerns.
Announcement of Vacancy/Timeline to Employ Mark Twain Elementary School Principal
Mr. Littleford announced that Mark Twain Elementary School Principal Terry Diss will be retiring on
June 30, 2015. He reviewed the timeline to fill the vacancy will be as follows and noted that inclement
weather conditions could change the dates:
October 15, 2014 – Brochure Distributed
December 1, 2014 – Application Deadline
January 13-15, 2015 – Selection of Candidates
January 31, 2015 – Committee Interviews
February 4, 2015 – Special Meeting – Board Interview Finalist(s)
February 18, 2015 – Board of Education Appoints Candidate
Mrs. Miller moved and Mr. Coe seconded a motion that the Superintendent’s Report was received by the
Board of Education.
On roll call vote:
AYE: K. Miller, Coe, Clarke, Daniels, Jarrell, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
Moving to New Business: Contract Renewal - CUSD #1 Health Benefits Program
Mr. Littleford reported that the district’s health insurance program operates as an Insurance Trust. The
district insurance trust employs a Third Party Administrator (TPA) under a contract that runs from
January 1 to December 31. Steve Bushue of Bushue Human Resources met with the CUSD #1 Health
Insurance Committee on four (4) different occasions, February 19, May 21, July 30 and August 19, 2014.
At the Regular Board meeting held on August 20, 2014, the Board approved the revised Charleston
CUSD #1 2015 Gold Plan and Silver Plan options.
Travis Bushue of Bushue Human Resources was in attendance to present the renewal information and
answer any questions regarding the health benefits program from the Board of Education.
Mr. Littleford reported that upon review of the renewal, he noticed under the stop loss section, the phrase
‘lasering’ was included on two individuals. Since this was a term that had not been brought up in the
insurance committee meetings or to district administration, Mr. Littleford asked Mr. Bushue to provide a
definition and how ‘lasering’ certain individuals enrolled will impact our insurance renewal program.
In review of the District’s claim history, Mr. Bushue reported that since CUSD #1 is a self-insured group,
it is responsible for claims. Stop loss experience of $50,000 is per individual per benefit year. For the
two individuals that were ‘lasered’, their stop loss limit increased to $300,000 - $350,000 by the
reinsurance carrier, Coventry. The District would incur this cost during the 2015 plan period. Mr.
Bushue stated that over the last 8 – 10 years, the district’s self-insurance program has offered very
attractive deductibles. Bidding was not an option, since the claims history stays with the district over a
three year period. Lasering is an industry practice.
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Mr. Bushue stated that over the past year, the CUSD #1 health benefits program has seen a decline in the
fund balance. As consultants, their recommendation for over the past years was to redesign the insurance
program to ensure the fund balance was not in jeopardy.
The Board of Education spent considerable time discussing the self-insurance program, the declining fund
balance and understanding ‘lasering’ of individuals. They stressed concern of not learning about the term
‘lasering’ prior to receipt of notice in the renewal that two individuals had been ‘lasered’ from a $50,000
stop loss to $300,000 - $350,000 stop loss and the cost incurred to the district.
Following discussion, Mr. Bushue presented the recommendation from Steve Bushue and the CUSD #1
Insurance Committee.
1. Recommends the board renew on a self-insured basis with TPA and Reinsurance carrier Coventry
for the Group Health and Dental Insurance Plan for the 2015 calendar year.
2. Recommends maintaining the current plan design for the Gold Plan and the Silver Plan.
3. Recommends maintaining the premium contribution levels for the 2015 calendar year as
referenced in the attached plan options.
4. Recommends renewal of the Life Insurance package with Benefit Administrative Systems and
Mutual of Omaha for two year period without change in rates until 2015.
It was the recommendation of the superintendent that the Board of Education accept the recommendations
from Steve Bushue of Bushue Human Resources, Inc. and the CUSD #1 Health Insurance Committee,
effective January 1, 2015 through December 31, 2015. Dr. Clarke moved and Mr. Coe seconded the
motion.
On roll call vote:
AYE: Clarke, Coe, Daniels, Jarrell, K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
Mr. Littleford thanked Mr. Bushue for attending the meeting and presenting the renewal information.
FY2014 CUSD #1 Audit Report
Mr. Littleford invited Cleve Karch of Gilbert, Metzger & Madigan LLP to present the FY14 Financial
Report for Community Unit School District No. 1. A copy of the audit was provided in the board
members information.
After introductions to the Board and audience, Mr. Karch presented an overview of the financial audit of
school district records and reports for the 2013-14 school year. He announced there were no instances of
noncompliance material to the financial statements of CUSD #1 disclosed during the audit. Mr. Karch
reviewed one repeat audit finding and one new finding, which has been resolved, all identified in the
audit.
Finding #1: (repeat finding) Internal control weakness due to lack of expertise in preparing
financial statements and disclosure in accordance with accounting standards.
Finding #2: (new finding) Proceeds are to be exclusively used for either IMRF or Social Security
purposes. IMRF funds were commingled to help fund Social Security and Medicare
expenditures.
After all questions were answered, Mr. Littleford thanked Mr. Karch for the audit report. Mr. Karch
thanked the administration, staff, and Board of Education.
It was recommended by the superintendent that the Board of Education accept the FY2014 Financial
Audit as prepared by Gilbert, Metzger and Madigan, LLP. Mr. Coe moved and Mrs. Daniels seconded
the motion.
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On roll call vote:
AYE: Coe, Daniels, Clarke, Jarrell, K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
Adoption/Grade 1-8 Social Science Curriculum Maps
Assistant Superintendent Todd Vilardo has been working with a District Social Science Curriculum
Mapping Team, consisting of representatives from each grade level. The Team has been revising the
written curriculum to ensure alignment with the Illinois Learning Standards and the New Illinois State
Learning Standards Incorporating the Common Core. Team members have presented the documents to
the District Curriculum and Advisory Council (DCC), and the council has recommended that the grades
1-8 maps be presented to the Board of Education for approval as district adopt curriculum.
Mr. Vilardo outlined the Team’s work and presented their recommendation. He made note that the 9-12
maps were still under development and will be presented to the DCC at a later date.
Based on the recommendation of Assistant Superintendent Todd Vilardo and District Elementary
Curriculum and Advisory Council, the superintendent recommended that the Board of Education adopt
the grades 1-8 social science curriculum maps as district curriculum beginning after Board approval. Mr.
Jarrell and Dr. Clarke seconded the motion.
On roll call vote:
AYE: Jarrell, Clarke, Coe, Daniels, K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
Criteria for Calendar Committee/2015-2016 School Year Calendar
It is the recommendation of the superintendent that the Board of Education establish parameters and
guidelines for the 2015-2016 school calendar committee. The 2015-2016 school calendar will be adopted
by the Board of Education in February or March 2014.
Following discussion and review of calendar parameters, Mr. Coe moved and Mrs. Daniels to set the
parameters for the 2014-15 school calendar as follows:
1) Do not start before August 17
2) First semester ends before Winter Break
3) Remove – do not start school on a Thursday
On roll call vote:
AYE: Coe, Daniels, Clarke, Jarrell, K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
At 9:18pm, 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. Jarrell moved and Dr. Clarke seconded the motion.
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On roll call vote:
AYE: Jarrell, Clarke, Coe, Daniels, K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
At 12:06am, Mr. Coe made a motion to reconvene from closed session. Mr. Jarrell seconded the motion.
On roll call vote:
AYE: Coe, Jarrell, Clarke, Daniels, K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
At 12:07am, Mr. Coe made a motion to adjourn from the board meeting. Mr. Miller seconded the motion.
On roll call vote:
AYE: Coe, R. Miller, Clarke, Daniels, Jarrell, K. Miller, Coffey
NAY: none
Abstain: none
Motion carried
Ronald L. Miller
President, Board of Education
Brenda L. Coffey
Secretary, Board of Education
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