Minutes of the Regular Meeting of July 17, 2013
The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties, Illinois met
in regular session on Wednesday, July 17, 2013 at the Administration Building – 410 West Polk Avenue,
Charleston, Illinois 61920
President Pro-Tem Coe called the meeting to order at 6:32pm and asked for roll call.
The following board members were present:
Jason Coe, Vice President
Brenda Coffey, Secretary
Kelly Miller, Treasurer
Susan Daniels
Charles Jarrell
The following board members were absent:
Ron Miller, President
Scott Clarke
The following Central Office staff was present:
Jim Littleford, Superintendent
Todd Vilardo, Assistant Superintendent for Curriculum & Instruction
David Kuetemeyer, Financial Consultant
Visitors 9 and 2 Members of the Press
Mr. Littleford reviewed Addendum items to the board book which included:
Revised board agenda
VII. Consent Agenda: Appointment/Employment
 Letter of resignation from a paraprofessional at Carl Sandburg Elementary School,
effective July 17, 2013.
X. New Business:
 E. Change of Retirement Date – CHS Principal
Under public comments and written communications, President Pro-Tem Coe asked if there were any comments,
questions or written communications. There were no requests for the Board of Education.
Mr. Littleford reported on three Freedom of Information requests received by the District.
1) FOIA request from Missy Stowell dated June 24, 2013 requesting information regarding Advanced
Placement courses offered at Charleston High School. The District responded to the request.
2) FOIA request from Rick Dial, Mid-Central Illinois Regional Council of Carpenters, dated June 10, 2013
and received by the District on June 14, 2013 requesting information regarding basketball rim
replacement at Charleston High School. The District responded to the request.
3) FOIA request from Danielle Heaps, Voxitatis Research Foundation dated July 5, 2013 requesting
information regarding the performance of musical theater productions by students of Charleston High
School. 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.
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Mr. Littleford reviewed the recommendations under the consent agenda.
IV. Consent Agenda: Standard Items
A.
Approve the minutes of the Public Meeting of June 19, 2013, Regular Meeting of June 19, 2013,
Special Meeting of July 1, 2013, and Special Meeting of July 8, 2013.
B.1 Approve the bills and payrolls for the month of June 2013.
B.2 Approve the Activity Fund Reports for the CUSD #1 attendance centers, period ending June 2013.
V. Consent Agenda: Old Business
VI. Consent Agenda: New Business
 Approve the list of signage sponsors from Trojan Booster Club President Maureen Smith for the month
of July 2013 as follows:
Diepholz Auto Group: $6,000, Ultimate Trojan Sponsor
Linda Nugent Realtors: $2,000, Red Trojan Sponsor
Glass Doctor of Central IL: Not yet determined $2,000, $4,000 or $6,000
Sarah Bush Lincoln Health Center: $2,000, Red Trojan Sponsor

Appoint Karen Murphy, CMS Media Specialist, as the district’s designee responsible for the overall
direction of library media services for the 2013-2014 school year.

Approve the hazardous walking areas by resolution and reaffirm transportation from and to a childcare
provider’s residence for the 2013-2014 school year.

Approve a revision to the student paid lunch fee to $2.15 for the 2013-2014 school year.

Approve the minutes of the closed session meetings held on January 16, 2013, February 20, 2013, March
20, 2013, April 3, 2013, April 17, 2013, April 22, 2013, May 15, 2013, June 19, 2013, July 1, 2013, and
July 8, 2013; and further, not to make public the minutes of the closed sessions.

Authorize the destruction of all Closed Session Audio Tapes beginning July 2011 through December
2011 for regular and special meetings.

Approve an 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 2013-2014 school year.
VII. Consent Agenda: Employment
Accept a letter of resignation from Shonna Davis from her position as a paraprofessional for student
#25611 at Carl Sandburg Elementary School, effective July 9, 2013.
Accept a letter of resignation from Stacy Shields from her position as a paraprofessional for student
#06993 at Jefferson Elementary School, effective July 17, 2013.
Contingent upon finding a suitable replacement, accept a letter of resignation from Jeff Miller from his
extra-curricular assignment as an Assistant Football Coach at Charleston High School, effective
immediately.
Accept a letter of resignation from Kevin Hussey from his extra-curricular assignment as the Head Boys’
Tennis Coach at Charleston High School, effective immediately.
Accept a letter of resignation from Jordyn Gandolfi from her extra-curricular assignment as the Pom and
Dance Coach at Charleston Middle School, effective immediately.
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Approve the employment of Terry Hanner as a full time custodian (2nd shift) custodian at Charleston
Middle School, effective August 19, 2013. Employment contingent upon the receipt of all information
required for employment.
Approve the following individuals to serve as coaches in the extra-curricular assignments listed at
Charleston High School during the 2013-2014 school year.
Derrick Landrus
Head Baseball
Paul Stranz
Head Girls’ Soccer
Dave Dunlap
Assistant Girls’ Soccer
Blain Mayhall
Head Softball
Chad Miller
Head Boys’ Track
Approve the following individuals to serve as volunteers in the extra-curricular assignments at
Charleston High School for the 2012-2013 school year contingent upon the receipt of all required
paperwork.
Dirk Bennett
Boys Soccer
Aldo Ruffalo
Boys Soccer
Brenda Coffey
Volleyball
Kim Sherwood
Volleyball
John McInerney
Boys/Girls Cross Country
Dwight Pentzien
Girls Swimming
Kristen Pentzien
Girls Swimming
Patti Hicks
Girls Tennis
Cliff Campbell
Football
Carl Wolff
Football
Jim Kuykendall
Football
Bob Black
Football
Shad Ferguson
Football
Cliff McBenge
Football
Ken Ratliff
Football
Jerry Payne
Football
Drew Baker
Football
John Pogue
Football
Rachael Blosser
Cheerleading
Approve the following individuals to serve as coaches in the extra-curricular assignments listed at
Charleston Middle School during the 2013-2014 school year.
Lew Hankenson
Brenda Foster
Gene Nance
Robert Lynn
7th Grade Girls’ Track and Field
8th Grade Girls’ Track and Field
7th Grade Boys’ Track and Field
8th Grade Boys’ Track and Field
Approve the employment of Lisa Dallas in the extra-curricular assignment as Pom and Dance Coach at
Charleston Middle School during the 2013-2014 school year. This employment was contingent upon the
receipt of all information required for employment.
Addendum:
Accept a letter of resignation from Ashley Wishard from her position as a paraprofessional for student
#20303 at Carl Sandburg Elementary School, effective July 17, 2013.
Mrs. Miller moved and Mr. Jarrell seconded the motion to approve items under IV through VII inclusive on the
Consent Agenda and in the addendum.
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On roll call vote:
AYE: K. Miller, Jarrell, Daniels, Coffey, Coe
NAY: none
Abstain: Mrs. Miller abstained on vote of resignation of the CHS Assistant
Motion carried
Football Coach, Jeff Miller. Mrs. Coffey abstained on vote for
Brenda Coffey to serve as a CHS volunteer volleyball coach.
Under the Superintendent’s Report, Mr. Littleford reported that the 2013 summer school sessions were held at
Jefferson Elementary School for students in grades 7 – 12. First session was held from May 30 – June 17 and
second session from June 17 – July 3. All course work was done via a computerized program (APEX)
supervised by a certificated teacher and two paraprofessionals for each session. Diane Hutchins and Trevor
Doughty provided an update on the program and indicated that the summer school sessions were well attended
and very successful. Mrs. Hutchins reported that this summer they were able to offer math because both of the
teachers were math teachers. APEX could also provide students with Advanced Placement courses. Mr.
Doughty stated, plans for next year is to expand APEX credit recovery to middle school students.
2013 Central Registration
Mr. Littleford announced that Central Registration will be held in the Charleston High School cafeteria on
Monday, July 29, 2013 from 2:00pm – 8:00pm and Tuesday, July 30, 2013 from 8:00am – 3:00pm. If parents
are not able to attend Central Registration, they will be able to register their children at each school site after July
30.
Mrs. Daniels asked if consideration could be made to hold Central Registration on a Friday and Monday instead
of having both days in the same week. She said that way if a family is on vacation one week, they would be able
to attend the following Monday. Mr. Littleford made a note and would talk to the building administrators during
Administrative Council.
Institute Day Activities
For the start of the 2013-2014 school year, an all-staff Institute Day has been planned for Wednesday,
August 14, 2013. 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 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. If schedules permit, Mr. Littleford invited the Board of
Education to attend these activities.
Update/Health Life Safety Projects
Mr. Littleford announced that as of this date, the Illinois State Board of Education has approved all Health Life
Safety Amendments submitted from the District. Director of Buildings and Grounds Bill Richardson was in
attendance and provided an update on progress of the Health Life Safety projects throughout the district.
-
District Architects, the UpChurch Group & Associates are completing drawings and specifications with
a tentative date to go out for bid by August 1.
Elevator work at CHS and Jefferson School will be completed before school begins on August 13.
Before school begins on August 15, air conditioning compressors will be completed, safety film on
entrance doors will be completed, intercom upgrades will be completed, and panic buttons will be
installed.
CUSD #1 Budget Recap 2012-2013
Financial Consultant, David Kuetemeyer provided estimated final balances for the 2012-2013 school year. After
review of all fund balances, Mr. Kuetemeyer pointed out that expenses outweighed revenues by about $1.7
million. He made note that the district received more state support this year by receiving five categorical
payments instead of the four expected. The district received five regular transportation reimbursements and five
special education transportation reimbursement payments. He also noted that the FY14 General State Aid
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reimbursement was anticipated to be prorated as low as 79%. It now appears that the proration will continue at
89%. In closing, Mr. Kuetemeyer stated that the district auditor will confirm the end of the year balances in all
funds following the annual audit. He commented the district finished the year as well as can be expected thanks
to the cooperation of all people who helped to reduce our expenditures and costs.
Mrs. Miller moved and Mrs. Daniels seconded a motion to accept the Superintendent’s Report.
On roll call vote:
AYE: K. Miller, Daniels, Jarrell, Coffey, Coe
NAY: none
Abstain: none
Motion carried
Under Old Business, the superintendent reported that following school board policies, administrative
procedures and exhibits have been on file for the required layover period. It was recommended by the
superintendent that the Board of Education adopt The superintendent recommends that the Board of Education
adopt the Board Policies, Administrative Procedures and Exhibits as listed.
Newly Established School Board Policy Administrative Procedures/Exhibits
4:45-E1
Operational Services – Cover page Documenting the Process to Seek Offset from the
Office of the Comptroller
4:45-E2
Operational Services – Notice of Claim and Intent to Seek Debt Recovery; Challenge;
and Response to Challenge
6:220
Instruction – Bring Your Own Technology (BYOT) Program; Responsible Use and
Conduct
6:220-E1
Instruction – Authorization to Participate in the Bring Your Own Technology (BYOT)
Program; Responsible Use and Conduct Agreement
6:220-E2
Instruction – Bring Your Own Technology (BYOT) Program Student Guidelines
7:340-AP2, E1 Students – Letter Containing Schedule for Destruction of School Student Records
7:340-AP2
Students – Storage and Destruction of School Student Records
Revised School Board Policies/Administrative Procedures/Exhibits
2:20
School Board – Powers and Duties of the School Board
2:20-E
School Board – Waiver and Modification Request Resource Guide
2:30
School Board – School District Elections
2:110
School Board – Qualifications, Terms, and Duties of Board Officers
2:125
School Board – Board Member Expenses
2:140-E
School Board – Guidance for Board Member Communications, Including Email Use
2:200
School Board – Types of School Board Meetings
2:200-AP
School Board – Types of School Board Meetings
2:220
School Board – School Board Meeting Procedure
2:250-AP2
School Board – Protocols for Record Preservation and Development of Retention
Schedules
2:250-E2
School Board – Immediately Available District Public Records and Web-Posted Reports
and Records
4:15
Operational Services – Identity Protection
4:45
Operational Services – Insufficient Fund Checks and Debt Recovery
4:60-E
Operational Services – Notice of Contractors
4:70
Operational Services – Resource Conservation
4:100
Operational Services – Insurance Management
4:110
Operational Services – Transportation
4:110-AP2
Operational Services – Bus Driver Communication Devices; Pre-Trip and Post-Trip
Inspection; Bus Driving Comments
4:140
Operational Services – Waiver of Student Fees
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4:170
5:30
5:125
5:125-E2
6:20
6:60
6:60-AP
6:65
6:110
Operational Services – Safety
General Personnel – Hiring Process and Criteria
General Personnel – Personal Technology and Social Media; Usage and Conduct
General Personnel – Request to Use Non-District
Instruction – School Year Calendar and Day
Instruction – Curriculum Content
Instruction – Comprehensive Health Education Program
Instruction – Student Social and Emotional Development
Instruction – Programs for Students At Risk of Academic Failure and/or Dropping Out of
School and Graduation Incentives Program
6:120-AP3
Instruction – Service Animals
6:210
Instruction – Instructional Materials
6:235
Instruction – Access to Information and Communication Technologies
6:235-AP2
Instruction – Web Publishing Guidelines
6:235-E5
Instruction – Children’s Online Privacy Protection Act
6:280-AP
Instruction – Evaluating and Reporting Student Achievement
6:320
Instruction – High School Credit for Proficiency
7:70
Students – Attendance and Truancy
7:140-AP
Students – Use of Metal Detectors for Student Safety
7:190-AP3
Students – Guidelines for Reciprocal Reporting of Criminal Offenses Committed by
Students
7:190-AP5
Students – Student Handbook – Electronic Devices
7:220
Students – Bus Conduct
7:220-AP
Students – Electronic Recordings on School Buses
7:340
Students – Student Records
7:340-AP1
Students – School Student Records
7:340-AP1, E1 Students – Notice to Parents/Guardians and Students of Their Rights Concerning a
Student’s School Records
Mrs. Daniels moved and Mrs. Miller seconded a motion.
On roll call vote:
AYE: Daniels, K. Miller, Jarrell, Coffey, Coe
NAY: none
ABSTAIN: none
Motion carried
Authority to Staff Schools
It was the recommendation of the superintendent that the Board of Education grant the authority to employ
personnel in order to begin the 2013-2014 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. Mrs. Miller moved and Mr. Jarrell seconded the motion.
On roll call vote:
AYE: K. Miller, Jarrell, Daniels, Coffey, Coe
NAY: none
ABSTAIN: none
Motion carried
Copier Contract Buyout & Maintenance Agreement
The lease agreement with Watts Copy Systems, Inc. expires at the end of the summer. In an effort to save
money for the district, Financial Consultant David Kuetemeyer met with representatives from companies to
explore options to either seek bid proposals or keep the current copiers in the district.
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Mr. Kuetemeyer reported that following negotiations with Watts Copy Systems, the best alternative for the
district is to buy-out the current copiers, which will be paid in full soon. Watts Copy Systems offered to
continue the maintenance agreement only paying for the amount of copies the district makes per month. This
will include all costs except for paper. Mr. Kuetemeyer handed out an outline of the proposal that showed an
estimated projected savings to the district of approximately, $20,000 per year, (see official board book). This
summer, Watt’s Copy system will also refurbish the current copiers at each site.
It is the recommendation of the superintendent that the Board of Education approve the agreement to
buy-out the current copiers and continue the maintenance agreement with Watts Copy Systems, Inc.
Mrs. Miller moved and Mrs. Daniels seconded the motion.
On roll call vote:
AYE: K. Miller, Daniels, Jarrell, Coffey, Coe
NAY: none
ABSTAIN: none
Motion carried
Action on a Confidential Contract and General Release for Student #13041
It was the recommendation of the superintendent that the Board of Education approve the Confidential
Agreement and General Release for student #13041 as presented. Mr. Jarrell moved and Mrs. Daniels seconded
the motion.
On roll call vote:
AYE: Jarrell, Daniels, K. Miller, Coffey, Coe
NAY: none
ABSTAIN: none
Motion carried
Employment: Contract Extension – Special Education Coordinator
It was the recommendation of the superintendent that the Board of Education accept a letter of retirement from
Ellis ‘Bud’ McMillan effective July 12, 2013. This retirement is subject to the provisions of district policies and
state law.
Further, the superintendent recommended that the Board of Education approve an Amendment to Contract for
Special Education Coordinator Ellis ‘Bud’ McMillan to reflect the retirement date of July 12, 2013 and to fulfill
the requirements of the Teachers’ Retirement System of Illinois.
Mr. Jarrell moved and Mrs. Miller seconded the motion.
On roll call vote:
AYE: Jarrell, K. Miller, Daniels, Coffey, Coe
NAY: none
ABSTAIN: none
Motion carried
Retirement: Change of Retirement Date – CHS Principal
It was the recommendation of the superintendent that the Board of Education approve the change of retirement
date for Diane Hutchins, Principal for Charleston High School, as per a contract amendment from June 30, 2014,
to August 4, 2014.
Further, the superintendent recommended that the Board of Education grant 43 additional gifted sick leave days
to Mrs. Hutchins in exchange for discontinuing her dependent health insurance coverage with the district on
October 7, 2013, through the end of her full-time employment on August 4, 2014.
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In addition, it was recommended by the superintendent that Mrs. Hutchins be compensated for her work days
from July 1, 2014, through August 4, 2014, as during the 2013-2014 school year.
Mrs. Miller moved and Mrs. Daniels seconded the motion.
On roll call vote:
AYE: K. Miller, Daniels, Jarrell, Coffey, Coe
NAY: none
ABSTAIN: none
Motion carried
At 7:29pm Mrs. Miller moved to adjourn from the board meeting. Mr. Jarrell seconded the motion.
On roll call:
AYE: K. Miller, Jarrell, Daniels, Coffey, Coe
NAY: none
Motion carried
Ronald L. Miller
President, Board of Education
Brenda L. Coffey
Secretary, Board of Education
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