Minutes of the Special Meeting of May 28, 2013
The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties,
convened for a Special Meeting on Tuesday, May 28, 2013 at 12:00pm at the Administration Building,
410 West Polk Avenue, Charleston, IL 61920.
At 12:00pm President Miller called the meeting to order and asked for roll call.
The following members were present:
Ron Miller, President
Brenda Coffey, Secretary
Kelly Miller, Treasurer
Scott Clarke
Charles Jarrell
Susan Daniels
The following member was absent:
Jason Coe, Vice President
The following staff members were present:
Jim Littleford, Superintendent
Todd Vilardo, Assistant Superintendent for Curriculum & Instruction
David Kuetemeyer, Financial Consultant
Visitors 0 and 0 Members of the Press
Under Public, Staff Comments or Questions, Written Communications, President Miller asked if
there were any requests to address the Board of Education. There were no requests received.
Mr. Littleford thanked everyone for taking the time to attend.
Director of Building and Grounds Bill Richardson, reported to the superintendent that the roof over the fifth
(5th) grade wing at Jefferson Elementary School would need to be replaced in the near future. The existing
roof was put on in 1986 and has reached the end of its expected service life.
The Upchurch Group, Inc. prepared a Health Life Safety Amendment to install and replace the roof over the
fifth grade wing at a total replacement cost of $125,000. Health/Life Safety Amendments require approval of
the District Architect, CUSD #1 Board of Education, Regional Superintendent of Schools, State Architect,
and State School Superintendent before the Charleston School District may utilize Health/Life Safety funds to
pay for the improvements. It is anticipated that the work will be completed by September, 2014.
The superintendent recommended that the Board of Education approve the Health/Life Safety Amendment as
prepared by The Upchurch Group, Inc. for replacement of the roof on the fifth (5th) grade wing at Jefferson
Elementary School. Mrs. Miller moved and Dr. Clarke seconded the motion.
On roll call vote:
AYE: K. Miller, Clarke, Daniels, Jarrell, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
On February 16, 2012, Governor Quinn announced that the state was making available $50 million for a
School Maintenance Grant Program. The dollar-for-dollar state matching grant program provides up to
$50,000 in matching funds for the maintenance or upkeep of buildings or structures for educational
purposes. Applications must be submitted to the Regional Office of Education by May 31, 2013. The
ROE will review the application and submit to the Illinois State Board of Education.
Special Meeting Minutes of 05/28/13 pg. 1
District officials met with The Upchurch Group, Inc., to discuss the ISBE School Maintenance Program
Grants relating to pending district roof projects. Bill Richardson, David Kuetemeyer, and Jim Littleford
discussed the maintenance grant and impending roof replacement of the (5th) fifth grade wing at Jefferson
Elementary School with Randy Etnire and Stan Gebben from the UpChurch Group. The Upchurch Group
assured district officials the project would fall under the umbrella of this particular grant.
The superintendent recommended that the Board of Education approve the School Maintenance Grant
application to assist with the cost of replacing the roof on the (5th) fifth grade wing at Jefferson
Elementary School. Dr. Clarke moved and Mrs. Daniels seconded the motion.
On roll call vote:
AYE: Clarke, Daniels, Jarrell, K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
The Crisis Prevention Ad Hoc Committee met on May 23, 2013 to review plans and make adjustments
for school building front entrances. Bill Richardson, Jim Kuykendall, Kyle Perry, Susan Daniels, and
Jim Littleford were in attendance.
Included in the review was discussion on front entrance design changes in all District buildings including
magnetic door lock placement, camera/buzz-in/intercom systems, door placement, and lobby
re-configuration. Technology support staff member Kyle Perry provided updates regarding secretarial
panic buttons. The Ad Hoc Committee also discussed the need for the Rauland Corporation Telecenter U
Software, which allows for bell/magnetic door lock synchronization, school-wide emergency macro
initiation, live and pre-recorded paging, and manual music/ tone distribution.
The Upchurch Group, Inc. has prepared the a Health Life Safety Amendment to provide security upgrades
at CUSD #1 school buildings and Central Office at a total cost of $196,618. Completion of the work is
anticipated to be completed in the fall of 2013.
Kyle Perry and Bill Richardson were in attendance and updated the Board on the building specifics of the
projects.
It was the recommendation of the superintendent that the Board of Education approve the Health/Life
Safety Amendment as prepared by The Upchurch Group, Inc. for security upgrades to CUSD #1 school
facilities. Mrs. Daniels moved and Mr. Jarrell seconded the motion
On roll call vote:
AYE: Daniels, Jarrell, Clarke K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
At 12:42pm Mrs. Daniels moved to adjourn from the board meeting. Dr. Clarke seconded the motion.
On roll call vote:
AYE: Daniels, Clarke, Jarrell, K. Miller, Coffey, R. Miller
NAY: none
Abstain: none
Motion carried
_________________________
President, Board of Education
_________________________
Secretary, Board of Education
Special Meeting Minutes of 05/28/13 pg. 2