Minutes of the Special Meeting of May 9, 2012
The Board of Education of Community Unit School District No. 1, Coles and Cumberland Counties,
convened for a Special Meeting on Wednesday, May 9, 2012 at 5:30 p.m. at the Administration Building,
410 West Polk Avenue, Charleston, IL 61920.
At 5:34 p.m. President Coe called the meeting to order and asked for roll call.
The following members were present:
Jason Coe, President
Ron Miller, Vice President
Tim Hutti, Secretary
Kelly Miller, Treasurer
Scott Clarke
Brenda Coffey
Susan Daniels
The following staff members were present:
Jim Littleford, Superintendent
Todd Vilardo, Assistant Superintendent for Curriculum & Instruction
David Kuetemeyer, Financial Consultant
Chad Burgett, Carl Sandburg Elementary School Principal
Rob Ulm, Carl Sandburg/Jefferson Schools Assistant Principal
Visitor 1 and 0 Members of the Press
Under Public, Staff Comments or Questions, Written Communications, President Coe asked if there
were any requests to address the Board of Education. There were no requests received.
Charleston High School Security Plan
Mr. Littleford reported that on Wednesday, April 25, 2012 a meeting was held to review the CHS
Security Plan and estimated costs for the project. Kelly Miller, Susan Daniels, Todd Vilardo, David
Kuetemeyer, Mary Ann Pattenaude, Bill Richardson, Jim Kuykendall were in attendance. The group
reviewed Health Life Safety Amendments as presented from The Upchurch Group as well as security
upgrades throughout CUSD #1. The majority of the security upgrades referenced possible work at
Charleston High School. Available District Health Life Safety funds total approximately $938,614 with
already approved Health Life Safety Amendment projects (CHS roof, Central Office roof, Mark Twain
flooring, CHS gas shut-offs, Jefferson School sewer, CHS doors/hardware, and Carl Sandburg School
rooftop units) adding to about $550,795. An updated figure of approximately $336,172.80 is planned for
security upgrades. This leaves approximately $51,646.29 remaining in the Health Life Safety Fund.
Mr. Littleford stated that through a prioritization process, many items were addressed regarding their
immediacy and the group determined different security pieces could be reduced or completely eliminated.
The group also requested that the District explore a turn-key process in which some of the upgrades
would not be open for the bidding process. The Board of Education reviewed a summary highlighting the
revised costs for proposed security upgrades at Charleston High School and throughout the District.
Further, Mr. Littleford reported that a meeting was held on May 1, 2012 with The Upchurch Group,
Commercial Electric, DCI, and District officials to present and gather additional information regarding
such items as project changes, equipment specifications, and Health Life Safety Amendments. Since that
meeting, a review of equipment specifications by the CUSD #1 Technology Department has determined
that the equipment proposed meets standards CUSD #1 currently uses in infrastructure. The proposal
now includes $25,000 at Charleston High School to provide and install cable for wireless internet, new
fiber lines, new wire racks, and battery back-up for all security cameras.
Special Meeting Minutes of 5/9/2012 pg. 1
It was the recommendation of the Superintendent that the Board of Education approve moving forward
with the CHS/District security upgrades while granting the Superintendent authority to work with the
District architects, The Upchurch Group, in determining which segments of the security upgrades
should/should not be subject to the bidding process. Mrs. Miller moved and Mrs. Coffey seconded the
motion.
On roll call vote:
AYE: K. Miller, Coffey, Clarke, Daniels, R. Miller, Hutti, Coe
NAY: none
Abstain: none
Motion carried
Health Life Safety Amendment CUSD #1 Security Upgrades
Mr. Littleford reported that Sara Paap of The Upchurch Group prepared the Health Life Safety
Amendment to approve funding for the CUSD #1 Security Plan. This funding would be used to renovate
the main entrance at the high school, provide door contacts, magnetic door locks, security cameras
throughout the building (interior and exterior), panic buttons at secretary desks, parking lot signage,
building signage, add parking lot lighting and a radio for the emergency siren to direct students during an
emergency. The total amount requested to include contingencies and fees is $337,200.
It was the recommendation of the superintendent that the Board of Education approve the Health/Life
Safety Amendment to provide funding for the CUSD #1 security plan in the amount of $337,200.
Dr. Clarke moved and Mrs. Daniels seconded the motion.
On roll call vote:
AYE: Clarke, Daniels, Coffey, K. Miller, R. Miller, Hutti, Coe
NAY: none
Abstain: none
Motion carried
At 5:43pm, President Coe 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)
Specifically in closed session, the Board of Education would interview three finalists for the position of
Assistant Principal for Carl Sandburg and Jefferson Elementary Schools.
Mrs. Miller moved and Mr. Miller seconded the motion.
On roll call vote:
AYE: K. Miller, R. Miller, Clarke, Coffey, Daniels, Hutti, Coe
NAY: none
Abstain: none
Motion carried
At 9:25pm, Mrs. Coffey made a motion to reconvene from closed session. Mrs. Miller seconded the
motion.
Special Meeting Minutes of 5/9/2012 pg. 2
On roll call vote:
AYE: Coffey, K. Miller, Clarke, Daniels, R. Miller, Hutti, Coe
NAY: none
Abstain: none
Motion carried
At 9:26pm Mrs. Coffey moved to adjourn from the board meeting. Mr. Miller seconded the motion.
On roll call vote:
AYE: Coffey, R. Miller, Clarke, Daniels, K. Miller, Hutti, Coe
NAY: none
Abstain: none
Motion carried
Jason Coe
President, Board of Education
Tim Hutti
Secretary, Board of Education
Special Meeting Minutes of 5/9/2012 pg. 3