Ball-Chatham SD board accepts equipment donation
The Ball-Chatham School District Board of Education met Sept. 26 to accept an equipment donation.
Here are the meeting's minutes, as provided by the board:
"The Ball-Chatham Board of Education consists of seven board members elected to serve, without compensation, for overlapping terms of four years each. The board elects a president, vice-president and secretary to serve for one-year terms."
Minutes of the Regular Meeting of Community Unit District Number Five Sangamon County, Illinois September 26, 2016
The regular meeting of the Board of Education of Community Unit District Number Five was September 26, 2016 at the Ball-Chatham District Office which place is within the boundaries of said district.
President Steve Copp called the meeting to order at 6:30 p.m. The Board clerk noted that Board members Carter, Copp, Maddox, Sieren, Worley, and Yurevich were present. Board member Weitzel was absent.
Administrators present: Randy Allen, Tricia Burke, Jen Farnsworth, Ryan Green, Elizabeth Gregurich, Tammi Kuhn, Jim Lee, Jim Lovelace, Charlotte Montgomery, Josh Mulvaney, Ashley Romadka, Tina Root, Betsy Schroeder, Kim Sepich, Josi Wertheim, and Dr. Doug Wood.
Media present: Joe Pritchett, Chatham Clarion
Approval of Agenda President Copp called for a vote to approve the evening’s agenda.
Maddox moved to approve the agenda for the Board of Education’s regular meeting of September 26, 2016. Upon said motion being seconded by Sieren, the Board president called for a vote. All Board members voted “yes.”
Action Items from Closed Session Board President Copp read aloud the following recommendation: To approve the minutes from the closed Spe- cial Meetings of August 16, and September 14, 2016; and the minutes from closed session on August 22, 2016.
Maddox moved to approve the minutes from the closed Special Meetings of August 16, and Sep- tember 14, 2016; and the minutes from closed session on August 22, 2016 as amended or ap- proved in closed session. Upon said motion being seconded by Yurevich, the Board president called for a vote. All Board members voted “yes.”
Budget Hearing CFO Charlotte Montgomery stated that there were no changes from the tentative budget for FY17 that she pre- sented last month. She also noted the following:
• The District uses Cash Basis Accounting, meaning revenues and expenditures are recognized at the time cash is received or disbursed;
• Beginning fund balances are estimates until the District’s audit is completed to determine FY16 ending balances;
• The FY17 budget will attempt to further reduce the amount needed from early taxes received in April and May for the FY18 school year;
• Revenues are estimated conservatively, in part, due to our inability to know what the State of Illinois will do with funding;
• Expenditures are estimated high to protect the District from unforeseen circumstances;
• All operating funds will have slight estimated surpluses.
In summary, the District’s budget revenues are estimated at $38,476,239; and expenditures are estimated at $38,293,506, leaving a surplus of $182,733. Board Vice President Sieren asked for clarification on revenues from vendor contracts over $1000 (as noted on page 28 of the FY17 Budget document). Mrs. Montgomery stated that revenues from those contracts [on page 28] go right back into school activity funds and are not used as District revenue. Board member Worley pointed out that, because of projected surpluses, the District will not have to file a deficit budget plan this year. Hearing no further discussion, Board President Copp asked for a vote to close the hearing.
Yurevich moved to close the Budget Hearing. Upon said motion being seconded by Maddox, the Board president called for a vote. All Board members voted “yes.”
Thereafter, Mr. Copp read the Resolution on the 2016-17 Budget, and asked for a vote on the matter.
Maddox moved to approve the FY17 Budget as presented, and to submit it to the Illinois State Board of Education. Upon said motion being seconded by Maddox, the Board president called for a vote. All Board members voted “yes.”
Communications Citizens – Board President Copp asked if anyone in the audience would like to comment on any agenda item. Mrs. Deb Bell, GMS Custodian, stated that she had concerns about the proposed custodial supply contract that is scheduled for vote later in the agenda. She asked if both vendors priced “like” items. She received garbage bag samples from Masco [one of the two vendors who bid on the contract] and they were much thinner than the ones she currently uses from Triad [the current, and second vendor who bid on the contract]. Facilities and Grounds Director Mike Dobbs noted that he used a previous materials list from several years ago to develop the bid specs. The thinner garbage bags were on the bid spec, and both vendors bid using that grade of bag. Apparently, the bag currently in use had since changed since the bid was accepted several years ago. Mrs. Bell also expressed concern about product quality and product chemical break-down. Board President Copp thanked her for her comments and noted that the issue would be discussed more fully later in the agenda.
Consent Board President Copp asked if anyone would like to pull any items out of Consent for further discussion. Ms. Worley pulled Item 6.6 – FOIA Requests, and Item 6.8 – Equipment Donation: Acceptance of Gift of Rifton Solo- lift, Medium Solovest, and battery/power supply. Mr. Copp called for a vote on the other items listed under “Consent.”
Maddox moved to approve the Consent Items (less Items 6.6 and 6.8) as presented. Upon said motion being seconded by Carter, the Board president called for a vote. All members voted “yes.” Consent Agenda items included:
• Adoption of Consent Agenda Items
• Minutes of Regular Board Meeting, August 22, 2016
• School District Accounts Payable
• School Activity Account Reports
• Treasurer/Financial Report
• Approve the Application for Recognition of Schools for 16-17
• Resolution to Dispose of Surplus and Non Salvageable Equipment
FOIA Requests – Ms. Worley asked Director of Communications, Betsy Schroeder, for clarification on the re- quest by WICS on the number of students with Springfield addresses who attend Ball-Chatham schools. She noted that reporter Eric Feldman explained that he had heard that there had been a migration of Springfield District 186 students to outlying school districts, and wondered if it was true. Schroeder noted that she couldn’t provide actual student addresses (which was asked for in the FOIA request), as doing so would be a violation of confidentiality, but Technology Director Josh Mulvaney was able to search the District’s Skyward system for the number of students with Springfield addresses. Mrs. Schroeder further noted that she provided those numbers, along with a map of the District boundaries, as part of her response to the FOIA.
Maddox moved to approve the FOIA Requests report, as presented. Upon said motion being se- conded by Sieren, the Board president called for a vote. All Board members voted “yes.”
Equipment Donation: Acceptance of Gift of Rifton Sololift, Medium Solovest and battery/ power supply – Ms. Josi Wertheim, Director of Special Education, explained details on how the equipment will benefit both stu- dents and staff at the high school. She also noted that the District currently has one other such device, and is being used at the middle school. Ms. Worley thanked the donor for this valuable addition.
Maddox moved to accept the equipment donation, as presented. Upon said motion being seconded by Worley, the Board president called for a vote. All Board members voted “yes.”
Personnel Consent Board President Copp asked if anyone would like to pull any items out of Personnel Consent for further discus- sion. None were noted.
Maddox moved to approve the Personnel Consent Items, as presented. Upon said motion being se- conded by Yurevich, the Board president called for a vote. All members voted “yes.” Personnel Consent Agenda items included:
• Resignation of GHS Student Council Advisor – Courtney Wiedeman
• Resignation of GHS Secretary – Rhonda Gill (effective 10/7/16)
• Resignation of GMS Assistant Volleyball Coach – McKenna Matrisch
• Resignation of GMS Library Aide – Elena Dockter
• Resignation of GIS Cashier – Theresa Dupuis
• Resignation of GIS Playground Supervisor – Jacqueline Colonius
• Resignation of GIS Playground Supervisor – Rebecca Hamer
• Resignation of BE Custodian – Ed Noel
• Resignation of BE Part-time Cook – Angel Kraemer
• Resignation of GES Playground Supervisor – Devin Simmons (effective 10/5/16)
• Resignation of CES 2nd Shift Custodian – Phillip Payne
• Employment of Full-Time Kindergarten Teacher at BES – Roxanne Gardner
• Employment of Paraprofessional at GMS – Maria Jimerson
• Employment of Full-time Cashier at GIS – Jacqueline Colonius
• Employment of Custodian – 2nd shift at CES – Anthony Jennings
• Employment of Custodian - 2nd Shift at GMS – Kevin Frazier
• Employment of Full-Time Library Aide at GMS – Rosemary Stone
• Employment of Part-time (3 hr/day) Cook at CES – Rebekah Reese
• Employment of Playground Supervisor (3.5 hrs/day) at CES – Jamie Holt
• Employment of Playground Supervisor (3.5 hrs/day) at CES – Amanda Moriconi
• Employment of Playground Supervisor (3.5 hrs/day) at CES – Sue Maxon
• Employment of Part-Time Cook (3/hrs/day) at BE – Andrea Owens
• Employment of Playground Supervisor (3.5 hrs/day) at BE – Tina Pratt
• Employment of Playground Supervisor (3.5 hrs/day) at GES – Brooke Maynard
• Approval of Mentor for 16/17 SY – Joanne Carter
• Employment of Freshman Class Sponsor at GHS – Sarah Dame
• Employment of Student Council Advisor at GHS – Ashley Welch
• Leaves of Absence
Adam McCord– FMLA – Initial Request - Using 5 accumulated vacation days. August 31, 2016 through September 7, 2016 Erin Lowry– FMLA – Initial Request - Using 15 accumulated sick days. September 12, 2016 through approximately October 3, 2016 Scott Eddy– FMLA – Initial Request - Using 38 accumulated sick days. July 19, 2016 through approximately October 10, 2016 Kristin Barker– FMLA – Initial Request - Using all remaining accumulated sick and personal days. July 29, 2016 through approximately October 21, 2016
New Business District Title I Plan – Asst. Supt. Jen Farnsworth explained to the Board that school districts in Illinois are cur- rently operating under two plans: the No Child Left Behind (NCLB) plan, and the Every Student Succeeds Act (ESSA). In the spring, districts will fully transition to ECCA. Supt. Dr. Wood added that a few District parents will be serving on the ESSA committee and offer Title I recommendations going forward. Board members discussed how Title I monies underwrite numerous supplemental services for our students with special needs, and that Title II monies are used for professional development of staff who work with students with special needs.
Maddox moved to approve the District’s Title I Plan, as presented. Upon said motion being seconded by Carter, the Board president called for a vote. All members voted “yes.”
2016-17 Insurance Renewal – Human Resources Director Ashley Romadka reported that the District’s Insur- ance Committee recently met with our brokers, Stan Travelstead and Jeremy Travelstead from American Cen- tral Insurance Services to review insurance renewal rates. Health insurance renewals came with a 3% increase, which is quite low, and dental rates stayed the same. Thus the committee is recommending that the District stay with Blue Cross Blue Shield as its health insurance provider, and MetLife as its dental provider. Life insur- ance and vision benefits remain the same. The bargained Board-provided benefit amount for the BCEA mem- bership is $625 per month for medical only benefits for 2016-17. The BCESPA contract has not yet been set- tled, therefore, benefits are undetermined at this time.
Maddox moved to approve the 2016-17 Insurance Renewal, as presented. Upon said motion being seconded by Sieren, the Board president called for a vote. All members voted “yes.”
Custodial Supply Contract – Facilities and Grounds Director, Mike Dobbs stated that the District had not been under contract with a custodial supply vendor since July 31, 2016. Thus, a proposal was publicly bid in an at- tempt to bring the district under a legal and binding contract. He stated that two vendors – Masco Packaging and Industrial Supply, and Triad Industrial Supply, supplied bids on all the same items, and that Masco was the winning bid. Mr. Dobbs added that, over the proposed three-year contract, the District could realize up to $198,000 in savings and that he could only recommend Masco given they have provided a bid on the same items and service, at a much lower cost ($2,660.51 for one of each item submitted by Masco, compared to $3,499.96 which was provided by Triad). Board member Yurevich asked if the chemical composition was the same as what was currently being used. Masco representatives, who were in attendance, stated that the chemi- cals were exactly the same, but manufacturers may not be the same. GMS Custodian, Mrs. Deb Bell, and GIS Custodian, Mr. Greg Hames, expressed reservations over the quality of the products from Masco, as compared to Triad. Masco representatives assured the Board that they would work to ensure the products are right and to the satisfaction of our staff. Board member Worley asked if the Masco representatives would be available to help with the transition. The reps stated that they will provide materials and training as needed. It was dis- cussed that training would need to occur quickly as staff transition to the new products in the very near future. Mrs. Linda Carter stated that any overages need to be addressed quickly, and that inventory will need to be managed on an annual basis. Board member Sieren asked if it was correct procedure to bid one of each item as was done here, rather than on volume. Mr. Dobbs explained that at this time, there isn’t any other way to bid it. He added that there is a clause in the contract that states that Ball-Chatham School District reserves the right to cancel the contract at any time at no cost to the District.
Maddox moved to approve the bid for the Custodial Supply Contract, as presented. Upon said mo- tion being seconded by Worley, the Board president called for a vote. All members voted “yes.”
Assessment Scores – Glenwood High School Assistant Principal, Ryan Green, presented the latest assessment scores. The GHS graduating class of 2016 had a composite score on the ACT of 22.2, compared to the state average of 20.8. The class took the test in 2015 as juniors. The State of Illinois has switched to using the SAT, and this year’s juniors will be taking that test, which will be underwritten by the State. Last year the State didn’t fund either test. Regarding Advanced Placement classes and tests, Glenwood showed the highest num- ber of students taking classes to date: 231, and the highest number of tests were given as well: 423. The per- cent total of Glenwood AP students scoring a 3 or above was 84% – compared to the Illinois average which is 65.9%. Board members Carter and Sieren expressed concern that Illinois changes tests so often, that it’s diffi- cult to assess performance over time. This was an informational item only.
Enrollment Report – Supt. Dr. Wood prefaced his remarks by saying that before any decisions are made in re- gards to changing elementary boundaries, or even staffing, you need to ensure that the students we serve ac- tually reside in our District which was the impetus to conducting residency checks for each family this past summer. The District’s 6-day enrollment is showing a 47 student decrease. He noted that since the 6th day, the District has increased by 14 students, so now the total enrollment is at 4628 – down 34 students overall. Supt. Dr. Wood noted that the District is still planning on future student population growth, as we receive regular updates from the Village of Chatham Planning Commission and Springfield-Sangamon County Planning Com- mission on new and expanded residential subdivisions. Supt. Dr. Wood also noted that the District will begin forming focus groups for a spring Strategic Planning meeting, and having accurate enrollment, as well as fu- ture growth information will be helpful in this planning. This was an informational item only.
First Reading: Policy 4:60 – Purchases and Contracts – Supt. Dr. Wood recently re-evaluated the District’s cur- rent policy on bidding/procurement purchases and services. Current Illinois School Code requires district’s to seek bids on items costing $25,000 or above. There are exemptions in the code for technology purchases, however. Dr. Wood stated that in an effort to achieve more transparency in the bidding process, he is recom- mending that any purchase – technology related or not – that costs between $10,000 and $25,000 be put out for bid. The revised policy now reads, in part:
The School District has two classes of competitive bids for procurement involving services, supplies and equipment.
A. Invited bids are for the amounts $10,000-$24,999 and are mailed to those vendors who have responded to pre- vious solicitations, are on the district’s vendor list, or have been recommended as a vendor who possibly could ful- fill the district’s need in terms of a specific product or service. B. Advertised bids are for the amount of $25,000 and over and are advertised in the local newspaper (and other forms of advertisement as necessary). These bids are also sent to those who have responded to previous solicita- tions and are always posted on our website at www.chathamschools.org Mr. Sieren stated that he thought School Code on this issue is inadequate, so he’s pleased to see the changes in this policy for the District. This was an informational item only.
2017 School Board Election Information – Supt. Dr. Wood noted that four seats will be open this spring on the Board of Education. Nomination papers and related materials may be picked up at the District Office (201 W. Mulberry in Chatham), between the hours of 8 a.m. and 4 p.m., Monday through Friday. Nomination papers may also be picked up at the Sangamon County Election Office, Room 105, Sangamon County Building, 200 S. 9th Street, in Springfield from 8:30 a.m. – 5 p.m.
Communications Future Board Meeting Dates –
• October 3, 2016 - Special Board Meeting - Facilities and Grounds (perhaps with a tour of facilities in- cluded)
• October 4, 2016 - Abe Lincoln Division Dinner Meeting - Warrensburg-Latham High School, 6:30 p.m.
• October 24, 2016 - Regular Board Meeting
• November 7, 2016 - SIP Board Meeting
• November 21, 2016 - Regular Board Meeting
Dr. Maddox noted that he may not be in attendance at the Oct. 20 CACC meeting.
Citizens – None noted.
Adjournment With there being no further business, Board President Copp called for a motion to adjourn.
Maddox moved to adjourn the regular session at 7:55 p.m. Upon said motion being seconded by Sieren, the president called for a vote. All Board members voted “yes.”
_____________________________ Betsy Schroeder, Board Clerk
_____________________________ _____________________________ Steve Copp, President Greg Yurevich, Secretary