Sangamon Sun

Ball Chatham Community Unit School District 5 Board met March 22.

Here is the minutes provided by the Board:

President Steve Copp called the meeting to order at 6:30 p.m. The Board clerk noted that Board members Copp, Maddox, Sieren, and Yurevich were present. Board members Durairaj and Worley were absent.

Administrators present: Randy Allen, Dusty Burk, Tricia Burke, Mike Dobbs, Jen Farnsworth, Elizabeth Gregurich, Chad Martel, Charlotte Montgomery, Josh Mulvaney, Ashley Romadka,Tina Root, Betsy Schroeder, Kim Sepich, and Supt. 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 March 22, 2018. Upon said motion being seconded by Yurevich, the Board president called for a vote. All Board members voted “yes.”

Communications:

Good News:

● Representatives from the RECC - Rural Electric Convenience Cooperative, presented a check to Ball Elementary Kindergarten teachers for $2,000 from the Touchstone Energy Classroom Empowerment Educational Grant. This grant is made possible by RECC and CoBank. The teachers were awarded the grant for their plan to provide hands-on science related activities for 115 students. The grant will provide the five teachers with a set of learning kits, including scientific classification center, master marble set, specimens sorting center and a seasons and weather theme box.

● Human Resources Director, Ashley Romadka, presented her annual report for the Board which included information on the number of applicants per posting - which she noted can vary per position and the time of year it was posted. Examples include over 100 applicants for the Athletic Director Administrative Assistant position, as opposed to seven applicants for the GIS playground supervisor position. Next she reported on attrition within the District, and showed that 52% of those who leave do so by resigning. Only 3% leave due to non-renewal of services. The 2017 HR Strategy focused on three areas: Organizational Development; Training/Learning, and Development; and Recruitment. She then detailed the work that’s been accomplished in all three areas. To view the Human Resources report in full, go to:

https://www.boarddocs.com/il/cusd5/Board.nsf/files/AX22L5772A7B/$file/HR%20Presentation-%20Board.pdf

Citizens:

Opportunity to address the Board of Education concerning any agenda item. None noted.

Consent:

Board President Copp asked if anyone would like to pull any items out of Consent for further discussion. Mr. Sieren asked that Item 5.8 - Treasurer/Financial Report, be pulled for further clarification. Mr. Copp then called for a vote on the items (less Item 5.8 - Treasurer/Financial Report) listed under “Consent.”

Maddox moved to approve the Consent items as presented. Upon said motion being seconded by Yurevich, the Board president called for a vote. All members voted “yes.” Consent Agenda items included:

● Adoption of Consent Agenda Items

● 5.2 Minutes of Finance Committee Meeting, February 20, 2018

● 5.3 Minutes of Regular Board Meeting, February 26, 2018

● 5.4 Minutes of Personnel Board Meeting, March 5, 2018

● 5.5 Minutes of Construction Committee Meeting, March 7, 2018.

● 5.6 School District Accounts Payable

● 5.7 School Activity Account Reports

● 5.9 FOIA Requests

5.8 Treasurer/Financial Report - Board member Sieren asked CSBO Charlotte Montgomery to further explain the transfer of excess bond funds to pay for capital projects. She explained that State Statute allows for the transfer of excess bond funds if a school district has met the original intent of the referendum. Original intent was to construct and equip additions and construct improvements in the District.

Sieren moved to approve Item 5.8 - Treasurer/Financial Report, as presented. Upon said motion being seconded by Maddox, the Board president called for a vote. All members voted “yes.”

Personnel Consent:

Board President Copp asked if anyone would like to pull any items out of Personnel Consent for further discussion. None were noted. Mr. Copp then called for a vote on the other items listed under “Personnel Consent.”

Maddox moved to approve the Personnel Consent items, as presented. Upon said motion being seconded by Sieren, the Board president called for a vote. All members voted “yes.” Personnel Consent Agenda items included:

● Resignation of Paraprofessional at GMS – Heather Calcara, effective 3/30/18

● Resignation of Paraprofessional at BE – Anne Whiting, effective 3/29/18

● Resignation of GMS Financial Secretary – Carly Hinds, effective 3/16/18

● Resignation of GES Playground/Cafeteria Supervisor – Brooke Maynard, effective 3/21/18

● Resignation of Temporary Bus Monitor – Jennifer Branch, effective 2/23/18

● Resignation of Study Hall Aide at GMS – Jamie Klinge – effective 5/25/18

● Resignation of GHS Principal – Russ Tepen, effective 6/30/18

● Resignation of GMS Head Boys Basketball Coach – Ryan Staley, effective 3/8/18

● Resignation of GMS Assistant Football Coach – Forest Sexton, effective 3/1/18

● Resignation of Dance Team Coach – Shannon Bellini, effective 3/12/18

● Employment of Director of Special Education – Cynthia Knight, effective 7/1/18

● Employment of Full-Time Literacy Specialist at GES – Dawn Moulton, effective 18/19 SY

● Employment of Full-Time Teacher – Megan Powell, effective 18/19/ SY

● Employment of a Middle School Counselor – Jamie Klinge Galloway, effective 18/19 SY

● Employment of CES PT Cafeteria Supervisor (2.5 hrs/day) – Stephanie Hill

● Renewal of Extra-Curricular Assignments for 18-19 SY

● Extra-Curricular Duties Renewal for 18/19:

6.20 Job Description Change – Transportation Assistant

Old Business Bus Bid Results - CSBO Charlotte Montgomery reported that Midwest Transit was the low bidder for two buses with a base bid of $160,560. She reminded the Board that a year ago they approved leasing eight buses, with the plan to replace the eight with six District-owned buses over a period of three years. Board members asked if six new District-owned buses (rather than eight) would be enough given that the District is growing. Mrs. Montgomery stated that Director of Transportation, Jim Lovelace, assures her that six will be enough.

Maddox moved to approve Midwest Transit for the purchase of two buses for the base bid of $160,560. Upon said motion being seconded by Yurevich, the Board president called for a vote. All members voted “yes.”

Driver’s Ed Car Bid Results - Mrs. Montgomery then presented bid results for replacement of a Driver’s Ed car. The District’s driver’s education car that needs replaced is a 2008 model with over 130,000 miles and in need of frequent repairs. Bob Ridings Ford was the lowest bidder for $17,980.

Sieren moved to approve purchasing a new Driver’s Education car from Bob Ridings Ford for $17,980. Upon said motion being seconded by Maddox, the Board president called for a vote. All members voted “yes.”

Music Instruments Bid Results - Next, Mrs. Montgomery presented the bid results for music instruments at Glenwood Middle School. New band instruments needed to be added to the current GMS inventory to enhance the ability of students to practice the larger instruments that are a staple in middle school bands. She stated that The Music Shoppe was the recommended vendor for the amount of $36,408, which includes one year free maintenance valued at $1,055. These are the first new band instruments purchased for GMS since 2004.

Sieren moved to approve The Music Shoppe for the purchase of music instruments in the amount of $36,408 which includes one year free maintenance valued at $1055. Upon said motion being seconded by Maddox, the Board president called for a vote. All members voted “yes.”

Roof Replacement at Glenwood Middle School - Director of Facilities and Grounds, Mike Dobbs, presented the bid results for the roof replacement project over the science wing at Glenwood Middle School. He noted his surprise that the project will actually cost less to replace the roof rather than to try to make repairs to the existing one. The low bidder was Henson Robinson, Co. for $196,825 for replacement work. The bid includes all fees and a 10% contingency. The new roof will have a 30 year warranty. Work is scheduled to begin at the end of May and be finished by August.

Yurevich moved to approve the roof replacement on the science wing at Glenwood Middle School with the most responsive bidder of Henson Robinson Company with a base bid of $162,325 to complete a total tear off and replacement of the existing roof. The total cost of the project is $196,825 which includes all architect fees, a 10% contingency and a roof scan that was completed to determine the saturation level of the existing roof. Upon said motion being seconded by Maddox, the Board president called for a vote. All members voted “yes.”

New Business:

Approval of Schoolwide Waivers - Asst. Supt. Jennifer Farnsworth noted that, as a result of new guidance provided by the U.S. Department of Education Office of State Support, modifications were made to schoolwide flexibility in Title I. Schools that have at least 20% poverty level at the time of waiver submission, now have the option, with board approval, to apply for a waiver of the 40% poverty threshold requirement for Title I Part A schoolwide eligibility. All three of Ball-Chatham’s elementary schools are at the 20% poverty level. Schoolwide flexibility increases the flexibility in use of these funds to support comprehensive reform work as described in the Title I, Part A schoolwide program plan. In addition, schoolwide flexibility allows schools to upgrade the entire education program of a school that serves a high number of children from low-income families.

Maddox moved to approve the schoolwide waivers for Ball Elementary School, Chatham Elementary School, and Glenwood Elementary School as presented. Upon said motion being seconded by Brewer, the Board president called for a vote. All members voted “yes.”

Speech Competition - Travel for GHS student and teacher - Supt. Dr. Wood stated that GHS student, Anna Broadbooks has qualified to participate in the National Speech and Debate Association Tournament by placing in the top two at the district tournament in Congressional Debate. She is the third GHS student to qualify for this tournament. The tournament will take place June 17-22 in Ft. Lauderdale, FL. Also, Athena Try will be competing in World Debate as well. Costs involved with this trip would include hotel accommodations, travel, and food. Best estimations put the costs for teacher and student combined at approximately $3500. The Speech department is asking the board for financial help of $1000 toward this trip since it is a 20 hour drive which means hotel rooms to and from for two students has increased the amount they will need. They are doing fundraising as well to help with costs.

Maddox moved to approve the travel and financial support of $1,000 for expenses related to the participation of GHS students and coach as presented. Upon said motion being seconded by Yurevich, the Board president called for a vote. All members voted “yes.”

Permission to seek bids to replace the District’s two data domains/network storage - Director of Technology, Josh Mulvaney, discussed the need to replace the two data domains/network storage. He noted that the domains were purchased in 2011 to support the virtual desktop environment. The District no longer uses the virtual environment and using less and less network storage. The current solution’s maintenance/support agreement is costly.

Yurevich moved to approve the request to seek bids to replace the districts two data domains / network storage. Upon said motion being seconded by Maddox, the Board president called for a vote. All members voted “yes.”

First Reading of Policies from January/February 2018 PRESS - The Policy Committee of Dr. Wood, Steve Copp and Dr. Durairaj have reviewed the following policies submitted for first reading. Three policies were amended due to the State Officials and Employee Ethics Act, 5 ILCS 430/70-5(a) amended by P.A. 100-554 requiring school districts to adopt an ordinance or resolution establishing a policy to prohibit sexual harassment by January 15, 2018. Though the date has passed, there are no penalties in the law for failing to pass the resolution by the date. These policies are being updated to include new language amended by the Public Act. The three policies updated for this are:

● 2:260 - Uniform Grievance Procedure

● 5:20 - Workplace Harassment Prohibited

● 5:20 E - Resolution to Prohibit Sexual Harassment - New

Two policies are being updated to address boards' obligations to comply with federal securities laws and Internal Revenue Service rules in connection with bond issues.

● 4:40 - Incurring Debt (title change too)

● 4:40 AP - Preparing and Updating Disclosures - New

These policies and resolution will be formally adopted at the April regular meeting. This was an informational item only.

Communications:

Upcoming Board of Education dates for the 2017/18 school year:

● April 17, 2018 - Finance Committee Meeting - 4:00 p.m.

● April 23, 2018 - Regular Board Meeting - 6:30 p.m.

● May 21, 2018 - Regular Board Meeting - 6:30 p.m.

Citizens: Opportunity to address the Board of Education concerning any topic. None were noted.

Adjournment:

Board President Copp called for a motion to adjourn the Regular Meeting.

Maddox moved to adjourn the regular session at 7:11 p.m. Upon said motion being seconded by Yurevich, the president called for a vote. All Board members voted “yes.”

https://drive.google.com/drive/folders/0B6kpljgEK7F6SkxORTYxUnY0VGs