Sangamon Sun

Ball-Chatham Community Unified School District 5 Board of Education met July 23

Here are the minutes provided by the board:

Members present

Joe Bolletta, Kelvin Coburn, Carrie Jeffries, Brent Kulavic, Lisa Lipe, Amanda Ostermeier, Ryan Murphy

Also in attendance Dr. Becca Lamon and Jennifer Farnsworth.

Meeting called to order at 6:30 PM

2. OPEN SESSION 

2.01 Call Meeting to Order - President Murphy called the meeting to order at 6:30PM.

2.02 Pledge of Allegiance - All stood to recite the Pledge of Allegiance. 

2.03 Roll Call - All members were present. 

2.04 Approval of Agenda

A Motion was made to approve the agenda for the meeting of July 23, 2025.

Moved by Kelvin Coburn, second by Joe Bolletta.

Final Resolution: Motion Carries

Yes: Joe Bolletta, Kelvin Coburn, Carrie Jeffries, Brent Kulavic, Lisa Lipe, Amanda Ostermeier, Ryan Murphy 

3. ACTION ITEMS FROM CLOSED SESSION 

3.01 Action Item from Closed Session to approve the closed session minutes. 

A Motion was made to approve the closed session minutes from June 25, 2025 and July 14, 2025. 

Moved by Brent Kulavic, second by Joe Bolletta.

Final Resolution: Motion Carries

Yes: Joe Bolletta, Kelvin Coburn, Carrie Jeffries, Brent Kulavic, Lisa Lipe, Amanda Ostermeier, Ryan Murphy

3.02 Action Item from Closed Session for the Termination of an Employee.

A Motion was made to approve the termination of Ms Kaylee Beck, Paraprofessional, in accordance with Illinois State Law and Board Policy.

Moved by Brent Kulavic, second by Joe Bolletta.

Final Resolution: Motion Carries

Yes: Joe Bolletta, Kelvin Coburn, Carrie Jeffries, Brent Kulavic, Lisa Lipe, Amanda Ostermeier, Ryan Murphy

4. COMMUNICATIONS

4.01 Citizens- Opportunity for Visitors to Address the School Board Concerning any Agenda Topic

No one commented.

5. CONSENT ITEMS

5.01 Adoption of Consent Agenda Items

A Motion was made to adopt the consent agenda items (as presented) as recommended by the Superintendent.

Moved by Carrie Jeffries, second by Kelvin Coburn.

Final Resolution: Motion Carries

Yes: Joe Bolletta, Kelvin Coburn, Carrie Jeffries, Brent Kulavic, Lisa Lipe, Amanda Ostermeier, Ryan Murphy 

5.02 Minutes of Regular Board Meeting, June 25, 2025 (Consent)

5.03 Minutes of Facilities and Grounds Committee Meeting, July 8, 2025 (Consent)

5.04 Minutes of Finance Committee Meeting, July 15, 2025 (Consent)

5.05 Treasurer/Financial Report (Consent)

5.06 School District Accounts Payable (Consent)

5.07 School Activity Account Reports (Consent)

5.08 FOIA Requests (Consent)

6. PERSONNEL CONSENT AGENDA ITEMS

6.01 Adoption of Consent Personnel Agenda Items

There were five names added to the consent agenda new hire list.

Cherie Cockrell, School Bus Monitor hired at $15.00 per hour.

Carmen Ortega, Paraprofessional hired at $19.00 per hour.

Henry Roberts, Paraprofessional hired at $19.00 per hour.

Richard Rosenow, Paraprofessional hired at $19.00 per hour.

Mona Simpson, Cook, hired at $18.86 per hour. 

A Motion was made to adopt the Personnel Consent Agenda (as presented) as recommended by the Superintendent with the five added names. 

Moved by Amanda Ostermeier, second by Joe Bolletta

Final Resolution: Motion Carries

Yes: Joe Bolletta, Kelvin Coburn, Carrie Jeffries, Brent Kulavic, Lisa Lipe, Amanda Ostermeier, Ryan Murphy 

6.02 Resignations (Consent) 

6.03 New Hires (Consent)

6.04 Retirements (Consent)

6.05 Transfers (Consent)

6.06 Leaves of Absence (Consent)

6.07 Administrator Contracts (Consent)

6.08 Renewal of Spring Coach Contracts (Consent)

6.09 Renewal of Extracurricular Contracts (Consent)

7. NEW BUSINESS

7.01 Approve Threat Assessment Team

Each year, the Board approves the Threat Assessment Team that is required by the School Threat Assessment Law- 105 ILCS 128/45. 

The law instructs schools to develop a threat assessment team and a threat assessment protocol. It also requires school districts to implement a threat assessment procedure that may be part of a school board policy on targeted school violence and prevention, which must include the create of a threat assessment team made up of specific people. It also calls for each district to review each school buildings emergency and crisis response plans, protocols and procedures and the make up of its team. Finally, it requires each district's assessment team to include mental health professionals as well as representatives from state, county, and local law enforcement. This team will meet to review the individual school emergency and crisis response plans and procedures for each building and establish threat assessment protocols. The roles of the team members are identified in the School Threat Assessment Law and for BCSD#5 include Randy Allen (Director of Safety and Security), Dr. Becca Lamon (Superintendent), Allyson Mann (Counselor GMS), Kayla Hassel (Psychologist), Marna Countryman (Social Worker), and Verne Foli (Chief of Chatham Police Department). President Murphy asked if the Chatham Fire Chief could be included. Dr. Lamon shared that the team listed is required by law, but there could be members added. 

The Motion was made to approve the Threat Assessment Team.

Moved by Brent Kulavic, second by Amanda Ostermeier. 

Final Resolution: Motion Carries

Yes: Joe Bolletta, Kelvin Coburn, Carrie Jeffries, Brent Kulavic, Lisa Lipe, Amanda Ostermeier, Ryan Murphy

7.02 Approve CES Parking Lot Change Order

Facilities Director, Mike Dobbs, presented the need for the CES Parking Lot Change Order. The parent drop off and staff parking lot does not have the subgrade layer to provide the base for the top layer scheduled construction going on. The samples that were provided for the analysis were not taken from the center of the parking lot where the subgrade is varied. The four options provided are concrete the east lot in addition to the west lot project already in place to be done, asphalt east lot and leave the west lot project in place to be done, concrete east lot and void the west lot project that the special education busses use, or asphalt east and void the west side lot project. The recommendation to the is the second option. Kulavic asked about the difference in the longevity of these projects, as over time the cost should made sense for the action being taken. Coburn added that this is a significant miss on the original bid process. Murphy asked about the difference in what product to use for which lot. The bus lane needs to have the support of concrete, whereas a parking lot and parent drop off and pick up lane could handle asphalt. Dr. Lamon explained that the Fund60 has been used to leverage funding for the ability to finance over time. Ben Dockter from Graham and Hyde was in the audience for questions. 

A Motion was made to approve the CES Parking Lot Change Order to asphalt the east lot and leave the west lot project in place to be completed as previously planned and this will cost $255,210.72 with a west lot sidewalk resurface for $17,833.00 for the total of $273,043.72.

Moved by Joe Bolletta, second by Carrie Jeffries.

Final Resolution: Motion Carries 

Yes: Joe Bolletta, Kelvin Coburn, Carrie Jeffries, Brent Kulavic, Lisa Lipe, Amanda Ostermeier, Ryan Murphy

8. COMMUNICATIONS

8.01 Annual AI Plan Review and Update

Dr. Lamon shared that each year, the district reviews the AI Plan. It is clear that we are all using AI in one form or another for example Siri. The plan goals include supporting educators with opportunities to keep up with the advancements of AI and evaluating AI-driven educational tools and materials to meet educational standards. In order to do this, educators will need to be able to address the acceptable, responsible, and ethical use of AI. And finally, support AI Literacy to help students understand the accuracy, inaccuracy, or bias of generated content and how to evaluate that information. AI should not be a substitute for school work requiring student work with original thought. Using AI without permission from the teacher or administrator is prohibited and is considered cheating or plagiarism. AI can be used as a learning tool or study aid. Students may be able to use AI for legitimate educational purposes when given permission. Teachers are encouraged to explore ways to experience the capabilities and limitations of AI tools. Exploring AI such as ChatGPT can allow educators to better understand these tools. The AI Plan has an extensive list of resources.    

8.02 Superintendent Update

Dr. Lamon presents to the board an update every six months. This update included the Strategic Plan Updates, 5Essentials Data, Discipline Data, and the Work of the Superintendent.

The Strategic Plan began in the 2022-23 SY and created six goals with 55 strategies (at 14.5% completed) and 185 action steps (with 32.5% completed). The 2025-26 SY critical focuses will be improving onboarding, student feedback, professional development and staff supports. Additionally, creating student rostering on busses (accountability for student riders), a transportation handbook, and a new district website. There will be a development of a bus purchasing rotation schedule and identifying one communication tool to be used by all, so that teachers and coaches for example are on the same app. Communications Director, Danny Frey is working on implementing a new website going from Wix to Aptegy. Finally, the district will focus on exploring funding options and the care and cleanliness of the facilities. The 5Essentials Survey is taken in the spring by parents, students, teachers and paraprofessionals. They changed the grading scale, so the data comparison is only of the past two years and with that, it was adjusted to fit more responses to neutral. Data responses to the survey indicated answers to strong or neutral responses.The results indicate overall and building level responses. For student responses, negative responses indicated that students did not feel challenged in the classroom. This data is to help the district drive focus areas to improve. The discipline data from the 2024-25 SY was presented by incidents and building breakdowns. Also identified was the bullying data. A majority of the discipline is happening at the intermediate and middle schools where students from all three elementary schools are coming together and it is indicative of the age group. In-school detentions happen at the middle and high schools where the detention room is staffed. Dr. Lamon conducted 134 school and school activity visits over the year, which is up from last year. Facilities projects that the district was able to accomplish over the past year includes the District Office renovation, replacement of the playground and surface at both CES and GIS. CES also received a roof replacement in the 100 Hall and cafeteria. GHS received Phase III roof replacement and the replacement of the sports track. GMS received the press box replacement. And also, she is involved at the local, state, and federal level with active memberships and leadership positions in organizations like BCEF, Titan Fuel, Jaycees, LUDA, IASA, ISBE, and AASA. 

8.03 Future Board Meeting Dates for 2025-26

President Murphy shared the upcoming dates and times for the board meetings. 

Monday, August 4, 2025- Policy Committee Meeting (6:00 PM) District Office

Monday, August 11, 2025 - Student Success Committee Meeting (6:00 PM) District Office

Tuesday, August 12, 2025- Facilities and Grounds Meeting (7:00 AM) District Office

Tuesday, August 19, 2025- Finance Committee Meeting (7:00 AM) District Office

Wednesday, August 27, 2025 Closed Session (5:15 PM) and Regular Board Meeting (6:30 PM) District Office

8.04 Citizens- Opportunity for Visitors to Address the School Board Concerning Any Topic

Jocelyn and Troy Piper were each provided opportunity to speak to the board regarding their daughter. They both shared their appreciation for the school district. Their daughter needs a one-on-one nurse at school. They have home nursing care which conflicts with the time the school nurse is scheduled. This has caused gaps in their ability to obtain part-time nursing around the school hours. They shared their frustration.

Jared Koester spoke on behalf of the Jaycees. He and co-chair Shane Hill wanted to thank BCSD#5 for their continued support of the Sweet Corn Festival that took place July 18 & 19, 2025.

9. ADJOURNMENT

9.01 Adjournment of Regular Meeting

Move to Adjourn Regular Board Meeting. Moved by Carrie Jeffries, second by Joe Bolletta.

Final Resolution: Motion Carries

Yes: Joe Bolletta, Kelvin Coburn, Carrie Jeffries, Brent Kulavic, Lisa Lipe, Amanda Ostermeier, Ryan Murphy

Meeting adjourned at 7:30 PM

https://go.boarddocs.com/il/cusd5/Board.nsf/Public