Sangamon Sun

Ball-Chatham Community Unified School District 5 Board of Education met Aug. 27

Here are the minutes provided by the board:

Members present

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

Meeting called to order at 6:38 PM

2. OPEN SESSION

2.01 Call Meeting to Order - President Murphy called the meeting to order at 6:38pm.

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

2.03 Roll Call - All members present

2.04 Approval of Agenda

A Motion was made to approve the agenda for the meeting of August 27, 2025.

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

3. ACTION ITEMS FROM CLOSED SESSION

3.01 Closed Session Minutes from July 23 ,2025

A Motion was made to approve the minutes from closed session on July 23, 2025 as discussed in closed session. 

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

4. COMMUNICATIONS

4.01 Recognition of National Speech Students

Speech and Debate Coach Ken Carter introduced the students that competed at the National Individual Events Tournament of Champions that occurred in May at Liberty, Missouri.

GHS was represented along with 181 other schools. Mackenzie Jones competed in original oratory and impromptu speaking, and Maryam Hafiz competed in expository speaking and impromptu speaking.

Mackenzie Jones placed 3rd out of 94 impromptu speakers. Additionally, Edward Wilson and Charles Kosbab qualified for the National Tournament hosted by the National Speech and Debate Association.

This tournament was held June 15-20 in Des Moines, Iowa. The two competed against 1,253 schools and 5,749 qualifiers. They competed in congressional debate, world schools debate, and extemporaneous debate.

Mackenzie Jones, Maryam Hafiz and Charles Kosbab were in attendance. Edward Wilson was unavailable as he is currently in US Army Basic Training. 

4.02 Citizens- Opportunity for Visitors to Address the School Board Concerning any Agenda Topic - No one spoke

5. CONSENT ITEMS

5.01 Adoption of Consent Agenda Items

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

Moved by Joe Bolletta, second by Kelvin Coburn.

Final Resolution: Motion Carries.

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

(Consent) 5.02 Minutes of Regular Board Meeting, July 23, 2025

(Consent) 5.03 Minutes of Facilities and Grounds Committee Meeting, August 12, 2025.

(Consent) 5.04 Minutes of Finance Committee Meeting, August 19, 2025

(Consent) 5.05 Minutes of Policy Committee Meeting Aug. 4, 2025

(Consent) 5.06 Minutes of Student Success Committee Meeting Aug. 11, 2025

(Consent) 5.07 Treasurer/Financial Report

(Consent) 5.08 School District Accounts Payable

(Consent) 5.09 School Activity Account Reports

(Consent) 5.10 FOIA Requests

6. PERSONNEL CONSENT AGENDA ITEMS

6.01 Adoption of Consent Personnel Agenda Items

A Motion was made to approve the Personnel Consent Agenda (as presented) as recommended by the Superintendent.  

Moved by Kelvin Coburn, second by Amanda Ostermeier.

Final Resolution: Motion Carries.

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

(Consent) 6.02 Resignations

(Consent) 6.03 New Hires

(Consent) 6.04 Retirements

(Consent) 6.05 Transfers

(Consent) 6.06 Leaves of Absence

7. FINANCE

7.01 FY26 Tentative Budget Presentation

Finance Director, Wendy Dulakis presented the FY 26 Budget. 

Fiscal Year 2026 Revenue Budgets include four primary categories including Educational, Operations & Maintenance, Transportation, and Other. 

The Educational Fund is the largest expense budget with 67% of the overall spending. 

The major expenses within the budget are Salaries and Benefits at 61%.

The primary revenue for the Education Fund comes from 69% Local Funding, followed by 24% State Funding, and 7% Federal Funding totalling $53,340,498.00

The FY26 budget projects a 2% increase in total revenues, impacted by stagnant federal funding, decreased Evidence-Based Funding, and the district's shift from Tier 1 to Tier 2 (79% adequacy).

Expenses are projected to rise 8%, largely due to salary and benefit increases and the timing of capital projects. Salaries and benefits make up 61% of the total budget.

Fund balances remain stable overall, with slight increases in Education, O&M, Transportation, and Working Cash, while IMRF/SS continues to trend down and will eventually require a levy adjustment.

Capital project needs a total of $117 million over the next 20 years, compared to $5.5 million in annual state funding, leaving a significant long-term funding gap.

7.02 Set Hearing date for Budget FY26

President Murphy shared that next month at the regular board meeting, the board will entertain a hearing about the budget before taking action. 

Annually, the Board of Education sets a Budget Hearing to approve the budget in open session.

The budget will be reviewed at the hearing at the September board meeting on September 24, 2025 at the District Office.

Public notice has been provided to the media, posted at the District Office and on the website. 

8. NEW BUSINESS

8.01 Resolution to Dispose of Technology Equipment

The District has identified equipment that has been deemed surplus or non-salvageable. 

The Administration would like to dispose of said equipment either through waste disposition, public sale, or private sale. 

Administration requests the Board of Education pass the attached Resolution to dispose of this equipment.

The Resolution and List of Equipment are attached to the agenda.  

A Motion was made to approve the Resolution allowing the disposal of the Technology Equipment.  

Moved by Joe Bolletta, second by Brent Kulavic.

Final Resolution: Motion Carries.

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

8.02 Approve the YMCA Contract for 2025-2028

Dr. Lamon shared that the YMCA Contract is for the after-school care at the elementary schools each day. This contract is for three years. 

A Motion was made to approve the three year contract for YMCA After-School Care at the three Elementary Schools.  

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

8.03 Approve Out of State Travel for Speech and Debate

The Administration makes the recommendation that the board approve three out-of-state tournaments for the 25-26 Speech and Debate season.

Munster High School Tournament in Munster, IN on December 13, 2025 (departing Dec 12, 2025).

Shakopee High School Tournament in Shakopee, MN May 8-10, 2026 if students qualify and National Tournament in Richmond, VA June 14-19 if students qualify.

Coach Ken Carter added that the students recognized at the meeting hope to return to these tournaments.

A Motion was made to approve the out of state travel for the Speech and Debate tournaments for the 25-26 SY.

Moved by Amanda Ostermeier, second by Lisa Lipe.

Final Resolution: Motion Carries.

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

8.04 Approve GHS Girls Wrestling Co-op

Athletic Director, Caitlyn Moody shared with the board that the girls wrestling team is growing. 

In order to participate in more competition, the Administration is proposing a team co-op contract with Auburn HS and Pawnee HS. 

There are 14 weight classes and the sport is growing and getting more competitive. More students on the team offer more opportunity for competition.

The co-op could expand to four schools if the need occurs. This co-op agreement had to be approved by the conference and schools.

Since girls wrestling is currently a single class sport, there are no limits to the size of schools combined in the co-op.

This is a two-year agreement and it is expected to be needed for four years.

Because only a few more athletes will be added, the additional cost will be minimal and the other two schools will be offering financial support. 

A Motion was made to approve the Girls Wrestling Co-op Agreement with Auburn HS and Pawnee HS. 

Moved by Joe Bolletta, second by Kelvin Coburn.

Final Resolution: Motion Carries.

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

8.05 Approve Bus Purchase

Transportation Director, Mark Daley presented the bus bid to the board.

Last year the 19 buses purchased were extensive and expensive.

In order to maintain the fleet stability, it is recommended to annually purchase a couple buses and use a 10 year rotation.

This will maximize maintenance and lower mileage and wear. Of the three bids received, Midwest Transit Equipment was the only one with all of the qualifications for the bid.

It is the recommendation of the Administration that the board approve the bid for Midwest Transit Equipment, Kankakee, IL to supply two Type-C buses for $197,612.00.

There are only three major suppliers for buses. The 19 buses from last year were purchased from Midwest Transit Equipment. 

A Motion was made to approve the bus bid for $197,612.00 from Midwest Transit Equipment.

Moved by Brent Kulavic, second by Carrie Jeffries.

Final Resolution: Motion Carries.

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

8.06 First Reading of PRESS Policies

President Murphy shared that the PRESS Policies that were reviewed at the Policy Committee Meeting on August 4, 2025. No action is to be taken. 

9. COMMUNICATIONS

9.01 Community Engagement Presentation

Ed Sullivan representing EO Sullivan presented to the board the first phase of the community engagement process.

The process began with a group of 14 community committee members engaging in open-ended questions to help identify key areas of concern.

Following the initial meeting, an online questionnaire was distributed, receiving 196 additional responses.

In total, 210 responses were collected, representing a strong and diverse sampling of the community.

These were gradually refined into more general areas that will be used to create a comprehensive plan. 

To uncover the underlying motivations or WHY, these committee members engaged in a robust discussion. 

Items of interest, presented during the meeting, were grouped into thematic categories o "buckets". The responses were then summarized into trends/priorities.

The next step will take place in September/October with four public forums scheduled.

These sessions will explore the ten focus areas, allowing participants to weigh the pros and cons of each.

A key objective of this community-driven approach is to engage the broader local population- including the 7% who do not have direct ties to the school district.

Next, the data collected will be used to develop specific plans, with a target of gathering a total of 1,500 responses. 

Ultimately, this work aims to determine which projects should be prioritized. As funding increases, more projects can be realized. 

This community engagement process will culminate in the creation of the final plan. 

9.02 6-Day Enrollment Update

Dr. Lamon presented the 6-Day enrollment update.  

After six school days, total enrollment stands at 4,502 students, reflecting growth after a five-year trend of decline. 

Over the past 14 years, enrollment peaked during the 2019-2020 school year with 4,857 students.

The Class of 2028, current sophomores, has consistently held the largest enrollment since their kindergarten year in 2015-2016, and remains the largest grade-level cohort with 400 students.

Overall, enrollment is up this year by 30 students compared to last year. 

Class sizes are continuously monitored, and fiscally responsible staffing decisions are made in alignment with Board Policy 6:200 when class sizes near recommended limits. 

Currently, no classes in the elementary and intermediate schools exceed the recommended size guideline. In fact, most classes are below the recommended size, with only a few meeting the class size limit.

A trend in declining class sizes in grades K-5 continues.

While graduating senior classes are generally larger than incoming kindergarten classes, there has been a slight increase in kindergarten enrollment this year following previous sharp declines. 

Another continuing trend is the decline of local birth rates, which impacts long-term enrollment projections. 

9.03 Future Board Meeting Dates for 2025/26 SY

President Murphy shared the upcoming dates for September.

Tuesday, September 9, 2025 the Facilities and Grounds Committee Meeting will be held at 7:00 AM at the District Office.

Tuesday, September 16. 2025 the Finance Committee Meeting will be held at 7:00 AM at the District Office.

Monday, September 22, 2025 the PTAC Committee Meeting will be held at 6:00 PM at the District Office.

Wednesday, September 24, 2025 the Regular Board Meeting will be held at 6:30PM at the District Office.

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

There were no visitors to address the board.

Dr. Lamon introduced the Student Council Representatives that will be attending the board meetings this year and will then be part of the Student Ambassador program. 

Junior Rosalie Moore and Sophomore Mahi Chanpura will be the student representatives. 

Modify Agenda. 

10. ADJOURNMENT

10.01 Adjournment of Regular Meeting

A Motion was made to adjourn at 7:31pm. 

Moved by Joe Bolletta, second by Lisa Lipe.

All in Favor - Final Resolution: Motion Carries.

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