Coal City Community Unit School District #1 Board of Education met July 26.
Here are the minutes provided by the board:
Roll Call.
President Miller called the Study Session meeting to order at 6:00 p.m. in the Coal City Community Unit School District #1Boardroom. In attendance were Board members Dan Engelhardt, Mary Gill, Shawn Hamilton, Quint Harmon, Cindy Klein, Steve Rogers, and Ken Miller. Also, in attendance were Superintendent Christopher Spencer, CSBO Jason Smith, Director of Special Populations Luke Krippel, and Board Secretary LaWanda Gagliardo. Director of Curriculum and Instruction Jennifer Kenney was absent. President Miller led the Board and others present in reciting the Pledge of Allegiance.
Discussion on Entering into an Agreement with Arbiter
CSBO Jason Smith discussed entering into a three (3) agreement with Arbiter. Arbiter offers software solutions for sports, events and scholastic pay management for officials. The three (3) year deal will cost $11,500. The district would send Arbiter the appropriate amount of funds for the official’s salary, and Arbiter will process the pay and W9s at the end of the year. Utilizing this service will decrease the number of checks utilized by the district. The Board will take action at the August 2nd Board meeting.
Discussion on FY24 Facilities Improvement Plan Update
Superintendent Christopher Spencer provided the Board with an update on the FY24 Facilities Improvement Plan. Most of the asphalt work is completed and hopefully the striping will take place sometime next week. There will be a new route for parents, and a new road for busses only during pickup and drop off times. There is a new parking lot near the baseball field at the middle school, and this should assist with parking for sporting and after school events. Mr. Johnson will send out communication to middle school parents regarding the new expectations for student drop off/pickup. Also, during the first few weeks of school there will be someone directing traffic.
The high school fitness center will have all the old equipment removed on the upcoming Monday, and the painters are set to start painting the same day. Mr. Spencer will keep the Board abreast of these new changes after school starts.
Discussion on Bid Authorization for Turf Projects
CSBO Jason Smith discussed obtaining authorization to go out to bid for the high school turf projects. Mr. Smith has been working with the district architects to come up with the best packages for facility improvements. This bid authorization would include turfing on the football field and resurfacing the track, along with turfing the baseball and softball fields. The administration thought the district will receive a better offer with the projects being combined. The FY25 track season meets would take place at another location until the work is complete. Mr. Smith discussed the possible time frames with the Board. Mr. Smith wanted to ensure the Board was aware that the only money that would be spent at this time would be for the design and bid process. Mr. Smith will discuss this matter further at the August 2 Board meeting.
Discussion on Possible Bonding Options for Priority 1 Facility Improvement Projects for FY24, FY25, and FY26
CSBO Jason Smith introduced Elizabeth Hennessey from Raymond James. Ms. James presented the Board with information on the districts bonding options regarding funding the Facilities Improvement Plan priority projects, and Life Safety Projects. The Board discussed the possible projects that could take place this school through FY26.One of the options Ms. James discussed was possibly presenting a Resolution of Intent to utilize capital cash to fund the priority projects at the August 2 Board meeting. Ms. James and Mr. Smith discussed several possible dollar amounts the Board could request. This dollar amount is not set in stone, the amount to be asked for, may not all be needed to complete these projects.
The Board took a two (2) minute restroom break from 7:17 p.m. - 7:19 p.m. and resumed the discussion on bonding options.
Discussion on Revised District Policies
The first reading took place on June 7, 2023, the second reading on July 5, 2023; this is the third and final reading. Most of the revised policies were up for 5-year review. The Board Policy Committee made its recommendation for action and that action will take place at the August 2 Board meeting.
| 2:80 | Board Member Oath and Conduct |
| 2:80-E | Board Member Code of Conduct |
| 2:170 | Procurement of Architectural, Engineering, and Land Surveying Services |
| 4:45 | Insufficient Fund Checks and Debt Recovery |
| 4:50-E | School District Payment Order |
| 4:55-E | Cardholder’s Statement Affirming Familiarity with Requirements for Using District Credit and /or Procurement Cards |
| 4:60-E | Notice to Contractors |
| 4:80-AP1 | Checklist for Internal Controls |
| 4:100 | Insurance Management |
| 4:160-AP | Environmental Quality of Building and Grounds |
| 5:230 | Maintaining Student Discipline |
| 6:10 | Educational Philosophy and Objectives |
| 6:40-AP | Curriculum Development |
| 6:120-AP1, E1 | Notice to Parents/Guardians Regarding Section 504 Rights |
| 6:190 | Extracurricular and Co-curricular Activities |
| 6:220-E1 | Authorization to Participate in Bring Your Own Technology (BYOT) Program; Responsible Use and Conduct Agreement |
| 6:220-E2 | Bring Your Own Technology (BYOT) Program Student Guidelines |
| 6:240 | Field Trips |
| 6:240-AP | Field Trip Guidelines |
| 7:15-E | Notification to Parents of Family Privacy Rights |
| 7:150-AP | Agency and Policy Interviews |
| 7:275 | Orders to Forgo Life-Sustaining Treatments |
| 7:280-E3 | Prevention of Staphylococcal Infections for Schools |
| 7:300-E2 | Certificate of Physical Fitness for Participation in Athletics |
| 7:305 | Student Athlete Concussions and Head Injuries |
| 7:305-AP | Program for Managing Student Athlete Concussion and Head Injuries |
| 7:330 | Student Use of Buildings – Equal Access |
The Board of Education discussed the process for Superintendent Christopher Spencer’s evaluation. Vice President Hamilton printed out the link for an online survey to start the process for Mr. Spencer’s evaluation. Mr. Hamilton combined some of old questions with new, and Mr. Hamilton will also send this information to former Board members Robert Bianchetta and Chuck Lander to receive their feedback. Mr. Hamilton will continue to update the Board until Mr. Spencer’s evaluation take place.
Discussion on SRO Contract with the Village of Coal City
Superintendent Christopher Spencer provided the Board with an update on the SRO contract with the Village of Coal City. Mr. Spencer addressed his concerns with the Village’s representative regarding the current SRO contract. Currently the Village is down several officers and due to this shortage Mr.
Spencer spoke with the Village’s representative to come up with options that will work for both parties. Officer Imhof, the SRO stationed at the high school, will no longer be in the schools. Officer Imhof will be needed in another capacity within the police force. The Village will possibly replace SRO Imhof with Officer Nugent, and Officer Moran will remain with the schools, and will step away if he is needed for other police duties.
Discussion on Adding a Community Relations Specialist and District Security Positions Superintendent Christopher Spencer discussed adding a Community Relations Specialist and District Security positions. Adding the Community Relations Specialist is something the Board discussed about ten (10) years ago. This person would maintain the district’s social media presence, press releases, possibly the building usage process along with other duties as assigned. The timing seems right for this type of role with social media being much bigger now than it was several years back. This person would report directly to Mr. Spencer. The Board was okay with Mr. Spencer posting the position as anticipated to see what type of candidates it would attract.
Mr. Spencer discussed creating a job description for district security. Mr. Spencer would prefer a former police officer, and expect certain certifications to be maintained to hold this position. Mr. Spencer spoke with other school districts similar in size, and to ask how this option is working out for them, and the feedback was positive. Mr. Spencer seek legal advice and also the district’s insurance carrier before steps can be taken. There will be more discussion at the next Board meeting.
Discussion on the FY24 Musicals and Plays
Superintendent Christopher Spencer discussed the high school performing a musical instead of a fall play for the 2023 – 2024 school year. Allowing there to be a fall musical versus a fall play would allow students to participate in the Illinois High School All State Festival, if their show is adjudicated. The Board agreed this would be a great opportunity for students and would allow more students to participate in the theatre program.
Finance Reports
The bank statements, monthly revenue, expenditure summary reports, check reconciliation report, and cleared check report for June were enclosed for review. Detailed reports were available in the Business Office for review prior to the meeting. The treasurer’s report, and investment report for June were also enclosed for review.
Open
a) Items not known at agenda preparation time – Mr. Spencer informed the Board of a Mass Action Social Media Litigation regarding the effects social media is having on students. There will be more information, but Mr. Spencer just wanted the Board to be informed.
b) Sharing Ideas / Information – none.
Closed Session
At 7:57 p.m. a motion made by Mr. Harmon and seconded by Mr. Engelhardt to go into closed session for the purpose of considering information regarding the appointment, employment, compensation, discipline, performance, dismissal of specific employees, and collective bargaining matters.
Roll Call.
Ayes: Quint Harmon, Dan Engelhardt, Mary Gill, Shawn Hamilton, Cindy Klein, Steve Rogers, Ken Miller Nays:
Motion: Carried.
Mr. Harmon moved and Mr. Rogers seconded to return to open session at 8:02 p.m.
Roll Call.
Ayes: Quint Harmon, Steve Rogers, Dan Engelhardt, Mary Gill, Shawn Hamilton, Cindy Klein, Ken Miller Nays:
Motion: Carried.
Adjournment
Mr. Harmon moved and Mrs. Klein seconded to adjourn at 8:03 p.m. the Board Study Session of the Whole meeting.
Roll Call.
Ayes: Quint Harmon, Cindy Klein, Dan Engelhardt, Mary Gill, Shawn Hamilton, Steve Rogers, Ken Miller Nays:
Motion: Carried.
https://4.files.edl.io/6b9d/08/04/23/141132-69673014-8b96-4a1a-8c6d-2f15d83160d4.pdf
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