Carbondale Reporter

Carbondale Elementary School District #95 Board of Education met Jan. 24.

Here is the minutes provided by the board:

1. Roll Call:

Upon roll call, the following members were present:

Mr. John Major, President

Mr. Carlton Smith, Vice President

Ms. Catherine Field

Ms. Michelle Connet

Ms. Natasha Zaretsky

Ms. Erinn Murphy

Mr. Gary Shepherd

Administrators present:

Mr. Daniel Booth, Superintendent

Mr. Justin M. Miller, Assistant Superintendent

Ms. Zeppelyn Brewer, Director of Pupil Services

Ms. Janice Pavelonis, Director of Curriculum and Instruction

2. Executive Session 6:01 PM

Roll Call:

Mr. John Major, President

Mr. Carlton Smith, Vice President

Ms. Catherine Field

Ms. Michelle Connet

Ms. Natasha Zaretsky

Ms. Erinn Murphy

Mr. Gary Shepherd

Smith moved, seconded by Connet, to enter Executive Session at 6:01 PM for the purpose of discussing performance, evaluation and compensation of specific personnel matters, matters relating to student discipline, matters relating to collective bargaining, and matters relating to pending litigation.

Roll Call Vote:

Yes votes: Field, Major, Smith, Connet, Zaretsky, Murphy, Shepherd

No votes: None

Absent: None

Motion carried.

Executive Session adjourned at 7:41 PM.

Roll Call Vote:

Yes votes: Major, Field, Smith, Connet, Zaretsky, Murphy, Shepherd

No: None

Absent: None

Motion carried.

3. Public Comments - None

4. Approval of Agenda

Shepherd moved, seconded by Connet, Recommend approving the Agenda:

Roll Call Vote:

Yes votes: Field, Major, Smith, Connet, Zaretsky, Murphy, Shepherd

No votes: None

Absent: None

Motion carried.

5. Consent Agenda Items

Connet moved, seconded by Shepherd, Recommend approving Consent Agenda Items, 5.1-Minutes, 5.2-Financial Reports and 5.3-Communications

Roll Call Vote

Yes votes: Field, Major, Smith, Zaretsky, Murphy, Shepherd

No votes: None

Abstain: Connet

Absent: None

Motion carried

5.1 5.11Board Retreat – December 8, 2018

5.12 Executive – December 8, 2018

5.13 Regular – December 13, 2018

5.14 Executive – December 13, 2018

5.2 Financial Reports

5.21 Approval of Bills

5.22Treasurer’s Report

5.23Monthly Budget Report

5.24 School Activity Fund Reports

FINANCIAL REPORTS

5.3 Communications

5.31 FOIA Requests – 12/19/18 by Carlton Smith requesting documents related to Board policy concerning Central Office Receptionist/Secretaries, Seniority policy, SB100 requirement, Parrish After School Program attendance records, costs, revenue/expenditure reports, Boys and Girls Club after school program documentation. 799 pages of documents given.

1/15/19 by IL Retired Teachers Association requesting the name and email address of all teachers and administrators retiring in 2019.

5.32 Donations – None

6. Committee Reports

6.1 President’s Remarks – John Major

6.11 Communication Report - None

6.2 Committee Reports

6.21 Public Relations Committee – Stephanie Esters

Media Updates

The Daily Egyptian: Article on CMS Cougars playing Carbondale Police Department in basketball.

Carbondale Time: Overview of where CES95 is in the first half of the school year.

Website Review

The Public Relations Committee will meet with Mr. Booth on February 12th to discuss vendors and make a recommendation to the Board.

Phone System

Met with CTS phone rep to finalize script and ready to record in English, Spanish, and Arabic for each school upon Mr. Booth’s approval. It will be tested at Central Office first before setting up at the individual schools.

6.22 Personnel Committee – None

6.23 Policy Committee – None

6.24 Building and Transportation Committee – None

6.3 District Reports

6.31 Director of Pupil Services, Zeppelyn Brewer

Distributed Appreciation Calendar to the Board members.

Slideshow presentation from Mrs. Grimmer’s Lewis and CMS Orchestra students and gifts given to board members from Central Office and Lewis School and CMS gave a card signed by the staff in honor of Board Appreciation Week.

Professional Development Update on the following:

Illinois Classroom in Action will be providing training on February 7th to Parrish and Thomas focusing on understanding students who have been exposed to trauma and tools to assist students with self-regulation.

February 7th ROE and SIU will provide active supervision training to aides, which provides them with tools to be an active participant during unstructured times like recess, etc.

SEL information to work from IL classrooms in action: Kris Uffelman, Booke Kensler, Zeppelyn Brewer, and Jamie Hertter provided a training to Thomas: Implementing Proactive Behavioral Strategies for Students with Trauma.

February 13th Building Admin training on PBIS practices/digging into the data.

6.32 Director of Curriculum, Instruction and Assessments, Janice Pavelonis

State Assessments

Illinois Assessment of Readiness will begin just after March 11th. Currently working with the principals and testing coordinators at Thomas, Lewis, and CMS to ensure all accommodations are entered correctly in preparation for testing and testing windows are set across the district.

Students Who Excel

Tonight (1/24/19) principals from Lewis and CMS are delivering yard signs to the homes of students who earned an “EXCEL” on last year’s PARCC test! This is one effort we are making to celebrate high achievements in our students. Also working on highlighting their stories through photos and interviews with the families and students to see what they say are the “Keys to Excellence”.

ELA and Math Pacing and Mapping/Professional Development/Training

Currently 6 days of pacing and mapping have been completed.

Completed 7th, 5th, 4th, Kindergarten, 3rd, and 2nd grade for at least one subject.

There are 8 more days of work until completion.

A copy of what the work looks like were included in board packets for review.

Progress has been made through the week in diving deeply into our current practices in reading to make plans toward improvement for now and in the fall.

CMS Schedule

Met with Administrators and Team Leaders at CMS on 1/23/19 to provide them with a draft 2019-2020 schedule. The focus is on protecting instructional time and increasing opportunities for intervention.

Team Leaders will take the draft to their teams to gather feedback then we will meet back with Janice Pavelonis on February 21 to discuss feedback. At that time improvements will be made based on the feedback in an effort to get a final schedule done in plenty of time for more seamless student scheduling.

Erinn Murphy asked, How does the Illinois Assessment Readiness impact a student? Mrs. Pavelonis replied, The goal is to be able to look at the assessments and STAR test to see what the student’s performance level is and line up supports if needed for the following year.

6.33 Assistant Superintendent, Justin Miller

CPA Jeff Stroder from Kemper presented the Annual Audit Report. Mr. Stroder reviewed the process and procedures taken during the audit and informed the board of the following: there were no recommendations regarding the district’s internal control processes, they found no consensus about compliance in all the areas tested, which that report was very clean and very good, and there are no recommendations for changes that impact the financial statements. The two recommendations made that were regarding internal controls for compliance requirements are as follows:

If over $25,000 is spent with one vendor during the year, check the federal website to make sure the vendor is valid to spend money with and must be able to show documentation.

Documentation in Food Services must be provided for the number of trays taken and returned. The documentation must be signed by the two people conducting the count.

Mr. Stroder commented on how professional Mr. Miller and his team were and how they supplied everything that was requested during the audit to help make the process easy for him. He offered that statement because it makes it easy when the client has accountable for their processes.

Carlton Smith wanted to get some clarification and asked, Do you look for fraud? The auditor replied, Yes they are required to access the controls designed to catch fraudulent activity. You only report fraud if you find it, that is why there was no conversation about it.

Carlton Smith asked about the $25,000 the auditor referenced but it was hard to hear the exact question. The auditor repeated that Mr. Smith was asking about the $25,000 threshold for vendors and related bidding. Mr. Stroder replied that it is just a number that they tell the auditor not to worry about testing for smaller amounts under that, but it is connected with the vendor requirements.

Carlton Smith stated to the auditor that he indicated about the accounting practices are different then what the state _______(could not clearly hear the end of the question)? Mr. Stroder replied the general accepting accounting principals require you to have receivable and payables forwarded to us. You recognize revenue when you earn it not necessarily when you get it. So you may perform all the requirements of the grant in a fiscal year, but the state may not give the money until next year. Under general accepting accounting principals, you would book that as revenue in the year that you earn it and make a reduction in the receivables when the cash comes in. The bases that the district uses is that you recognize the revenue when you get the money regardless of the time period that it was actually earned. It works the same way with expenditures.

Carlton Smith comments on what the auditor just explained cannot be clearly translated, but his question to the auditor was, Are you saying we are in compliance as far as the states requirements? Mr. Stroder replied, Yes. The district’s financial statements are fairly stated in all material respects in accordance with the Illinois State Board of Education. That is the wording for a clean opinion.

Carlton Smith asked about Title 1, Title 2 and Title 2 grants do you look at those for proper expenditures and federal requirements? Mr. Stroder replied, the federal government has a formula that they use to decide what grants are what they call “major” and “major” grants we do a lot of very detailed testing on. The ones that are non major we do very limited test on so the Title 2 and Title 3 grants were non major this year so we did a limited amount of testing on those. Title 1 was a major program so we did extensive testing on that program. Mr. Smith replied so you did extensive on Title 1 in district and everything is fine? Mr. Stroder replied, Yes sir!

Carlton Smith wanted to be clear in reference to the code there is a lot of language in respect to how money is spent and used in the school, Did you check the code for that? Mr. Stroder replied, yes sir that was within the second report that he talked about where they were testing compliance with the different laws and regulations, contracts, and grants. If we would have found any instance of non-compliance I would have reported it.

The Architects will present a 10-year review of their assessment of all the buildings at the February board meeting.

6.34 Superintendent, Daniel Booth

ESSA Quality Framework

Principals where asked to complete a comprehensive needs assessment of their buildings. They are working on inputting information in IWAS by January 30th.

The next step of the process is to complete a work plan to improve our schools, which will be presented for Board approval in February.

Carlton Smith asked was this needs assessment done in house by District 95 staff, not an outside agency? Mr. Booth replied, Yes, we decided to do it in house so the money that would have been used can be used towards student supports.

6.4 Faculty Council – Melissa Norman

Melissa Norman updated the Board with the positive feedback that the cadre’s are continuing to receive under Mrs. Pavelonis. Faculty Council is meeting on February 7th. Mrs. Norman stated, as the newly elected CEA president she wanted to take a moment to thank the Board for how much they appreciate the positive change seen in the district. Also, she extended the invitation on behalf of the Lewis School PBIS team to the Board to come to Lewis School and have breakfast or lunch with the students next week. Mr. Booth added that if the Board members would let him know when they are planning to attend, he would meet them there as well.

7. Old Business - None

8. New Business

NEW BUSINESS

8.1 Action on Classified Personnel

8.11 Action on Classified Substitutes - None

8.12 Employment of Student Supervisor Aides

Field moved, seconded by Shepherd, Recommend approving the employment of Nicholas Bowen as a Student Supervisor Aide at Parrish School for the 2018-2019 school year, pending a clear CBI and licensure.

Roll Call Vote

Yes votes: Major, Field, Smith, Connet, Zaretsky, Murphy, Shepherd

No: None

Absent: None

Motion carried.

8.13 Employment of Special Education Aides

Field moved, seconded by Murphy, Recommend approving the employment of Hannah Williams as an Instructional Aide at Thomas School, Diane Lilly as an Instructional Aide in Pre-K at Parrish School, and Jalen Sykes as an Instructional Aide at Carbondale Middle School for the 2018-2019 school year, pending a clear CBI and licensure.

Roll Call Vote

Yes votes: Major, Field, Smith, Connet, Zaretsky, Murphy, Shepherd

No: None

Absent: None

Motion carried.

8.14 Action on Resignation

Field moved, seconded by Connet, Recommend accepting the resignation of Angela Hargrave as an Instructional Aide at Carbondale Middle School effective January 17, 2019 and Norah Olive as a Bilingual Instructional Aide at Lewis School effective February 1, 2019.

Voice Vote

Yes votes: Major, Field, Smith, Connet, Zaretsky, Murphy, Shepherd

No: None

Absent: None

Motion carried.

8.15 Action on Release of Employment

Field moved, seconded by Connet, Recommend the release of employment for Roderick Malone as the Bookkeeper at Central Office effective immediately.

Discussion:

Mr. Smith asked, Who was part of his last evaluation? Mr. Booth replied, Mr. Miller conducted a 90 day,130 day, and 170 day evaluation. Mr. Booth sat in on the meeting and conference of the 130 day and 170 day evaluation. Mr. Miller shared them with Mr. Booth prior to speaking with the employee.

Mr. Smith asked was a union rep present? Mr. Booth replied, at the 170 day evaluation, Mr. Malone did have a union rep come to the meeting with him.

Mr. Smith asked did the union rep meet with Mr. Malone prior? Mr. Booth replied, he did not know since they do not set those meeting up, but Mr. Malone was informed he could bring a union rep to the meeting.

Roll Call Vote

Yes votes: Major, Field, Connet, Zaretsky, Murphy, Shepherd

No: None

Abstain: Smith

Absent: None

Motion carried.

8.2 Action on Certified Personnel

8.21 Action on Maternity Leave

Field moved and seconded by Murphy, Recommend accepting the request of maternity leave for Ashton Clutts, 5th grade Teacher at Lewis School, to start April 23, 2019 through the remainder of the 2018-2019 school year and return to work the first day of the 2019-2020 school year.

Voice Vote

Yes votes: Major, Field, Smith, Connet, Zaretsky, Murphy, Shepherd

No: None

Absent: None

Motion carried.

8.22 Action on After School Spanish Enrichment Positions

Shepherd moved and seconded by Connet, Recommend posting positions for the After School Spanish Enrichment Program based on the job descriptions presented.

Discussion: The consensus of the board was that this was not the proper time to launch the program and the focus needs to continue to be on the core curriculum at this time. Mr. Smith commented he is against this program and the focus should be on addressing the students that are under performing and use funds to bring them up.

Roll Call Vote

Yes votes: Shepherd, Major

No votes: Field, Connet, Smith, Zaretsky, Murphy,

Absent: None

Motion failed.

Mr. Booth asked if this was something that could be revisited later? The consensus reply was yes; planning for enrichment programs could be looked at, at another time. Mr. Booth informed the Board that any communication that needs to be sent out will be shared with the Board first.

8.3 Action on FY18 Annual Audit Report

Shepherd moved, seconded by Zaretsky, Recommend accepting the FY18 annual audit report.

Voice Vote

Yes votes: Major, Field, Smith, Connet, Zaretsky, Murphy, Shepherd

No: None

Absent: None

Motion carried.

9. Next Scheduled Meetings

9.1 Tuesday, February 12, 2019

Public Relations Committee Meeting

CES95 Administrative Center

925 South Giant City Road

Carbondale, IL 62902

4:00 PM

Thursday, February 28, 2019

Regular Board Meeting (OPEN TO THE PUBLIC)

CES95 Administrative Center

6:00 PM

6:05 PM Motion and Roll Call Vote to go into Executive Session (CLOSED) for the purpose of discussing matters relating to the performance, evaluation and compensation of specific personnel, matters relating to student discipline, matters relating to collective bargaining, and matters relating to pending litigation.

7:00 PM Reconvene Regular Board Meeting Public Session (OPEN TO THE PUBLIC)

10 Public Comments - None

11 Sine die EXECUTIVE SESSION 9:08 PM

Roll Call:

Mr. John Major, President

Mr. Carlton Smith, Vice President

Ms. Catherine Field

Ms. Michelle Connet

Ms. Natasha Zaretsky

Ms. Erinn Murphy

Mr. Gary Shepherd

Zaretsky moved, seconded by Field, to sine die Executive Session at 9:08 PM for the purpose of discussing performance, evaluation and compensation of specific personnel matters, matters relating to student discipline, matters relating to collective bargaining, and matters relating to pending litigation.

Roll Call Vote:

Yes votes: Field, Major, Smith, Connet, Zaretsky, Murphy, Shepherd

No votes: None

Absent: None

Motion carried.

Executive Session adjourned at 10:12 PM.

Roll Call Vote:

Yes votes: Major, Field, Smith, Connet, Zaretsky, Murphy, Shepherd

No: None

Absent: None

Motion carried.

12 Adjournment

Smith moved, seconded by Zaretsky, Recommend Adjournment at 10:16 PM.

Voice Vote:

Yes votes: Major, Field, Smith, Connet, Zaretsky, Murphy, Shepherd

No votes: None

Absent: None

Motion carried.

https://www.ces95.org/Page/56