School Board Meeting Minutes - Olympia CUSD #16
Board of Education of the Olympia CUSD #16
Monday, December 6, 2021
Call to Order and Roll Call
The Board of Education of the Olympia CUSD #16 was called to order by President Kevin Frazier for a regular scheduled meeting at 5:05 p.m. on Monday, December 6, 2021 in the Learning Center of Olympia High School with the following Board Members and Administrators present: Kevin Frazier, Carolyn Hansen, Doug Maris, Mary Springer, and Justin Dietrich (arrived at 5:10 p.m.); Superintendent Dr. Laura O’Donnell, Assistant Superintendent Andy Walsh, and Olympia Middle School Principal Mike Jones.
Board members Steve Matter and Shawn Hohulin were absent.
Pledge of Allegiance
The Pledge of Allegiance was led by Kevin Frazier.
Recognition of Visitors
President Frazier welcomed all visitors present who included Adam Pulley of CliftonLarsonAllen LLP, Kendall King of Kings Financial; Olympia Maintenance Director Scott Thornton; Olympia staff members David Stine, CJ Hamilton, Michael McFarland, Angie Swartzendruber, and Becky Meissner; Olympia parents Randi Krehbiel, Allie Parks, Kris Lawless, Loren Miller, and Deb Miller; and Olympia students CJ Moore, Emma Swartzendruber, Maddie Bales, Abby Litwiller, Caden Clark, and Jacob Lawless.
Opportunity for Public Input
Olympia parent Randi Krehbiel spoke to the Board regarding her concern about the mask mandate in schools.
Approval of Consent Agenda
A motion was made by Carolyn Hansen, seconded by Kevin Frazier, to approve the Consent Agenda which included:
- Approval of Agenda
- Approval of Minutes from the November 8, 2021 Public Bond Hearing
- Approval of Minutes from the November 9, 2021 regular scheduled Board of Education Meeting
- Approval of the following Resignations:
- Samantha Meridith – Bus Aide, effective November 23, 2021
- Cammi Hartman – OHS Spanish Teacher, effective December 22, 2021
- Jori Thacker – OHS Classroom Aide, effective January 6, 2022
- Cynthia Cotner – Bus Aide, effective December 6, 2021
- Approval of the Intent to Retire of Kathy Thomas – Custodian, effective November 9, 2022
- Approval of the employment of Seleny Montoya – OHS Spanish Teacher, effective for the 2021-2022 second semester
- Approval of the employment of Kendra Peifer – 3rd Grade Teacher at Olympia North Elementary, effective for the 2021-2022 second semester
- Approval of the employment of Catherine Sandschafer – Bus Aide, effective November 23, 2021
- Approval of an Increase in Hours for the following Education Support Personnel:
- Nicole Littlefield – OHMS Cafeteria, from 5.5 hours per day to 7.0, effective November 12, 2021
- Logan Suntken – Bus Aide, from 5.5 hours per day to 7.0, effective November 23, 2021
- Approval of Levi Neuleib as a volunteer for the OHMS Wrestling program, effective for the 2021-2022 seasons
Discussion. Vote: Hansen (aye), Matter (absent), Maris (aye), Hohulin (absent),
Springer (aye), Dietrich (absent), Frazier (aye). Motion carried 4-0.
Communications
A Communication Folder was passed around the table.
A list of FOIA requests was shared.
The Board recognized the OMS Boys’ Cross Country Team, as well as the OHS Boys’ & Girls’ Cross Country Teams for the successful seasons. Coaches David Stine, CJ Hamilton, and Michael McFarland expressed their pride in the students and acknowledged their dedication and hard work which led to both the regional and state competitions.
Adam Pulley of CliftonLarsonAllen LLP presented results of the 2020-2021 District Audit. With this being the first time auditing our District, Mr. Pulley reviewed their process, then shared the results. He noted a couple of findings for improvement, but presented the District with a “Clean Opinion”. In his findings, he noted that in districts the size of Olympia, it is often hard to segregate the duties as he would recommend, and understood that with limited personnel, it is challenging to segregate all duties. He did note that even though they recommend more segregation of duties, there were no improprieties found or suspected.
Administrative Committee Reports
There were no Administrative Committee reports.
Administrative Reports
Assistant Superintendent Andy Walsh announced final plans for approving the issuance of $5,105,300 taxable general obligation school bonds. Mr. Walsh recommended that the District do a self-purchase bond, as compared to a traditional bond sale. He noted that the advantage of doing a self-purchase bond is to earn interest on the bond instead of paying interest to a financial institution for the bond. Interest on this bond is projected to be just over $150,000 which will be deposited into the Education fund over the next three years.
Mr. Walsh announced that effective January 1, 2022, all Illinois schools must expand their definition of excused student absences. After January 1, each student will have up to 5 days per school year to be used as “mental or behavioral health” days before a medical note is required. Mr. Walsh noted that these days will be monitored to avoid overuse. He shared that a special code will be used in Skyward to reflect these mental/behavioral health days. He also noted that Dr. O’Donnell shared this information in her monthly newsletter, and Principals will continue to share this information with their families so everybody is aware.
Lastly, Mr. Walsh shared that Olympia had partnered with McLean County Center for Human Services to provide additional student counseling support for 2021. He informed Board members that effective January 1, 2022, the Regional Office of Education (ROE) will be taking over this program. He noted that there will be no changes to the program, and students will continue receiving the same services.
Superintendent Dr. Laura O’Donnell presented the final certified Seniority lists for the 2021-2022 school year.
Dr. O’Donnell announced that due to supply chain issues, Johnco Construction has advised that it could be as late as March before materials are received for the new Olympia South Elementary gym’s roof. However, Maintenance Director Scott Thornton shared that our Dewberry Architects representative Tracy Coker has asked Johnco to continue searching other means of acquiring the necessary materials to continue on schedule. Dr. O’Donnell stated that if necessary, plans and adjustments are being made so Johnco can work inside the current gym once their work outside is halted. This would mean that certain classes and breakfast/lunch locations would need to be relocated. With this in mind, Dr. O’Donnell recommended renting a portable classroom during the construction delay.
Dr. O’Donnell discussed the need for an Elementary Administrative Intern. She shared that more hands and support are needed in each elementary building as the Principal is consumed with managing behaviors with little time spent on instructional leadership and building issues. Not only would this added person lend support to the teachers, they would also provide embedded training, coaching, and modeling on responsive strategies to staff members. Dr. O’Donnell noted that the salary for this position would be supported by grant dollars. She also discussed additional certified positions that will be recommended for the 2022-2023 school year.
Regarding behavioral issues, Board member Mary Springer expressed her concern about the recent Michigan school shooting. She noted the importance of having safety protocols in place, including safety plans for a student’s return to school. She also noted the importance of having open discussions with parents. Mr. Walsh shared that we have a threat assessment team with identified protocols that drive decision making when a threat is brought to our attention. These protocols include best practices / recommendations to take based on each incident.
Dr. O’Donnell announced that the Spartan Promise Council was again sponsoring an OHMS Angel Tree. OHMS identified students were provided a survey to list some gift choices, and information has been sent to community members who can then adopt and shop for these students. Dr. O’Donnell shared that members of the OHS National Honor Society will be helping with wrapping the gifts, as well as doing the shopping for those who prefer to give a monetary donation. She expressed her gratitude for the generosity of the Olympia community that has already been shown toward this project.
Dr. O’Donnell provided Board members with information from the Make It Local group that is meeting weekly to advocate for local control around COVID protocols. She stated that even though this group has been represented at every ISBE (Illinois State Board of Education) meeting, advocating for local control regarding mask wearing, they have been advised that IDPH (Illinois Department of Public Health) makes the final decision. Dr. O’Donnell shared that there is a multiple-school call with IDPH planned for Friday, December 10, 2021.
Other Business
There was no other business.
Action Items
A motion was made by Carolyn Hansen, seconded by Kevin Frazier, to approve the FY21 Property Tax Levy to be collected in 2022 as presented by Assistant Superintendent Andy Walsh and as listed by the following funds: $9,424,234 Education; $1,624,868 Operations & Maintenance; $649,947 Transportation; $162,486 Working Cash; $552,455 Municipal Retirement; $211,232 Social Security; $162,486 Fire Prevention & Safety; $1,202,402 Tort Immunity; $129,989 Special Education; $162,486 Leasing.
Discussion. Vote: Hansen (aye), Matter (absent), Maris (aye), Hohulin (absent),
Springer (aye), Dietrich (aye), Frazier (aye). Motion carried 5-0.
A motion was made by Doug Maris, seconded by Mary Springer, to approve the FY21 Audit & Financial Report as presented by Adam Pulley of CliftonLarsonAllen L.L.P.
Discussion. Vote: Maris (aye), Springer (aye), Hansen (aye), Matter (absent),
Hohulin (absent), Dietrich (aye), Frazier (aye). Motion carried 5-0.
A motion was made by Carolyn Hansen, seconded by Kevin Frazier, to approve the 2021-2022 Certified Seniority Lists as presented.
Discussion. Vote: Hansen (aye), Matter (absent), Maris (aye), Hohulin (absent),
Springer (aye), Dietrich (aye), Frazier (aye). Motion carried 5-0.
A motion was made by Kevin Frazier, seconded by Mary Springer, to approve the consideration and action on a resolution providing for the $5,105,300 Taxable General Obligation School Bonds, Series 2021, of the District, for the purpose of increasing the working cash fund of said School District, providing for the levy of a direct annual tax sufficient to pay the principal and interest on said bonds, and authorizing the sale of said bonds to the purchaser thereof.
Discussion. Vote: Springer (aye), Hansen (aye), Matter (absent), Maris (aye),
Hohulin (absent), Dietrich (aye), Frazier (aye). Motion carried 5-0.
A motion was made by Mary Springer, seconded by Carolyn Hansen, to approve the Elementary Administrative Intern job description as presented, effective for the 2022-2023 school year.
Discussion. Vote: Springer (aye), Hansen (aye), Matter (absent), Maris (aye),
Hohulin (absent), Dietrich (aye), Frazier (aye). Motion carried 5-0.
A motion was made by Doug Maris, seconded by Kevin Frazier, to approve the rental of a portable classroom unit for Olympia South Elementary (minimum of 6 months) to be used during construction.
Discussion. Vote: Maris (aye), Hansen (aye), Matter (absent), Hohulin (absent),
Springer (aye), Dietrich (aye), Frazier (aye). Motion carried 5-0.
Executive Session
There was no Executive Session.
Adjournment
A motion was made by Carolyn Hansen, seconded by Kevin Frazier to adjourn the meeting at 6:17 p.m.
Motion carried by unanimous vote.