Meeting Details
June 17, 2021
6:30pm
Coshocton City Schools - Coshocton Elementary School, 1203 Cambridge Rd., Coshocton OH
Purpose
N/A
1.
058-2021 Call to Order
Minutes
The meeting was called to order at 6:32 p.m.
Resolution: 058-2021
2.
Pledge of Allegiance
3.
Mission Statement
Coshocton City Schools, in partnership with families and community, will empower individuals to become literate, respectful, responsible, and independent lifelong learners in an ever-changing global society.
Minutes
Dr. Butcher invited Ms. Kayley Andrews to read the Mission Statement.
4.
Roll Call
Minutes
All Board members were in attendance.
5.
059-2021 Adoption of the Agenda
It is recommended that the Board of Education adopt the agenda.
Minutes
There is a correction to the agenda under number 8. Board Commendations -8.1 Spring Sports Awards. Korbyn Haley qualified for State in both the Long Jump and the 100 meter dash.
Dr. Butcher asked the board if they approved the agenda with the changes then called for a vote.
Resolution: 059-2021
Result: Approved
Motioned: Mr. Steve Clark, Member
Seconded: Mr. Tad Johnson, Member
| Voter | Yes | No | Abstaining |
|---|---|---|---|
| Dr. Jere Butcher, President | X | ||
| Mr. Steve Clark, Member | X | ||
| Mr. Tad Johnson, Member | X | ||
| Mr. Sam Bennett, Member | X | ||
| Mr. Phil Hunt, Vice-President | X |
6.
060-2021 Approval of Meeting Minutes
It is recommended that the Board of Education approve the following meeting minutes:
- Regular Meeting - Thursday, May 20, 2021
- Special Meeting - Thursday, June 3, 2021
Minutes
Vote recorded below for each individual meeting.
Resolution: 060-2021
6.1
Regular Meeting - Thursday, May 20, 2021
Minutes
Result: Approved
Motioned: Mr. Sam Bennett, Member
Seconded: Mr. Phil Hunt, Vice-President
| Voter | Yes | No | Abstaining |
|---|---|---|---|
| Dr. Jere Butcher, President | X | ||
| Mr. Steve Clark, Member | X | ||
| Mr. Tad Johnson, Member | X | ||
| Mr. Sam Bennett, Member | X | ||
| Mr. Phil Hunt, Vice-President | X |
6.2
Special Meeting - Thursday, June 3, 2021
Minutes
Result: Approved
Motioned: Mr. Sam Bennett, Member
Seconded: Mr. Phil Hunt, Vice-President
| Voter | Yes | No | Abstaining |
|---|---|---|---|
| Dr. Jere Butcher, President | X | ||
| Mr. Steve Clark, Member | X | ||
| Mr. Tad Johnson, Member | X | ||
| Mr. Sam Bennett, Member | X | ||
| Mr. Phil Hunt, Vice-President | X |
7.
Hearing of the Public
This meeting is a meeting of the Board of Education in public for the purpose of conducting the School District’s business and is not to be considered a public community meeting. There is a time for public participation during the meeting as indicated in agenda item VII.
Minutes
There were no requests for a public hearing.
8.
061-2021 Board Commendations
It is recommended that the Board of Education approve the following commendations:
Minutes
Vote recorded in 8.1.
Resolution: 061-2021
Result: Approved
8.1
061.1-2021 Spring Sports Awards
Girls Softball
- Kindall Shaw
- 1st Team MVL (Small Division)
- 1st Team East District
- Sophie Meiser
- East District Senior All Star Game
- Keeley Murray
- 1st Team East District
Baseball
- Hudson Wesney
- 1st Team MVL (Small Division)
- Player of the Year MVL (Small Division)
- 1st Team East District
- School Record: Doubles in a Season (16)
- Brody Hammersley
- 1st Team MVL (Small Division)
- 1st Team East District
- East District Senior All Star Game
- School Record: Batting Average in a Season (.493)
Track
- Korbyn Haley
- Regional Qualifier - 100 Meter Dash
- Regional Champion - Long Jump
- State Qualifier - Long Jump
Minutes
Resolution: 061.1-2021
Result: Approved
Motioned: Mr. Sam Bennett, Member
Seconded: Mr. Tad Johnson, Member
| Voter | Yes | No | Abstaining |
|---|---|---|---|
| Dr. Jere Butcher, President | X | ||
| Mr. Steve Clark, Member | X | ||
| Mr. Tad Johnson, Member | X | ||
| Mr. Sam Bennett, Member | X | ||
| Mr. Phil Hunt, Vice-President | X |
9.
Board and Staff Reports
9.1
Athletic Department Update
Minutes
Mr. Gary Forbes, Athletic Director presented information related to athletic programs, highlighted events and student accomplishments from the 2020-2021 school year and expressed gratitude for the community volunteers and staff that gave of their time to support the programs. He highlighted Jana VanDusen, sharing how much he valued her and all she does.
9.2
Food Service and Transportation
Minutes
Ms. Jennifer Andrews reported on food service and transportation from the 2020-2021 school year. She commented on the challenges that both faced due to COVID restrictions and school schedules as a result. She expressed her gratitude for all of the bus drivers and the food service workers/cooks that did whatever it took to take care of the needs of our students. She did highlight two food service employees, Connie Corder and Jo Dejesus, for not missing a single day during the pandemic year and shared her gratitude for them.
9.3
Semi-Annual Bullying and Harassment Report to Board President
Minutes
Dr. Hire stated that he is required to present a report to the Board President each year. he presented at the Board meeting with a very brief summary of what the report contains and the district requirements. He did comment that the number reported was less this year and the district is working to mitigate bullying and harassing. He stated it was better this year because of the social distancing and would like to see these reduced numbers continue.
9.4
ODE Reset & Restart American Rescue Plan
American Rescue Plan: Safe Return to In-person Instruction and Continuity of Services Plans
Minutes
Mrs. Ashbrook discussed the plan that has been completed and needed to approved by the Board and reported to the Ohio Department of Education and posted on our Website in order to receive ESSER III funds.
10.
Board Discussion Items
10.1
Future Remote Board Meetings
Minutes
Dr. Hire recommended that the District determine a means of streaming the meetings with no participation so that our community can watch in real time. He said he thought that remote viewing was a benefit for the community that he would like to continue.
11.
062-2021 Treasurer's Report and Recommendations
It is recommended that the Board of Education approve the following items:
Minutes
Resolution: 062-2021
Motioned: Mr. Tad Johnson, Member
Seconded: Mr. Sam Bennett, Member
| Voter | Yes | No | Abstaining |
|---|---|---|---|
| Dr. Jere Butcher, President | X | ||
| Mr. Steve Clark, Member | X | ||
| Mr. Tad Johnson, Member | X | ||
| Mr. Sam Bennett, Member | X | ||
| Mr. Phil Hunt, Vice-President | X |
11.1
Updates
1. Floor plan design for MVHC Clinic in the High School
11.2
062.1-2021 Monthly Financial Report
Minutes
Ms. Eyerman briefly reviewed the financial documents stating there is nothing out of the ordinary she needed to bring their attention to. She did state the the district received Homestead and Rollback dollars from the State this month. Because the accounting system has changed and reports look different than in the past, Ms. Eyerman reviewed each page of the Financial Summary to help the Board members understand the relationship between the pages in the document.
Resolution: 062.1-2021
Result: Approved
11.3
062.2-2021 Donations
Monetary
- McWane Ductile - $250 - 2nd Grade Field Day - 018-9001-288
- Kiwanis Club of Coshocton, Inc. - $250 - Key Club 2021 Scholarship - 200-910Q
- Better Business Bureau Foundation - $50 - Gifted Program, Laws of Life Essay Winner - 007-9259
Minutes
Resolution: 062.2-2021
Result: Approved
11.4
062.3-2021 Transfers, Advances and Account Modifications
Authorize the Treasurer to make Transfers, Advances and Account Modifications as necessary to close the fiscal year ending June 30, 2020 with transactions reported at the next regular Board of Education meeting for ratification
Minutes
Ms. Eyerman explained that the District can not end the year with a negative balance in a fund - except Federal and State Grants, and then, only if the PCR has been completed to file for the reimbursements. With that said, there will be a transfer at the end of FY21 into the athletic funds to cover the negative amount resulting from reduced ticket sales and fundraisers this year due to COVID restrictons.
Resolution: 062.3-2021
Result: Approved
11.5
062.4-2021 FY21 Final Appropriations and Amended Certificate of Estimated Resources
Authorize the Treasurer to submit the FY21 Final Appropriations and FY 21 Final Amended Certificate of Estimated Resources as of June 30, 2021, to the Coshocton County Auditor, with the submission to be reported at the next regular Board of Education meeting for ratification.
Minutes
Resolution: 062.4-2021
Result: Approved
11.6
062.5-2021 Temporary Appropriation for Fiscal Year 2022
Authorize the Treasurer to establish Temporary Appropriations for Fiscal Year 2022 as require to provide expenditure authority for operations beginning July 1, 2021 until all reports are filed and fiscal certificates are received from the County Auditor for the official adoption of permanent appropriations.
Minutes
Resolution: 062.5-2021
Result: Approved
11.7
062.6-2021 Transfer Field Turf Replenishment Fund
Approve the 4th of 10 annual transfers in the amount of $26,158 from the General Fund to the Stewart Field Turf Replenishment Fund as established in Fiscal Year 2018. These funds represent the savings that resulted from expense reductions upon installing artificial turf.
Minutes
Resolution: 062.6-2021
Result: Approved
12.
063-2021 Business Items
It is recommended that the Board of Education approve the following business items:
Minutes
The vote recorded on this item is inclusive of 12.1 through 12.6.
Resolution: 063-2021
Motioned: Mr. Steve Clark, Member
Seconded: Mr. Phil Hunt, Vice-President
| Voter | Yes | No | Abstaining |
|---|---|---|---|
| Dr. Jere Butcher, President | X | ||
| Mr. Steve Clark, Member | X | ||
| Mr. Tad Johnson, Member | X | ||
| Mr. Sam Bennett, Member | X | ||
| Mr. Phil Hunt, Vice-President | X |
12.1
063.1-2021 Battelle for Kids SOAR Learning Networks and EdLeader21
Approve the participation in the Battelle for Kids SOAR Learning Networks and EdLeader21 Membership for the 2021-2022 school year at a cost of $10,000.
Minutes
vote recorded on item 12.0
Resolution: 063.1-2021
Result: Approved
12.2
063.2-2021 First Step Family Violence Intervention Services Agreement
It is recommended that the Board of Education approve support of the First Step Family Violence Intervention Services for the 2021-2022 school year in the amount of $2,500.
Minutes
vote recorded on item 12.0
Resolution: 063.2-2021
Result: Approved
12.3
063.3-2021 Ohio School Plan Insurance Agreements
Request that the Board of Education approve the renewal of the Ohio School Plan Insurance Coverage at a rate of $65,248. Also request that the Board of Education approves the renewal of the Excess Crime Coverage at a rate of $2,052. Both are effective from July 1, 2021 through June 30, 2022.
Minutes
vote recorded on item 12.0
Ms. Eyerman explained that there was a slight increase this year and was told by our insurance agent that insurance rates across the State increased slightly this year and our increase was not a result of any activity within our policy, only standard increases.
Resolution: 063.3-2021
Result: Approved
12.4
063.4-2021 Coalition of Rural and Appalachian Schools (CORAS)
Approve membership renewal for services with the Coalition of Rural and Appalachian Schools (CORAS) for the 2021-2022 school year at a cost of $325.
Minutes
vote recorded on item 12.0
Resolution: 063.4-2021
Result: Approved
12.5
063.5-2021 Chromebook Replacement Order
It is recommended that the Board of Education approve the attached quote from Xtek Partners for the purchase of 530 Chromebooks at a cost of $138,330.00. The order supports the device replacement plan for the district.
Minutes
vote recorded on item 12.0
Ms. Eyerman explained that, if approved, the Chromebook replacement order will be reimbursed from ESSER III funds.
Resolution: 063.5-2021
Result: Approved
12.6
063.6.2021 MVHC Health Clinic
It is recommended that the Board of Education approve the following resolution declaring Urgent Necessity and the intent to move forward with MVHC Clinic Facility Upgrades for the High School
Resolution Authorizing Contract for MVHC Clinic Facility Upgrades for High School Based on Urgent Necessity
The Superintendent and Treasurer request authority to contract for a facility improvement project based upon an urgent necessity exception to competitive bidding.
Rationale:
- Ohio Revised Code (ORC) Section 3313.46 provides and exception to the statutory competitive bidding requirements when there is urgent necessity.
- The Superintendent recommends waiving competitive bidding for the conversion of a storage room to a medical clinic for the high school building so the project can be properly designed, construction supplies ordered, and installed during the summer in order to (i) provide enough time to ensure the building and preparation of the clinic occurs before the start of the next school year in light of COVID-19 related supply chain disruptions; and (ii) minimize the disruptions to students, teachers and staff by completing the majority of the work before the start of the 2021-2022 school year;
- Three quotes from local vendors have been obtained for the construction of the clinic. Hathaway, Inc., a firm experienced in the design and build work within the Coshocton City School District facility improvement projects, will execute this project subject to state and federal requirements and provide the work under an open book pricing format to ensure full disclosure, transparency and cost competitiveness due to the submission of the lowest quote for the project at $64,515. Additional amounts would be added if the addendum to the original bid requirement were requested, at which time would be submitted to the Board for approval. In addition, Johnson’s Plumbing had the lowest quote for the plumbing $9,455, Philip A Wagner, Inc. had the lowest quote for the electrical work at $7,000, and Johnson’s Plumbing and Heating had the lowest quote for the HVAC at $8,736. It is also agreed that the total cost for this project will not exceed $90,000.
- The Superintendent and the Treasurer request authority to enter into a contract with Hathaway, Inc. and the supporting vendors listed, the cumulative amount not to exceed $90,000, as determined by the lowest proposals submitted for the project. If approved by the State of Ohio, the ESSER grant will be used to reimburse the District for the amount incurred for the entire project by reducing the amount of expenditure from the District funds.
The Coshocton City School District Board of Education resolves as follows:
- Based upon the information provided and pursuant to the authority given in ORC 3313.46, the Board determines that the completion of the facility improvements and the clinic opportunity within the student work environment of the high school is an urgent necessity and waives the official competitive bidding for the work; the Board finds the three estimates for each of the project parts (construction, electrical, plumbing and HVAC) is satisfactory and that it is in the best interest of the District to proceed with the facility improvement project as quickly as possible in order to maximize the student and staff health and safety amidst the current pandemic.
- Any actions previously taken by the School District officials or agents of this Board in furtherance of the matters set forth in this Resolution are hereby approved, ratified and confirmed.
- The Board authorizes the Superintendent, working with the Treasurer, to contract with the local vendors with the lowest quotes to perform the necessary work to update the space within the high school building as proposed in the District/Muskingum Valley Health Centers’ facility improvement plan for a clinic.
- This Board finds and determines that all formal actions of this Board concerning and relating to the adoption of this Resolution were adopted in an open meeting of this Board, and that all deliberations of this Board that resulted in those formal actions were in meetings open to the public, in compliance with the law.
Minutes
vote recorded on item 12.0
Ms. Eyerman explained that, after quotes for the project were collected, we became aware that the cost of this project would exceed our purchase limits per Board Policy.
Limited by the time available to complete this project before students return in the fall we are recommending that the Board pass a resolution declaring urgent necessity to move forward with the project using the obtained quotes so the project can be completed on time. This approves the waiving of public bids for the project. The quoted costs of the project are listed in the resolution.
Resolution: 063.6.2021
Result: Approved
13.
064-2021 Superintendent Report and Recommendations
It is recommended that the Board of Education approve the following items:
Minutes
The vote recorded on this item is inclusive is 13.2 through 13.8.
Resolution: 064-2021
Motioned: Mr. Sam Bennett, Member
Seconded: Mr. Tad Johnson, Member
| Voter | Yes | No | Abstaining |
|---|---|---|---|
| Dr. Jere Butcher, President | X | ||
| Mr. Steve Clark, Member | X | ||
| Mr. Tad Johnson, Member | X | ||
| Mr. Sam Bennett, Member | X | ||
| Mr. Phil Hunt, Vice-President | X |
13.1
Updates
- Personnel
13.2
064.1-2021 Personnel
Certified Supplemental Contracts
- Rescind (previously approved 5/20/21)
- Jason Minosky - 9th Grade Football
- Kristy Stiteler Key Club Advisor
- Judd Baker - Head Varsity Assistant Coach
- Jon Snider - ELA Department Head
- Jon Snider - 9th Grade Class Advisor
- Jon Snider - 9th Grade Grade Level Leader
- Approve
- Carlye Shaw - CES Summer School
- Jason Minosky - Assistant Varsity Football - Level 3
- Jim Woodrum - 8th Grade Football Coach - Level 3
- Darcy Nelson - Assistant Varsity Girls Volleyball - Level 3
- Jacie Wright - Freshman Girls Volleyball - Level 3
- Dawn Peterson - 8th Grade Girls Volleyball - Level 3
- Shelley Batchelor - Key Club Advisor - Level 1
- Kim Beaumont - CHS SYSOPS - Level 3
- Jason Minosky - CHS SYSOPS - Level 3
- Aaron Mencer - CES SYSOPS - Level 2
- Jillian Wesney - CES SYSOPS - Level 1
Transfers and Reassignments
- Certified
- Kay Olinger from Kindergarten to Grade 2
- Carlynda Collins from Intervention Specialist ED to Intervention Specialist
- Ashley Coffman from Kindergarten to Title I Reading Intervention
- Classified
- Chris McVay from CES Custodian Evenings to CES Custodian Days effective 8/1/21
- Joanna Masica from CES Educational Assistant to CES Library/Media Educational Assistant
- Molly Thomas from Educational Assistant MC to Educational Assistant 1:1
- Betina Szakal from Educational Assistant Gr. 1 to Educational Assistant 1:1
- Ashley Prince from Educational Assistant (Hopewell Bus) to Educational Assistant K-2
- Pam Eberwine from Educational Assistant ED to Educational Assistant MC-Primary
- Tonya McVay - 10-month Administrative Assistant CES to 11-month Administrative Assistant CHS
Classified Staff Supplemental
- Jeffrey Haines - Assistant Technology Coordinator for the 2021-2022 school year - $6,000
- Joanna Masica - Summer School Bus Aide and CES Educational Assistant
- John Conrad - Summer School Bus Driver
Pupil Activity Contracts - Non-Staff
- Rescind (previously approved 5/20/21)
- Mayretta Johnson - Cheerleading Advisor 7/8
- Approve
- Larry Peterson - Head Varsity Boys Soccer Coach - Level 1
- Mayretta Johnson - Assistant Varsity Cheerleading Advisor - Level 3
- Ashley Justice - Cheerleading Advisor 7/8 - Level 1
- Matt Hartley - Assistant Varsity Boys Soccer - Level 3
- Hannah Michael - Assistant Varsity Girls Soccer - Level 2
- Susan Jackson - Reserve Girls Volleyball - Level 3
- Larry Peterson - Head Varsity Boys Track - Level 2
- Keith Matz - Head Varsity Girl's Track - Level 3
- Doug Baylor - Head Varsity Boys Tennis - Level 2
- Cameron Wiandt - Boys Tennis - Volunteer
Resignations
- Shannon Folkert - CHS Music/Choir - Effective 8/1/21
- Matthew Downing - CES Music - Effective 8/2/21
- Tim Jones - CHS Associate Principal - Effective 7/31/21
Administrator Contracts
- Kayley Andrews - Administrator - 2-Year Contract - 2021-2023
Minutes
vote recorded on 13.0
Resolution: 064.1-2021
Result: Approved
13.3
064.2-2021 Calamity Day Alternative Make-up Plan
Approve the resolution to adopt a calamity day alternative make-up plan for the 2021-2022 school year.
Minutes
vote recorded on 13.0
Resolution: 064.2-2021
Result: Approved
13.4
064.3-2021 Foreign Exchange Students
It is recommended that the Board of Education approve the following Foreign Exchange Students for the 2021-2022 school year as submitted by Grant Fauver, Principal:
- Name: Laura Tejon Moragon
- Country: Spain
- Length of Stay: 10 months/2 semesters
- Host Family: Mr. & Mrs. Preston Palmer III
- Sponsor: NACEL - C. Balogh
- Name: Lucia Gomez Mateo
- Country: Spain
- Length of Stay: 10 months/2 semesters
- Host Family: Mr. & Mrs. Danny Kern
- Sponsor: NACEL - C. Balogh
- Name: Paula Mas Nieto
- Country: Spain
- Length of Stay: 10 months/2 semesters
- Host Family: Maria Adkins & Tim Mossman
- Sponsor: NACEL - C. Balogh
- Name: Beatrice Tani
- Country: Italy
- Length of Stay: 10 months/2 semesters
- Host Family: Mr. & Mrs. Preston Palmer III
- Sponsor: NACEL - C. Balogh
Minutes
vote recorded on 13.0
Resolution: 064.3-2021
Result: Approved
13.5
064.4-2021 Abolish Position at CES
It is recommended that the Board of Education abolish one 10-month Administrative Assistant position in order to create an 11-month Administrative Position at Coshocton Elementary School.
Minutes
vote recorded on 13.0
Resolution: 064.4-2021
Result: Approved
13.6
064.5-2021 Administrative Team Retreat
It is recommended that the Board of Education approve a two day/one night Administrative Team Retreat and reasonable associated costs with date and location in early August, 2021 to be determined.
Minutes
vote recorded on 13.0
Dr. Hire mentioned that at this time the retreat is planned to be at Salt Fork State Park.
Mr. Johnson recommended bringing Jennifer Andrews and Gary Forbes for part of the retreat. Dr. Hire acknowledged the benefit of this and stated he would look into the agenda to determine a scheduled time.
Resolution: 064.5-2021
Result: Approved
13.7
064.6-2021 Math Curriculum 2021-2022 SY
It is recommended that the Board of Education approve Math Curriculum for Grades K-5 from McGraw Hill in the amount of $71,528.00 for 3-years, 2021-2024, and will be funded out of the 001-1190-520 General Fund - Instructional Textbooks.
Minutes
vote recorded on 13.0
Resolution: 064.6-2021
Result: Approved
13.8
064.7-2021 Scholastic
It is recommended that the Board of Education approve the purchase of reading materials to support classroom libraries and the guided reading room at the elementary school in the amount of $23,431.70 to be purchased from Title IV-A funds 599-1150-9421 for the 2021-2022 school year.
Minutes
vote recorded on 13.0
Resolution: 064.7-2021
Result: Approved
14.
"Great Things"
Minutes
Dr.Hire read his "Great Things" published in June 2021 to the Board and those in attendance.
15.
Announcements
16.
Next Meeting(s)
- Special Meeting - Thursday, June 24, 2021 at 5:00 p.m. at the Board of Education Administrative Center
- Regular Meeting - Recommend changing this meeting from July 15 to July 29, 2021 at 6:30 p.m. in the Coshocton Elementary School Library
- Special Meeting (If Needed) - Thursday, July 15, 2021 at 5:00 p.m. at the Board of Education Administrative Center for potential personnel actions
17.
065-2021 Adjournment
It is recommended that the Board of Education adjourn the meeting.
Minutes
Meeting adjourned at 8:02pm
Resolution: 065-2021
Result: Approved
Motioned: Mr. Sam Bennett, Member
Seconded: Mr. Steve Clark, Member
| Voter | Yes | No | Abstaining |
|---|---|---|---|
| Dr. Jere Butcher, President | X | ||
| Mr. Steve Clark, Member | X | ||
| Mr. Tad Johnson, Member | X | ||
| Mr. Sam Bennett, Member | X | ||
| Mr. Phil Hunt, Vice-President | X |
