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Board of Education Regular Meeting

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1. 088-2023 Call to Order

President

Minutes

The meeting was called to order at 6:31 p.m.

President Phil Hunt opened the meeting and requested a moment of silence in memory of one of our great teachers, Mrs. Leslie Croft.

After the respectful moment in memory of Mrs. Croft, Mr Hunt reconvened the meeting moving to the Pledge of Allegiance.

Resolution: 088-2023

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

The Mission Statement was ready by Dr. Jere Butcher.

4. Roll Call

Ms. Terri Eyerman, Treasurer

Minutes

Ms. Eyerman called the roll. Mr. David Shutt and Mr. Sam Bennett were not in attendance.

5. 089-2023 Adoption of the Agenda

It is recommended that the Board of Education adopt the agenda.

Minutes

There were no changes to the agenda except the correction to the Special Meeting start time on June 27th on item 16.0. The start time should say 7:15 a.m. instead of 7:30 a.m.

Resolution: 089-2023

Result: Approved

Motioned: Dr. Jere Butcher, Board Member

Seconded: Mrs. Susan Mann, Board Member

Voter	Yes	No	Abstaining
Mr. David Shutt, Board Member
Mr. Sam Bennett, Vice-President
Dr. Jere Butcher, Board Member	X
Mr. Phil Hunt, President	X
Mrs. Susan Mann, Board Member	X

6. 090-2023 Approval of Meeting Minutes

It is recommended that the Board of Education approve the following meeting minutes:

Regular Meeting - Thursday, May 18, 2023

Minutes

There were no changes to the meeting minutes.

Resolution: 090-2023

Result: Approved

Motioned: Dr. Jere Butcher, Board Member

Seconded: Mrs. Susan Mann, Board Member

Voter	Yes	No	Abstaining
Mr. David Shutt, Board Member
Mr. Sam Bennett, Vice-President
Dr. Jere Butcher, Board Member	X
Mr. Phil Hunt, President	X
Mrs. Susan Mann, Board Member	X

7. 091-2023 Board Commendations

It is recommended that the Board of Education approve the following commendations:

Minutes

The vote recorded on this item includes items 7.1 through 7.3.

Resolution: 091-2023

Motioned: Mrs. Susan Mann, Board Member

Seconded: Dr. Jere Butcher, Board Member

Voter	Yes	No	Abstaining
Mr. David Shutt, Board Member
Mr. Sam Bennett, Vice-President
Dr. Jere Butcher, Board Member	X
Mr. Phil Hunt, President	X
Mrs. Susan Mann, Board Member	X

7.1 091.1-2023 Emergency Response Commendations

Jacob Conrad - Buildings & Grounds and Transportation Supervisor
John Conrad - Bus Driver
Vicki Farley - CES Educational Assistant

Minutes

The vote for this item is recorded on item 7.0

.Mr. Moore read through each of the Personnel names and actions on the list and asked the Board if they had any questions.

Jacob Conrad, John Conrad, and Vicki Farley were each called forward individually. Mr. Hunt presented them each with a certificate for the service to staff and community, recognizing their most recent Emergency Response situations.

Resolution: 091.1-2023

Result: Approved

7.2 091.2-2023 Spring Sports Awards

Baseball
- Hudson Wesney
  - 1st Team MVL
  - MVL Small School Pitcher of the Year
  - 1st Team East District
  - 2nd Team All-Ohio
  - OHBCA Senior All-Ohio Series
- Gavin Mathias
  - 1st Team MVL
- Coby Moore
  - 1st Team MVL
  - 1st Team East District
- Nathan Prati
  - MVL Small School Co-Coach of the Year

Minutes

The vote for this item is recorded on item 7.0.

Mr. Hunt stood and called each of the award recipients forward reading their accomplishments stated on their certificates. Those in attendance came forward to receive their award and have their picture taken.

Resolution: 091.2-2023

Result: Approved

7.3 091.3-2023 2023 Levy Committee

Eric Underwood - Member

Minutes

The vote for this item is recorded on item 7.0.

Eric Underwood was not in attendance but the Board wanted to make sure to mention him, thank him publicly for his service, and share their appreciation for his contributions on the levy committee to help the district pass the last levy.

Resolution: 091.3-2023

Result: Approved

8. 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. In order for the Coshocton City School Board of Education to conduct its meetings in a productive and efficient manner that assures that the regular agenda of the Board is completed in a reasonable period of time, a maximum of thirty minutes of public participation will be permitted at each regular meeting, unless extended by a vote of the Board. Any person or group wishing to address the Board shall register their intent to participate upon their arrival at the meeting. All statements should be addressed to the presiding officer. The Board retains the right to table any matter until further study can be made. Each participant addressing the Board will give his/her name, address, and group affiliation, and shall be limited to three-minutes duration.

Minutes

There were no members of the public that registered to speak.

9. 092-2023 Executive Session

It is recommended that the Board of Education enter into Executive Session for the purpose of:

Minutes

The Board entered into the Executive Session at 6:40 p.m. to Consider the employment of public employees. The Board exited the executive session and resumed the Board meeting at 6:55 p.m.

Resolution: 092-2023

Motioned: Dr. Jere Butcher, Board Member

Seconded: Mr. Phil Hunt, President

Voter	Yes	No	Abstaining
Mr. David Shutt, Board Member
Mr. Sam Bennett, Vice-President
Dr. Jere Butcher, Board Member	X
Mr. Phil Hunt, President	X
Mrs. Susan Mann, Board Member	X

Attachments

Form_3.11_Executive_Session_Checklist.pdf

10. Board and Staff Reports

10.1 Athletic Department

Mr. Kevin Yoder, Athletic Director

Minutes

Mr. Yoder provided a presentation about the accomplishments of the athletic department this year. He started by stating that student participation was up compared to last year, in each season. Total participation across the board was 473 students in grades 7-12. He also shared that gate receipts are back to pre-pandemic numbers - football was up this year. Keep in mind that our two largest games this year will be away next year. He shared team records and accomplishments. He shared that all of our programs were playing a lot of youth and that means more good things are coming. Mr. Yoder reviewed special awards - All Ohio and Academic All Ohio as well as school records and college signings. Mr. Yoder updated the board on facility news stating that our gym floor is about to be refinished. It will be sanded and stained and the border will be replaced. He thanked Jake Conrad and Hathaway for the work they did to our press box this year so we could play our scheduled game, He also shared other projects to the athletic facilities that have been completed and talked about major needs in the district on tennis courts and the track. Tennis courts will cost $600-650K to correct the courts correctly. The track also needs milled out and replaced. It too needs a complete replacement. We also need to replace the scoreboard at Stewart Field. The cost is estimated at $140-180K. We received a grant for $10K so far. The Wi-Fi also needs to be completed at Stewart Field. He also stated that there is a need for security cameras at the field and that there is also a need to finish the fencing on the visitors side of the field.

Dr. Butcher asked if the Hudl program was good for us this year. Mr. Yoder said it was great for our coaches this year. It was utilized extensively by our programs. Mr. Kowalski stated that it is necessary to have if you are going to give our coaches a level playing field. The goal is to get wireless installed at the facility. Jason Olinger shared that Wi-Fi is currently not at the press box or on the field. Spectrum Fiber is there, but we just did not have switches and equipment. Because we are in a contract and filed for E-Rate, we need to wait it out. Mr. Moore asked for an estimate for the fencing on the visitors side. Jake discussed the estimate and stated that it is part of our summer projects. Mr. Yoder then shared some great things that have happened and the successes of numerous student-athletes. We were able to complete a leadership program for our student-athletes through the Bolt Program. He shared that it was a great opportunity for our students and would be great if it could continue. Mr. Yoder told those in attendance that we hosted tournament games this year. He then thanked Jana, Jake, and the bus drivers for all they did to make this a successful season. He made a point to tell the Board that Jana does an excellent job tracking the attendance at each game and at all the work she does for the athletic department.

Dr. Butcher and Mr. Hunt thanked Mr. Yoder for the great presentation as well as for his service to the District. They commended him for doing such a good job.

10.2 Food Service

Mrs. Jennifer Andrews, Director of Food Service

Minutes

Mrs. Jennifer Andrews began by telling the Board that the District kitchens prepared and served 98,512 breakfasts, and 202,561 lunches this year She stated that the workers in the lunchrooms have done a great job. She told the Board that the District renewed its CEP last year so we have 3 more years on the cycle. The Opportunity School is being renewed this year. Mrs. Andrews shared how the food service department is funded per meal and at different rates based on percentages. She expects the numbers to increase next year when the direct cert is run. She needs to remind us that we have adopted a board policy that designates what we can sell during a school day and what we can charge for it. She shared that the new serving lines should be here by the end of June and that food costs went up this year. She shared that she has a great staff and appreciates all their hard work. The Board members thanked her and commended her for doing such a great job. Mr. Loomis reminded her and shared with those in attendance, that the HS also had new cafeteria tables purchased this year.

10.3 Semi-Annual Bullying and Harassment Report to the Board President

Minutes

Mr. Hunt shared that the report has been submitted to the Board.

Mrs. Mann asked if these instances in the report are investigated by our principals. The answer was yes.

11. Board Discussion Items

Minutes

There were no Board items discussed.

12. 093-2023 Treasurer's Report and Recommendations

It is recommended that the Board of Education approve the following items:

Minutes

The vote recorded on this item includes items 12.2 through 12.5.

Resolution: 093-2023

Motioned: Mr. Phil Hunt, President

Seconded: Dr. Jere Butcher, Board Member

Voter	Yes	No	Abstaining
Mr. David Shutt, Board Member
Mr. Sam Bennett, Vice-President
Dr. Jere Butcher, Board Member	X
Mr. Phil Hunt, President	X
Mrs. Susan Mann, Board Member	X

12.1 Updates

Insurance Committee Update

Minutes

The vote for this item is recorded on item number 12.0.

Ms. Eyerman reviewed the Insurance fund balance with the Board and explained that the balance was below $581,273 but at the end of June the District received a Drug Rebate check for $24,140 that was deposited into the fund that brought the balance to $605,413.71,

Attachments

Fund_Balance_Report_2023.05.pdf

12.2 093.1-2023 Monthly Financial Report

Minutes

Resolution: 093.1-2023

Attachments

2023.05.31_0_Monthly_Summary_Report.pdf

12.3 093.2-2023 Donations

Playground Project - 019-961G
- Coshocton Foundation - 1,000
- Philip A. Wagner, Inc. - $2,000
- Domino's Pizza, P.R. Company - $500
- McWane Ductile - $2,500

Stewart Field Scoreboard Project - 019-941L
- Coshocton Foundation - $10,000

Pool Project - 019-961F
- Coshocton Foundation - $3,750

Kindergarten T-Shirts - 001-1110-288
- Prince's Wrecker Service LTD - $100

Family Reading Night Supplies - 018-9001-288
- Genesis Healthcare System - $500

Minutes

The vote for this item is recorded on item 12.0

Ms. Eyerman read the names of each donor then shared the District's gratitude for the generosity of each of the donors and the teachers that are working so hard to raise the funds to improve the playground space for our young students.

Resolution: 093.2-2023

Result: Approved

12.4 093.3-2023 Transfers, Advances and Account Modifications

It is recommended that the Board of Education approve the following annual end of year Transfer(s) to be entered before June 30, 2023,

From General Fund (001) to Athletic Fund (018-941L) for Golden Redskins and Student Pass Admission reimbursement of $27,611.00

and authorize the Treasurer to make any additional necessary transfers, advances, and account modifications as necessary to close the fiscal year ending June 30, 2023, with additional transactions reported at the next regular Board of Education meeting for ratification.

Minutes

The vote for this item is recorded on item number 12.0.

The vote for this item is recorded on item 12.0

Dr. Butcher asked about the amount the district reimbursed for student passes. Ms. Eyerman shared that the district did not reimburse for student passes this year. Mr. Yoder then added to the response explaining that Haley Helter raised funds last year to pay for the student admissions to athletic events this year. The district does not. He did state that student participation was up this year because students didn't have to pay. Dr. Butchers stated that he would like to see the Board have more discussions and look at the possibility of paying if it kept student participation up. Mr. Moore share that the District used to add a $10 charge for student fees at the beginning of the year that covered the cost of a student pass.

Ms. Eyerman also explained that by approving this item, they were authorizing her to advance funds into the Insurance fund if the balance would drop below the stated balance needed in the 9.833 reports provided by ALR calculated by insurance actuaries using our district's historical information. If this is advanced, the advance can be returned after the close of the year and the new year opened.

Resolution: 093.3-2023

Result: Approved

12.5 093.4-2023 Transfer Field Turf Replenishment Fund

It is recommended that the Board of Education approve the 6th 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 funs represent the savings that resulted from expense reductions upon installing the artificial turf.

Minutes

The vote for this item is recorded on item number 12.0.

Resolution: 093.4-2023

Result: Approved

Attachments

2022_Final_Balance_Turf_Replacement_Fund_070-941L.pdf

13. 094-2023 Business Items

It is recommended that the Board of Education approve the following business items:

Minutes

The vote recorded on this time includes the vote for items 13.1 through 13.16.

Mr. Hunt read each of the names of the companies that the District is entering into contracts with. He asked each Board member if they had any questions after reading through the documents prior to the meeting. There were no questions or concerns raised.

Resolution: 094-2023

Motioned: Mrs. Susan Mann, Board Member

Seconded: Dr. Jere Butcher, Board Member

Voter	Yes	No	Abstaining
Mr. David Shutt, Board Member
Mr. Sam Bennett, Vice-President
Dr. Jere Butcher, Board Member	X
Mr. Phil Hunt, President	X
Mrs. Susan Mann, Board Member	X

13.1 094.1-2023 Automated Logic

It is recommended that the Board of Education approve the Automated Logic Contracting Services Assurance Plan Agreement for HVAC services at CES and CHS 4th Floor new controls for July 1, 2023 through June 30, 2024 in the amount of $23,203.

Minutes

Resolution: 094.1-2023

Result: Approved

13.2 094.2-2023 Johnson Controls Planned Service Agreement

It is recommended that the Board of Education approve the attached planned service agreement with Johnson Controls for mechanical and controls at CHS July 1, 2023 through June 30, 2024 in the amount of $15,913.

Minutes