The Policy Committee met on Monday, 23 November 2009, at 5:00 p.m. in the Superintendent’s Office located in The Holman Center for Career and Technical Education of Pekin Community High School, County of Tazewell.

Chairperson Karen Hohimer called the meeting to order at 5:10 p.m. Also in attendance were Committee Members Carl Johnson and Paul O’Neal, Superintendent Paula Davis, Assistant Superintendent Tim Ruwe, Business Manager Carla Schaefer, and Recording Secretary Rick White. Board Member Ed Harr was present during much of the meeting.

Communications, Public Comments and Participation

None.

PRESS [Issue 67, July 2009]

Policy 2:70-E – Exhibit: Checklist for Filling Board Vacancy by Appointment

Superintendent Davis explained that this new exhibit item lists steps for a school board to fill a vacancy. The steps have guidelines and explanations, including useful web links. Questions from Member Johnson were answered concerning filling a vacancy by Board appointment or election depending upon when the vacancy occurred.

Mrs. Davis recommended that this exhibit not be placed in the District Board Policy Manual but be retained to consult for guidance as necessary.

Policy 2:100 – Board Member Conflict of Interest

This policy has not been substantively updated, reported Mrs. Davis. It refers now to the District’s “main” rather than “principle” office as the site where a Statement of Economic Interests must be filed by each Board member. The footnotes now include a web link to a 2009 Illinois Council of School Attorneys’ publication.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 2:240 – Board Policy Development

This policy has not been substantively edited. Footnotes have been updated to reflect that Board policy development must be covered by policy and to include a web link to the IASB’s Foundation Principles of Effective Governance.

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Policy Committee Meeting
23 November 2009
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It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 2:260 – Uniform Grievance Procedure

This policy has been updated to include recent state and federal legislation concerning the use of genetic information. Pekin High does not collect this type of data, observed Mrs. Davis, but it could be included in an IEP if a student has a particular disability. Footnotes are also updated to include the Americans with Disabilities Act Amendments Act which guards against the use of genetic information to discriminate.

Although this topic does not typically apply to the District, these changes are based on legal requirements. It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 5:180 – Temporary Illness or Temporary Incapacity

Updates to this policy are included in footnotes only. A reference to the Americans with Disabilities Act Amendments Act is added. Other changes clarify the Board’s power to define temporary illness and incapacity. FMLA leave and sick leave policy cover these issues.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 5:220 – Substitute Teachers

This policy has been updated. New language explains that some TRS annuitants may return to full-time TRS covered employment, without loss of their pensions, where the regional superintendent certifies that a personnel shortage exists in their subject area. This may create a huge loophole, said Mrs. Hohimer. Mrs. Davis observed that the District already requires evidence of physical fitness and freedom from communicable disease, including tuberculosis, as mandated in a new footnote to this policy.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 6:15 – School Accountability

Revision of this policy includes only minor re-organization to enhance the clarity of the accountability process at the State level and the deletion of a redundant provision
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Policy Committee Meeting
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concerning improvement plans.

After Mrs. Davis’s assurance that the District is in full compliance with its provisions, it was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 7:70 – Attendance and Truancy

This policy has been updated within the footnotes only to describe State law changes that permit school officials to disclose student records for prosecution of truancy ordinances.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

PRESS [Issue 68, September 2009]

Policy 2:20 – Powers and Duties of the School Board

Mrs. Davis reported that major new Board powers have been added to this policy regarding civil defense shelters, with which the District was recently involved in granting the local Public Information Officer Committee of Homeland Security Region 10 use of PCHS facilities as a backup site for a Joint Information Center in disaster cases; resource conservation; recognizing veterans, which the District does by observing Veterans’ Day; indemnifying against loss; equal employment and equal educational opportunities policies; statement of financial affairs; and the school report card. Several of these items can be cross-referenced to other policies.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 2:40 – Board Member Qualifications

Updated to comply with legislation, changes to this policy bar Board membership to individuals who hold an incompatible office and to those identified as child sex offenders as defined in State law. Pursuant to Member Johnson’s question about closing Board membership to school trustees, speculation was offered around the table in an attempt to identify that position. A trustee might be a school treasurer, an officer in institutions of higher learning, or a member of a county board of trustees. Member O’Neal inquired about the unincorporated provisions contained in the District’s current policy (if fifteen to thirty percent of taxable property in the District is located in unincorporated territory, at least one Board member shall be a resident of such territory; if the percentage is over
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thirty, at least two Board members shall reside in such territory). Mrs. Davis thinks this requirement has been deleted due to changes in law. Local districts may still set such requirements, observed Chairperson Hohimer. Election ballots used to separate out candidates from unincorporated areas. Stating that the District has not reviewed this policy since 2005, Mrs. Davis will call Jay Greening about this issue.

It was decided to hold this policy for further review pending legal opinion.

Policy 2:110 – Qualifications, Term, and Duties of Board Officers

This policy has been updated to comply with P.A. 96-538. The Board President is given duties regarding Board meeting agendas. He also serves as head of the public body for purposes of the Open Meetings Act and the Freedom of Information Act. No changes pertain to the office of Vice President. The Board Secretary is given the duty of assembling Board meeting material. This is not a paid position and he or she may delegate duties, explained Mrs. Davis. The Recording Secretary’s duties are clarified. Language regarding the position of Treasurer contains few alterations. The District should comply with all changes.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 3:40 – Superintendent

Policy 3:40 has been amended to give the Superintendent the duties of preparing, submitting, publishing, and posting required reports and notices. The submission of entitlement grants in the spring and the online posting of the District’s collective bargaining agreement and administrative salaries are examples of our compliance with these provisions. Language clarifies qualifications concerning the requirement of a superintendent’s endorsement.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 4:30 – Revenue and Investments

The section of this policy that lists authorized investments has been amended to reflect changes in 30 ILCS 235/2, amended by P.A. 96-741. A statutory reference in the section on collateral requirements replaces the list of permissible types of collateralization. The District pursues a safe policy of investing reserves in CDs and utilizes reputable local

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Policy Committee Meeting
23 November 2009
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depositories such as Herget Bank and Pekin Community Bank, noted Mrs. Davis. We do not participate in the State’s Liquid Asset Fund.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 4:40 – Incurring Debt

The list of possible types of debt has been amended to include “establishing a line of credit with a bank or other financial institution.” The District has not had to borrow yet, reported Mrs. Davis. Before procuring bonds, we present official Board meeting minutes which reflect Board action.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 4:100 – Insurance Management

This policy now includes mentors of certified staff among the individuals who are covered by liability insurance. Mrs. Davis explained that, by law, a remediation plan which includes a mentor must be developed for tenured teachers who receive an unsatisfactory evaluation rating. The law holds that new superintendents and principals—those holding these posts for the first time—must also be mentored.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 4:110 – Transportation

Language regarding the Superintendent’s responsibilities concerning school bus driving comment calls was noted by Mrs. Davis. The District does not own the bus service and thus is exempt. Calls of concern regarding bus driving typically come to Hoyle, the City of Pekin, and the District. We receive few complaints regarding Hoyle and city drivers.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 4:140 – Waiver of Student Fees

Revisions to this policy update language regarding qualifications for waivers. If students qualify for free or reduced lunches, they also qualify for free or reduced textbook fees.
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Policy Committee Meeting
23 November 2009
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Responding to a question from Chairperson Hohimer, Mrs. Davis explained that the District checks eligibility for free lunch by requiring that the proper process be completed. Information can be verified by requesting check stubs and similar
documentation. School personnel handling this issue are trained. Mrs. Schaefer added that parents typically provide valid information regarding this matter. The District follows guidelines from the State as it gets them from the federal government. We do not have an independent verification process, nor do we have requests for waivers since it is currently our policy not to charge textbook fees.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 5:30 – Hiring Process and Criteria

This policy has been updated to add optional language covering what happens when the Board rejects the Superintendent’s hiring recommendation. Mrs. Davis explained that the District conducts a thorough background check on all candidates for employment. Tim does a great job, taking the time and doing the digging necessary to get the job done. Board members on the Policy Committee were assured that questionable candidates, such as those who have recently created issues for area districts, will not be brought before the Board for employment here. Further, the Administration addresses reasons for concern regarding employees as soon as they are detected.

It was decided to bring this policy to the Board for a first reading at its next regular meeting.

Policy 5:90 – Abused and Neglected Child Reporting

The online address, www.cybertipline.com, was added to this policy as an additional method of reporting child pornography found on electronic and information technology equipment. Other new language requires a superintendent to notify the State Superintendent and the regional superintendent when a certificate holder leaves employment as a result of child abuse or neglect. Mrs. Davis affirmed that all District employees are mandated reporters, as are Board members when they receive information about child neglect or abuse in the discharge of their official duties and responsibilities.

Adjournment

Superintendent Davis announced that the committee’s review of PRESS policies contained in this evening’s agenda would stop after review of Policy 5:90 and resume

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23 November 2009
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with Policy 5:100, “Staff Development Program,” at a future meeting. The Policy Committee meeting was adjourned at 6:22 p.m.

Respectfully submitted,
Rick White, Recording Secretary