BRCS BOARD of EDUCATION OPERATING PROCEDURES

Table of Contents

TEAM COMMUNICATIONS        3

COMMUNICATING BETWEEN MEETINGS        3

VISITING SCHOOLS        4

RESPONDING TO COMPLAINTS        4

COMMUNICATING WITH THE MEDIA        5

COMMUNICATING WITH THE SCHOOL ATTORNEY        5

BOARD MEETINGS        6

MEETING AGENDA        6

PREPARING FOR MEETINGS        7

REQUESTING INFORMATION ABOUT AGENDA ITEMS        8

MANAGING PUBLIC COMMENT SESSIONS        8

PARTICIPATING IN DISCUSSION AND VOTING        9

DISCLOSING CONFIDENTIAL INFORMATION        10

ELECTING BOARD OFFICERS        11

SELECTING AND OPERATING BOARD COMMITTEES        12

TEAM DEVELOPMENT        13

ORIENTING NEW MEMBERS        13

PLANNING PROFESSIONAL DEVELOPMENT FOR THE BOARD        13

CONDUCTING SELF EVALUATIONS        14

EXPRESSING OPINIONS ABOUT BOARD MEMBER PERFORMANCE        14

PLANNING        15

REQUESTING INFORMATION FOR NON-AGENDA ITEMS        15

ESTABLISHING VISION, MISSION, GOALS        15

DEVELOPING A BUDGET PROCESS        16

DEVELOPING DISTRICT POLICY        17

CREATING AN ACTIVITY CALENDAR        17

PERSONNEL        18

EVALUATING THE SUPERINTENDENT        18

COMMUNICATING CONCERNS ABOUT   SUPERINTENDENT’S PERFORMANCE        19

HIRING PERSONNEL OTHER THAN THE SUPERINTENDENT        19

Appendix:        21

BRCS BOARD of EDUCATION  OPERATING PROCEDURES

The BRCS Board of Education consists of seven members each serving three year terms.

Terms commence on July 1st following the election.  The total board membership shall be separated into a sufficient number of classes of terms in order that, as nearly as possible, equal numbers of board members shall be elected each year.

Board members must be a citizen of the United States, at least eighteen years of age, able to read and write and must not have been removed from any school district office within one year preceding the date of appointment or election to the board.  Not more than one board member of a family sharing the same household may be a member of the board.  A board member may not simultaneously hold another compatible public office.

The BRCS Board of Education is delegated specific responsibilities as outlined in board policy 2001.

TEAM COMMUNICATIONS

COMMUNICATING BETWEEN MEETINGS

1. The superintendent will communicate with each board member as needed, generally 2-3 times per month, through email updates which may include:

1. Schedule of, or report on, district events
2. Progress reports on board goals, policy initiatives and strategic directives
3. Follow-up reports prepared in response to board requests.
4. Updates on significant administrative or operational matters
5. Meeting agenda and supporting materials when applicable

1. The superintendent will meet with the board president as needed regarding issues that may need to come before the board for information or action.
2. The board president may direct the superintendent to distribute relevant, available documents to each board member for information. Such additional materials will be included in the superintendent’s email update.
3. Board members may communicate directly or electronically with each other to ask questions, exchange knowledge or expertise, and gather clarifying information to enable greater participation and meaningful discussion at board meetings. Comments should be fact based rather than opinion based.  These communications will be shared with the entire board to ensure transparency and open dialogue.
4. Board members are not precluded from socializing with each other. However, communications must not conflict with or circumvent the Open Meetings Law or give the appearance of impropriety.
5. As per Open Meetings Law, board members may not communicate (including via email, text, social media) with each other to secure or influence votes in support of, or opposition to, items of business that may come before the board.
6. Board members are not precluded from sending relevant information directly to each other but should also provide the superintendent and full board with this information.
7. Board members must refrain from encouraging electronic or other discussion about such information in a manner that would violate the Open Meetings Law.

VISITING SCHOOLS

1. Board members are encouraged to attend school events.
2. Board members are required to follow board policy for visitors.
3. Board members need full board authorization to enter schools for official purposes (such as building inspections or interviewing staff) and are required to notify the principal and superintendent of their intentions prior to arrival.
4. Unless their visit is sanctioned, the board member may interact with any staff member or student in the same manner as any other visitor.  If the visit is board-sanctioned, then the member will make every effort to manage interactions so as not to disrupt the learning process.
5. Board members may not give any directive to any district employees or students.
6. Board members will make it clear that they are acting as parents and not as board members when visiting with teachers, administrators, coaches, advisors or guidance counselors of their own children.
7. Board members will not request or accept favors from any district employee that could lead to the perception (or reality) that the district’s code of ethics has been violated.

RESPONDING TO COMPLAINTS

1. Board members approached with a complaint outside of a board meeting are expected to listen respectfully and remind the complainant that only the board as a whole and not individual members can take action to correct a situation.
2. Board members should direct complainants to follow the chain of communication.
3. If a complainant desires a specific action be taken they should be referred to the appropriate board policy and informed of the steps listed in the policy that are necessary to address the situation appropriately.
4. Board members will inform the superintendent of all complaints from staff and community but will not direct the superintendent to take specific actions.
5. Board members may ask the superintendent for clarification of existing policies relevant to the complaint to determine if the policies are adequate and appropriate.
6. The superintendent shall inform the board of the resolution of complaints referred by board members if the complaint requires superintendent intervention.

COMMUNICATING WITH THE MEDIA

1. The board president or designee will serve as the board spokesperson to the media on issues regarding board actions.
2. The superintendent shall be the official spokesperson to the media on district administration matters.
3. In the event of an emergency or special circumstance, such as litigation, the board may designate another spokesperson, such as the school attorney.
4. Any board member contacted by the media requesting information, comments or an interview regarding board or administrative matters will direct the media representative to the superintendent or the board president as applicable.
5. Board members speaking to the media who are not the official spokesperson for the board are expected to clarify at the outset that they are speaking as an individual and not an authorized representative of the board.  They should also be mindful of the importance of communicating that they remain open to discussion and new information at the board table.
6. Board members are free to participate in social media; however they must not reveal confidential information and it should be made clear that board members are not speaking on behalf of the full board or district.  Consideration should be given to the impact of their posts on the school community, fellow board members and the permanence of social media posts.  

COMMUNICATING WITH THE SCHOOL ATTORNEY

1. Contact with the school attorney will be initiated by the superintendent or board president.

1. If a member of the board, other than the president, has a question or concern that warrants the input of the school attorney, they will contact the superintendent and/or board president who will:

• Forward the question to the school attorney and inform the entire board of the question and any subsequent response.
• Determine if the question is truly a legal inquiry or if it can be handled by district staff, consulting with NYSSBA or another professional association.  Forward the question and subsequent response to the entire board.
• Decline to follow up on the issue and notify the board member that raised the question or concern.

2. If the superintendent and/or the board president declines to follow up on an issue, the board member, depending on the nature of the matter, may raise it with the full board.  This can be in public or in executive session if for a reason permitted by the Open Meetings Law.  The board member may also request that the school attorney be contacted.  The board as a whole can then determine if the school attorney should be contacted.

• If the board agrees, then the board president or superintendent initiates the inquiry and all information provided by the school attorney is shared with the entire board.  
• If the board determines that the question does not warrant the time and expense of contacting the school attorney, the board member is not authorized to contact the school attorney.

3. If the issue raised by a board member implicates the superintendent, the board member shall contact the board president to share their concern.  In the absence of the president, or if the issue involves the president, then the vice president is authorized to contact the school attorney if they deem it appropriate.

BOARD MEETINGS

MEETING AGENDA

1. An agenda will be developed by the superintendent and reviewed with the board president during the week prior to the meeting.  The full board shall receive the agenda and related supporting materials no later than the Friday before each regular meeting.  
2. The superintendent and administrative staff members will make every reasonable effort to provide sufficient and easily understandable information to support agenda items prior to the meeting so that board members can make informed decisions.  
3. The agenda will include previously scheduled items, new business and any items required by law.
4. Any board member may request that an item be placed on the agenda for board consideration by contacting the superintendent prior to the meeting. The superintendent and board president will jointly determine whether to include the item.
5. An item may be added to an agenda after its distribution in the event circumstances arise that require immediate board attention.  An updated agenda will be distributed as soon as possible, typically through the web tool.
6. Supporting materials and records/information that will be discussed at the board meeting will be posted on the district website and released to the public at least 24 hours prior to the board meeting in compliance with Open Meetings Law, except for those documents made confidential by law or not subject to release by law.
7. A running list of board of education agenda items will be maintained by the district clerk and reviewed by the superintendent and board president when creating the agenda for a meeting.
8. Consent agenda:

1. Items for the consent agenda will be at the discretion of the board president and superintendent.  
2. Any member may ask questions or discuss an item on the consent agenda by asking the president to remove it from the consent agenda for individual consideration.        
3. Following action on the consent agenda, the president will allow discussion on any item requested for removal from the agenda by a board member.
4. Consent agenda items may include:

1. Routine items, including certain personnel actions
2. Minutes of regular and special board meetings
3. CPSE, CSE and 504 Recommendations
4. Acceptance of financial reports
5. Routine bid recommendations in alignment with district policy
6. Requests for Sunday use of facilities

9. Regulation 2201.1 outlines the order of business for the annual reorganizational meeting.
10. For special meetings, refer to board policy 2301.

1. Generally public notice must be made in a timely manner and in most cases at a minimum of 24 hours in advance for special meetings.

PREPARING FOR MEETINGS

1. Board members are expected to read and be familiar with agenda packet materials prior to each board meeting.The date and time for regular monthly meetings will be determined prior to or at the board organizational meeting.
2. For meetings scheduled at least one week in advance, public notice shall be given at least seventy-two hours before the meeting and posted conspicuously on the district website. For meetings scheduled less than a week in advance, public notice shall be given at a reasonable time before the meeting in accordance with Open Meetings Law and posted conspicuously on the district website.
3. The district clerk and administrative staff will ensure that appropriate supporting information required for informed decision-making is supplied to each board member in the board meeting agenda packet.
4. Agenda packets will be distributed to board members by the Friday before the scheduled board meeting.
5. Board members are encouraged to ask relevant questions about agenda items during board meetings.
6. Board members should ask agenda item-related questions of the superintendent at least 24 hours prior to the scheduled board meetings and adhere to the “No-Surprise” Rule.

REQUESTING INFORMATION ABOUT AGENDA ITEMS

1. Requests for information or questions about agenda items should be made at least 24 hours prior to the scheduled meeting or with sufficient notice to allow for preparation of a response.
2. Questions about agenda items or requests for additional information will be directed to the superintendent, and the question and response will be copied to all members of the board.
3. If a written report is provided in response to the request, all board members will receive a copy of both the request and the written report prior to the opening of the meeting. (If the request is deemed appropriate and the time frame permits such a response be completed.)
4. Board members maintain the right to ask questions at the board table. Board members may discuss the provided information or ask additional questions as they arise during the meeting.

MANAGING PUBLIC COMMENT SESSIONS

1. As set forth in policy 2300, requests for public expression by members of the public will be recognized by the board.
2. Those wishing to speak during public comment should complete the regulation form 2300.1 prior to the meeting.
3. The board reserves 30 minutes at each public meeting for this purpose.
4. Each individual will be allowed up to three minutes to express their concerns and ideas.
5. The board will listen but is not obligated to respond.
6. The board reserves the right to interrupt, warn or terminate a speaker if the speaker is too lengthy, repetitive, abusive or offensive.
7. The board requests that remarks be courteous and respectful of all, and that comments respect the privacy of students and staff.  Personnel matters and individual student matters are not proper subjects for public comment.
8. The board expects that the chain of communication has been followed and not satisfactorily resolved prior to speaking during the public comment session.
9. Only the board president may respond if a response is necessary. If a response is indicated, it should be limited to:

1. Correcting misstatements of fact presented by the speaker.
2. Referring the speaker to the applicable board policy and/or appropriate school official related to their comments.
3. Considering the item for a future board agenda item for discussion, if the board agrees.

10. With board approval, the president may direct the superintendent to investigate matters brought forward during public comment and report findings to the board at a later meeting.

PARTICIPATING IN DISCUSSION AND VOTING

1. The board shall generally observe the parliamentary procedure in Robert’s Rules of Order, using it as a guideline for the conduct of the meeting, unless it conflicts with stated law.
2. If the floor has not been opened, board members wishing to speak during a board meeting must first be recognized by the board president.          All communications throughout the meeting should be directed to the board president.
3. Generally, board members shall make comments solely on the business currently under deliberation.
4. The board president shall:

1. Allow each board member to speak on each issue to ensure that all viewpoints are able to be heard.
2. Generally, each board member should speak on an issue for no longer than three minutes.
3. Ensure that discussion pertains to the current agenda item being addressed and halt discussion that does not apply to the business at hand.
4. Generally, halt discussion on issues raised that are not on the agenda. The president will ask if the issue should be placed on a future agenda for discussion and, if so, direct the district clerk to make a note to do so.
5. Have the same right as any board member to make motions and vote. Before making a motion, the president will first provide an opportunity for other board members to offer their own motions.

5. Voting will be by show of hands, roll call or voice.
6. Generally, each board member will exercise their right and obligation as an elected official to participate in deliberations and vote on each item brought before the board unless a conflict of interest exists.
7. Board members will bear in mind that it is not helpful to repeat points that have already been made.  Reasonable effort will be made to balance the need to express one’s opinion with the goal of conducting an efficient and effective public meeting.
8. Executive session:

1. Upon majority vote of total membership, taken in open meeting pursuant to a motion identifying the general area(s) of the subject(s) to be considered, the board may conduct an executive session for discussion of the below purposes, or those allowed by New York State Education Law only. No action by formal vote will be taken, except on a 3020a probable cause finding or handicapped child placement. For all other purposes, the action by formal vote will be taken in open meeting and properly recorded in the meeting minutes.  No member of the public may attend unless invited by the majority of the board. The board may permit staff and other persons whose presence is deemed necessary or appropriate to attend an executive session or any part thereof.
2. Executive session may concern:

1. Matters which will imperil the public safety if disclosed
2. Any matter which may disclose the identity of a law enforcement agent or informer
3. Information relating to current or future investigation or prosecution of a criminal offense which would imperil effective law enforcement if disclosed
4. Discussions regarding proposed, pending or current litigation
5. Collective negotiations pursuant to Article 14 of the Civil Service Law
6. The medical, financial, credit or employment history of any person or corporation, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of any person or corporation
7. The preparation, grading or administration of examinations
8. The proposed acquisition, sale or lease of real property, but only when publicity would substantially affect the value of the property
9. The proposed acquisition of securities, or sale or exchange of securities, but only when publicity would substantially affect the value thereof

9. For reference on executive session, refer to :  https://opengovernment.ny.gov/open-meetings-law 

DISCLOSING CONFIDENTIAL INFORMATION

1. Board members must not disclose confidential information that is either:

1. Provided in a confidential memorandum (paper or electronically).
2. Discussed with the school attorney.
3. Properly discussed in executive session.

2. Members may confirm that the board discussed a particular topic during an executive session if that topic was listed on the agenda and the presiding officer announced the board would discuss it in executive session as allowed by law.
3. In explaining a board member’s inability to answer questions, members may state that the board is restricted by both law and its Code of Ethics from disclosing information relating to:

1. Medical situations
2. Student records
3. Personally identifiable data
4. Personnel-related issues, including specific staff member evaluations and discipline
5. Investigations
6. Preparation, grading or administration of exams
7. Proposed, pending or current litigation
8. Collective bargaining negotiations
9. Real estate transactions where publicity would affect the value

4. Members should be familiar with the requirements of the Open Meetings Law so that they can explain to constituents the limitations on information that can appropriately be shared.
5. Members should be aware that public disclosure of information shared at a meeting with the school attorney may result in violating attorney-client privilege and open the board to liability.  Disclosure of information from an executive session may be grounds for removal.

BOARD MEMBER DISMISSAL

1. Removal of a board member:

1. A board member who refuses to perform a duty imposed by their title may be removed by the majority vote of all members of the board.
2. The vice president of the board shall perform the duties of the president in the event of the latter’s absence or inability to serve.

2. Board members are expected to adhere to the code of ethics for all district personnel as outlined in policy #0011

ELECTING BOARD OFFICERS

3. The election of officers will be held at the annual reorganizational meeting. Generally held immediately prior to the regularly scheduled July board meeting.
4. Board members are encouraged to announce their interest in holding office prior to the meeting.  Members nominated for office are encouraged to have served at least one year on the board.  
5. The board will elect a president and vice president.
6. Elections will be conducted in accordance with the Robert’s Rules of Order:

1. Any board member may make a nomination
2. Any board member may second the nomination

7. A vote for officers must occur in open session, with the results read out loud.
8. The duties of the board president will be (as stated in board policy #2006):

1. To preside overall all meetings of the board
2. Execute all documents on behalf of the Board except as provided by law
3. Appoint special committees and representatives to meetings where board participation is desired
4. Perform all other duties pertaining to the office as provided by law
5. Have a vote upon all questions
6. Have the right to take part in the debate on any questions under consideration
7. Be an ex-officio member of all committees

SELECTING AND OPERATING BOARD COMMITTEES

1. The board may establish committees whose membership will consist of members of the board. The president or vice president of the board may serve as an ex-officio member of all committees.  Board members are expected to serve on a minimum of two standing committees. Board committees shall undertake studies and make reports as charged by the board, but shall not act on behalf of the board.
2. The board may establish standing or ad hoc committees at any time for the purpose of undertaking a specific task.  They are established in response to a successful motion to refer the issue to a committee.  

1. The typical standing committees are:

1. Curriculum and Instruction
2. Facilities
3. Finance and Audit (Mandated)
4. Personnel
5. Policy

2. Standing Committees

1. Meet regularly throughout the year.  A schedule is developed during the month of July.
2. At each meeting a recorder will be assigned to record notes/minutes and report at the next board meeting.

3. School employees may participate in committee meetings to support the effective functioning of the committee.
4. When appointing ad hoc committees, the board president along with the superintendent provides the following guidance to the committee and ensures it is recorded in the minutes.  The board president will:

1. Designate a committee chairperson and specify committee membership
2. Define the committee’s fact-finding, deliberative or advisory role and outline the outcome of the committee
3. Provide a general timeline for the committee’s work and for reporting to the Board
4. At the request of the board, the president shall appoint temporary committees of less    than the full membership for special purposes.  These committees shall be discharged on the completion of their assignment. The president shall be an ex-officio member of such committee.
5. The board votes to approve the purpose and composition of the committee.
6. The superintendent will provide appropriate staff and/or data support to permit the effective functioning of the committee.
7. The committee chair will extend an invitation by letter or phone to those members of the community whose service is desired.
8. Committee meetings will be conducted in the following manner:

1. The committee chair sets meeting time, prepares agenda, arranges meeting site with necessary equipment and notifies all members of time and place for the meeting.
2. Committee meetings will be conducted in compliance with the Open Meetings Law
3. Meetings will generally be conducted in accordance with Robert’s Rules of Order
4. Committees will appoint a recorder at each meeting to record meeting minutes and report to the board at a subsequent meeting.

1. The board receives the committee report and may ask clarifying questions, but no motion to accept or approve the report is required.
2. If a committee report contains recommendations, the board will discuss and take action to accept any or all of the recommendations.

TEAM DEVELOPMENT

ORIENTING NEW MEMBERS

1. New board members must take their oath of office within thirty days of the beginning of their term of office. Generally new members are sworn in by the District Clerk at the reorganizational meeting in July.
2. New board members are legally required to fulfill the state-mandated NYSSBA training within the first year of holding office and have the option to participate in other training opportunities to enhance boardmanship.  
3. Board members and administrative staff shall assist new board members to become familiar with and understand the board’s functions, policies, procedures and the district’s operation.
4. The superintendent and the board president will meet with newly elected board members to discuss services performed for the board and explain a typical board meeting, the meeting agenda and the board packet.
5. New board members will be given:

1. The board handbook
2. Access to the NYSSBA School Law Book
3. Directions to the previous year’s minutes (online)
4. A copy of all employee organization contracts
5. BRCS BOE Operating Procedures Handbook

PLANNING PROFESSIONAL DEVELOPMENT FOR THE BOARD

1. The board will annually assess its current professional development needs during the self-evaluation process and consider which type of workshop or subject would be most beneficial to the board and board-superintendent team.
2. The board may choose to send one member to a training with the expectation that the information gathered will be shared with the full team after attending the session.
3. Board members are encouraged to attend training opportunities provided by NYSSBA and other entities.  
4. Board members planning to attend continuing education events identified in the budget should contact the district clerk to make arrangements.  Expenditures for those training sessions that fall within the approved budget will be authorized by the board.
5. Continuing education events not covered in the budget need to seek prior approval from the board before registering for the event and should contact the district clerk to make arrangements once approved.

CONDUCTING SELF EVALUATIONS

1. The board will conduct an annual self evaluation of its performance in governing, overseeing district management and conducting business.
2. This process is typically overseen by the vice president of the board.
3. The self evaluation packet will be emailed to the full board prior to the January meeting.
4. The self evaluation process will be reviewed with new board members prior to the January meeting.
5. The self evaluation process will be generally discussed and reviewed at the January meeting.
6. Completed self evaluations will be submitted to the vice president by the February meeting.
7. During the March meeting in executive session the board will discuss evaluation data and utilize this information to:

1. Have open dialogue regarding strengths/weaknesses, goals met/future goals, concerns/successes
2. Discuss upcoming board training topics, professional development training
3. Determine evaluation procedure for next year

8. Information from the self evaluation should be utilized to set up appropriate training workshops for the board as well as to develop board goals and objectives.

EXPRESSING OPINIONS ABOUT BOARD MEMBER PERFORMANCE

1. A board member who has an issue with a colleague’s performance is encouraged to express those concerns directly to that individual, if the issue cannot be resolved directly then the board president may be contacted.  If the concern involves the president, the board member may then discuss the issue with the vice president.
2. The board president may discuss the concern with the individual on behalf of the reporting board member or moderate a discussion between members. The president shall be responsible for informing the superintendent of the situation.  
3. If the board president believes that a full board retreat would benefit the resolution of the issue, the board should reach a consensus on when to schedule such retreat.
4. Board members should not take their concerns about fellow board members to the superintendent for the purposes of attempting to resolve disputes.
5. To preserve integrity and credibility of the school district as a whole, board members should not speak negatively about another member, superintendent or staff in the community, whether in person or through social media.
6. If the issue affects the board member’s ability to serve, the board may consult the school attorney to determine if removal proceedings are warranted
7. Conflicts of interest concerns are outlined in policy #2005.

PLANNING

REQUESTING INFORMATION FOR NON-AGENDA ITEMS

1. Board members do not have greater rights than the general public to access information unrelated to matters before the board.
2. Board members should request non-agenda item information directly from the superintendent.
3. The superintendent will determine if the information requested is available.
4. If the requested information can be provided from readily available data with no diversion of staff time, it will be provided as soon as reasonably possible.
5. If a special report is required that will require the diversion of staff time, the superintendent will notify the requester and board of this.  The board president and superintendent will place the request for information on the next meeting’s agenda to determine if a majority of the board agrees that this information is important for its future decision making.  If agreed upon, the superintendent will direct the development of such a report. All board members will receive a copy of this report.

ESTABLISHING VISION, MISSION, GOALS

1. The board will annually review the mission and vision statements and either affirm or change them.  
2. The board will periodically engage community members, staff, parents and district residents in the process of establishing mission and vision statements and goals.
3. The superintendent will propose for board approval a method by which input from the community will be gathered.
4. The board will annually review district goals. New or modified district goals will be set by March. An action plan from the superintendent will follow shortly thereafter.
5. The board and superintendent will agree on a progress review schedule.
6. The board will review the status of progress made toward the annual goals prior to the end of the school year. Typically, during the June regular board meeting.

DEVELOPING A BUDGET PROCESS  

1. Policy 4200 outlines budget planning.
2. It is the responsibility of the board to approve the budget and spending priorities.
3. The board’s involvement in developing and adopting the budget will be a year-round process.
4. A budget calendar shall be developed by the superintendent and presented to the board in advance of the preparation of the district’s annual budget.
5. During the budget development process, the board will review periodic updates from the superintendent and administrative team.
6. Presentation of a completed budget package to the board will occur no later than the regular scheduled April board meeting. At this meeting, the board will hear public comment on the proposed budget.
7. The board will hold one meeting to review the proposed budget and the superintendent’s estimate of the tax rate required to fund it.  The board may request additional information related to the proposed budget and make adjustments to balance estimated revenue and expenditures according to funding priorities.
8. The budget vote will be held on the third Tuesday in May unless this date conflicts with religious observances on that day, in which case it will be held the second Tuesday in May.
9. The board will direct the superintendent to publish a summary of the adopted budget and the priorities it intends to fund for distribution to the public following the adoption of the budget, in accordance with state law and regulation.

DEVELOPING DISTRICT POLICY

1. Policy #2011 outlines formulation, adoption and amendment of board policy.
2. Comprehensive, periodic review of the policy manual:

1. The superintendent will periodically enter into agreement with an appropriate entity to conduct a policy review project.
2. The board will take appropriate action on policy recommendations arising from this review. Policy manuals should be adjusted to reflect the outcome of the review and board action.

3. Program of ongoing review:

1. The policy committee will continuously review the policy manual, making every effort to review the entire manual once every three years, to determine if the policies are consistent with current board goals and reflect current district practices
2. The policy committee’s recommendations for changes will be brought to the board for approval.

4. Emergent issue:

1. Examples of emergent issues include changes in state or federal law, receipt of a policy update from policy service provider, emerging technology, a new district initiative, unique circumstance/challenge in the district
2. The issue will be placed on a board agenda, appropriate information gathered with input from multiple stakeholders and provided to the board.
3. The board will evaluate the agenda item and decide if policy changes are appropriate. If policy changes are appropriate it may be referred to the policy committee.
4. The board will make its decisions within the framework of these policies. If changes in either policy or administrative procedures are desired before the next cycle, the board should request that the superintendent and policy committee take appropriate steps to develop and recommend revised policy for its review.

CREATING AN ACTIVITY CALENDAR

1. After the reorganizational meeting, the board president will meet with the superintendent to establish a tentative board activity calendar.
2. The board activity calendar will identify in one document all important board tasks and schedule them at appropriate times during the year.
3. The format of the board calendar may be modified by a majority of the board to best meet its needs.
4. The Superintendent will present the board activity calendar to the board for review and approval. Dates and events may be modified during the year by a majority vote of the board.

PERSONNEL

EVALUATING THE SUPERINTENDENT

1. Prior to January BOE Meeting:

1. The Superintendent submits evidence/data to the BOE
2. Evaluation packet emailed to Superintendent

2. At the January board meeting the Superintendent will be directed to complete evaluations of the board and self evaluation
3. At the February meeting completed evaluations are submitted to designated board member who will compile/summarize the evaluation data, email the summary to BOE members for review/edits and complete a rough draft of superintendent evaluation letter completed to be mailed to BOE for review/edits
4. At the March meeting (either 1st or 2nd March BOE meeting) the board will:

1. review & discuss evaluation data
2. edit/approve the draft of the superintendent evaluation letter
3. Discuss evaluation with the superintendent  

i) Open dialogue regarding strengths/weaknesses, goals met/future goals, concerns/successes,

ii) Discuss upcoming board training topics/professional development

iii) BOE & Superintendent determine evaluation procedure

for next year, procedure filed in district office prior to Sept. 10th

5. In April the completed evaluation of Superintendent will be placed in the personnel file.

COMMUNICATING CONCERNS ABOUT THE SUPERINTENDENT’S PERFORMANCE

1. Direction to the superintendent regarding professional performance will come from the board as a corporate body in an official meeting of the board.  Individual board members have no authority to direct the superintendent.
2. Board members who have individual concerns about the superintendent’s professional performance should express those concerns to the superintendent in a private setting.  The purpose of this discussion is not to direct the superintendent to take any particular action, but rather to improve the communication between that individual board member and the superintendent.
3. If individual concerns continue to be an issue after private discussion, the board member will address concerns to the board president and request the issue of “superintendent performance” or “interim evaluation” be placed on the agenda for an upcoming meeting.
4. Discussion by the board regarding the superintendent’s performance must be held in a properly convened executive session.
5. Concerns from the board to the superintendent regarding professional performance should be as specific as possible.

HIRING PERSONNEL OTHER THAN THE SUPERINTENDENT

1. Hiring district staff requires joint action by the board and superintendent.
2. The superintendent in consultation with the board may establish supplemental qualifications for key positions, such as assistant principles and building principles. For these situations, the superintendent informs the board of the pending vacancy before the position is posted. The superintendent will give the board periodic updates regarding the search process and applicant pool.
3. When recommending a candidate for appointment, the superintendent will present the name and qualifications of the recommended candidate for each position.
4. Board members do not interview candidates for any position (other than superintendent) or select the finalist from a list.
5. The board may accept the recommendation and direct the superintendent to offer employment.
6. If the recommendation is rejected, the board will provide an explanation for its decision. This process continues until the board accepts the superintendent’s recommendation.

HIRING THE SUPERINTENDENT

1. The board recognizes that the retention, recruitment and appointment of the superintendent is among the most important priorities of the board.

1. The board shall establish a recruitment process and form a search committee or hire a consultant to recruit and interview qualified candidates for this position.
2. The board will negotiate a contract with the superintendent.
3. The board is responsible for evaluating the superintendent.

2. Policy 3100 further outlines the appointment, recruitment, contract process.

Appendix:

Link for Chain of Communication:

https://www.brcsd.org/49762_2

Link for Code of Conduct:

https://files.smartsites.parentsquare.com/4367/code_of_conduct_2024-2025full_version_1.pdf

BRCS Board of Education Member Expectations & Norms:

1. Be punctual, professional and prepared.
2. Read through all provided materials prior to each meeting. Send clarifying questions to the Superintendent and Board prior to the meeting to allow for preparation.
3. Give advance notice to the board president & district clerk when attendance is not possible. Attendance at meetings is expected.
4. Listen actively and respectfully.
5. Participate in dialogue and decision making discussion.
6. Be mindful of time constraints, stay brief and on topic.
7. In order to function well as a board, members must be willing to share opinions and opposing viewpoints while respecting the differences and the opinions of others.
8. Set aside personal agendas and seek to work as a team. Work with and support the Superintendent as a united team.
9. Use available facts, data & resources to assist in decision making.
10. Maintain a “student first” mindset, focusing on district goals and student achievement.
11. Engage in collaboration, compromise and consensus building.
12. Uphold and support board decisions once made.
13. Adhere to the “no surprise rule” and avoid micromanaging day to day operations.
14. Support and follow the chain of communication.
15. Maintain confidentiality regarding sensitive matters, executive session.
16. Maintain transparency with the community without compromising confidentiality.
17. Listen actively to public comment without responding/engaging.
18. Only the President, with input from the Board, will respond to official and public inquiries directed to the Board.
19. Follow appropriate email usage guidelines and maintain proper social media etiquette.
20. Keep cell phones/electronic devices silenced during meetings.