SOUHEGAN COOPERATIVE SCHOOL DISTRICT

Transcription

1 SOUHEGAN COOPERATIVE SCHOOL DISTRICT SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS Section B of the NEPN/NSBA classification system contains policies, regulations, and exhibits on the School Board - how it is appointed or elected; how it is organized; how it conducts meetings, and how the Board operates. This section includes bylaws and policies establishing the School Boards internal operating procedures. NUMBER POLICY NAME DATE ADOPTED BA SCHOOL BOARD SELF-EVALUATION AND GOAL SETTING February 2, 2017 rev February 27, 1990 BAAA SCHOOL BOARD POLICIES AND ADMINISTRATIVE PROCEDURES June 21, 2007 BBA SCHOOL BOARD POWERS AND RESPONSIBILITIES February 27, 1990 BBAA BOARD MEMBER AUTHORITY AND RESPONSIBLITIES February 27, 1990 BBBC BOARD MEMBER OR DISTRICT OFFICER RESIGNATION February 27, 1990 BCA SCHOOL BOARD MEMBER CODE OF ETHICS January 6, 2016 BCB SCHOOL BOARD MEMBER CONFLICT OF INTEREST BDA BOARD ORGANIZATIONAL MEETING June 8, 1992 BDB SCHOOL BOARD OFFICERS June 8, 1992 BDD BOARD-SUPERINTENDENT RELATIONSHIP June 8, 1992 BDE COMMITTEES & DELEGATES January 4, 2017 BDF ADVISORY COMMITTEES TO THE BOARD February 8, 1994 BEA REGULAR BOARD MEETINGS February 2, 2017

2 BEB EMERGENCY BOARD MEETINGS April 4, 2013 BEC NON-PUBLIC SESSIONS April 6, 2017 BEDA SCHOOL BOARD AGENDA PREPARATION AND DISSEMINATION February 27, 1990 BEDG SCHOOL BOARD MINUTES February 27, 1990 BEDH PUBLIC PARTICIPATION AT SCHOOL BOARD MEETINGS October 5, 2017 rev February 27, 1990 BFE ADMINISTRATION IN POLICY ABSENCE June 21, 2007 BG BOARD POLICY PROCESS February 2, 2017rev June 21, 2007 BGA POLICY DEVELOPMENT SYSTEM June 21, 2007 BGB POLICY ADOPTION June 21, 2007 BGC BGD POLICY REVIEW AND EVALUATION/ MANUAL ACCURACY CHECK BOARD REVIEW OF ADMINISTRATIVE REGULATIONS June 21, 2007 BHC BOARD-STAFF COMMUNICATIONS May 1991 February 2, 2017 rev June 21, 2007 BHE SCHOOL BOARD USE OF February 2, 2017 BIA NEW BOARD MEMBER ORIENTATION February 27, 1990 BIBA SCHOOL BOARD CONFERENCES, CONVENTIONS AND WORKSHOPS April 6, 2107 BIE SCHOOL BOARD MEMBER INDEMNIFICATION February 27, 1990 BK SCHOOL BOARD MEMBERSHIPS June 8, 1992

3 BA - SCHOOL BOARD SELF-EVALUATION AND GOAL SETTING The Board will attempt to conduct an annual self-evaluation. Co-extensive with the Board s self-evaluation, the Board will attempt to establish annual goals and objectives. The Board believes that establishing annual goals and objectives will serve as a benchmark and criteria for the annual self-evaluation. The following areas of Board operations and relationships are representative of those in which objectives may be set and progress appraised: 1. Relationship with the Superintendent 2. Community relations 3. Board meetings 4. Staff and Personnel Relationships 5. Relationship to Instructional Program 6. Financial Management of Schools 7. Policy development 8. Risk management 9. Other areas the Board determines should be evaluated While the board may decide to do so, it is not expected that every area listed above will necessarily be annually reviewed. The Board desires that the annual self-evaluation and goal setting will clarify the Board s role within the school community, address areas for the Board to improve, and address areas for which the Board should be commended. Legal References: NH Code of Administrative Rules, Section ED (g), Substantive Duties of School Boards Revised: February 2, 2017 Adopted: February 27, 1990

4 BAAA - SCHOOL BOARD POLICIES AND ADMINISTRATIVE PROCEDURES GENERALLY The policies of the Board are intended to establish the general and overall rules within which day-to-day operations of the School District are to be governed. Procedures for carrying out and implementing the broad policies of the Board on a day-to-day basis are to be fashioned and adopted by the administration, under the direction of the Superintendent. As applicable, members of the District community are expected to comply with both Board policy and administrative procedures, subject to the limitations and exceptions set forth herein. However, the failure of the Board or the Administration to comply with policy shall not invalidate any lawful action taken. CONTENTS OF BOARD POLICY AND ADMINISTRATIVE PROCEDURE The policies of the Board shall be composed of (1) the policies contained in this Policy Manual; (2) the contents of administrative job descriptions adopted by the Board; (3) all formal Student Handbooks; and (4) all formal Employee Handbooks. Administrative procedure is not part of Board policy and may be altered by the administration without Board action. Administrative procedure, however, may not conflict with Board policy. LIMITATIONS OF POLICY Neither the policies of the Board nor the procedures of the administration are intended, nor shall they be construed, to supersede or preempt any applicable laws, whether constitutional, statutory, regulatory, or common in origin. Consequently, all Board policies and administrative procedures shall be given both an interpretation and application which is lawful. The Board shall have the final interpretation of its policies and the administration shall have the final interpretation of its procedures. As the Board policies and administrative procedures are limited by legal constraints, so too are the rights of those to whom the Board policies and administrative procedures apply. Neither the policies of the Board nor the procedures of the administration are intended to expand the rights of individuals beyond those established by law or to give to any individual a cause of action not independently established in law. Enforcement of Board policy shall rest exclusively with the Board, and enforcement of administrative procedures shall rest exclusively with the administration. Board policy and administrative procedure shall not preempt, create, supplant, expand or restrict the rights or liabilities of students, employee, taxpayers, or others within the School District beyond those that are established in law and are not intended to restrict or limit students, employees, or other members of the School District community from pursuing any claims or defenses available under law.

5 EXCEPTIONS Exceptions to any policy or the application of any policy may be made if requested or recommended in accordance with the following procedures: a. Any person may request an exception to any Board policy or the application of same by submitting a letter to the Superintendent. The request shall identify: (1) the name, address and telephone number of the person making the request; (2) the policy for which the exception is being requested; (3) the action that the requesting individual desires, and (4) the rationale supporting the need for an exception. b. The Superintendent or his/her designee, shall conduct a sufficient investigation of any request for an exception so as to be able to formulate a recommendation for the Board. Among the factors to be evaluated are the relevant facts related to the request, the rationale of both the policy and the request for the exception; and the disposition of prior requests for exceptions to the same or similar policies. c. Following the Superintendent s investigation, the Superintendent may place the request for exception on the agenda and shall report to the Board the circumstances surrounding the request and his/her recommended disposition. The person requesting the exception shall be notified in advance of this agenda item, and shall be given a reasonable opportunity to address the Board before the Board determines whether to grant the request for an exception. d. The Board shall have final and exclusive authority to determine whether to grant any request for an exception and shall be the sole judge of whether the rationale for the exception is sufficient, taking into consideration the recommendation of the Superintendent. Moreover, the granting of exceptions in the same or similar cases shall not constitute binding precedent or practice inasmuch as the prior grant of an exception may establish that the granting of an exception is ill-advised. e. Exceptions to administrative procedure shall be made in accordance with the procedures established by the Superintendent. 1 st Reading: May 17, 2007 ADOPTED: June 21, 2007

6 BBA SCHOOL BOARD POWERS AND DUTIES School Boards exercise all the powers and duties prescribed to them by applicable state and federal laws and rules of the State Board of Education. The following are current duties for School Boards prescribed by the State Board of Education: a. The School Board shall adopt such policies as are necessary and desirable to control and effectuate the recruitment, employment, evaluation, and dismissal of teachers and other employees and may delegate authority to the Superintendent of Schools to carry out the provisions of such policies excepting that no teacher shall be employed who has not been nominated by the Superintendent of Schools and elected by the School Board. b. The School Board shall adopt such policies as are necessary and desirable to control and effectuate the purchase of equipment, supplies, or services and may delegate to the Superintendent of Schools the authority to make commitments in accordance with such policy. c. The School Board shall, through appropriate planning and required action, make suitable provision for the physical accommodation of all students in approved schoolhouses or other suitable facilities; shall provide required transportation of students; and shall provide that all school buildings and other learning environments be maintained in a manner consistent with acceptable standards of health and safety. d. The School Boards shall seasonably prepare a budget of school expenditures and make suitable and timely assignment of the school money to the various needs of the schools. In state-aided Districts, accounts shall be kept as the State Board shall require and shall be open at all times to the inspection of the Superintendent and any other officer of the State Board and to the public in accordance with the Laws of the State of New Hampshire. e. They shall hold meetings for the transaction of business at least once in two months and shall require the attendance of the Superintendent or his/her designee. The Board shall cause a written record to be kept of each meeting. f. The School Board shall in consultation with the Superintendent and in accordance with statutes and regulations of the State Board of Education, determine the educational goals of the District, develop long-range plans and identify measurable and attainable shortterm objectives. The School Board shall require the implementation of educational programs designed to reflect the goals and objectives and, further, the School Board shall require the appropriate review of such programs and make public the results of such investigation.

7 g. The School Board shall exercise all powers and perform all duties vested in and imposed upon the School Board by law or regulations of the State Board which are not committed to the Superintendent or by them expressly delegated to him. Statuto ry-re g ulato ry Re fe re nc e s: N.H. Code of Administrative Rules-Section Ed. 303 ADOPTED: 02/27/90 SOUHEGAN

8 BBAA BOARD MEMBER AUTHORITY AND LIMITATION Board members have no authority over school affairs as individuals. They have complete authority, within State law, over school affairs only when they are assembled as a legal body. The Board is, in practice, primarily a policy-making body. Although legally authorized to administer policy, the Board delegates this function to the Superintendent of Schools. The decisions and actions of a single member of the Board cannot be binding on the entire Board. The Board must exercise its powers and duties only in properly called meetings where a majority of the Board constitutes a quorum. The decision of the Board shall be binding until rescinded by the Board at a duly called regular or special meeting. The School Board does not exist between meetings. Board members have no authority except at Board meetings or when discharging an assignment made by the Board. Parental inquiries shall be referred through appropriate channels. Statutory-Regulatory References: RSA 671:4 N.H. Code of Administrative Rules-Section Ed. 303 ADOPTION: 2/27/90 SOUHEGAN

9 BBBC BOARD MEMBER OR DISTRICT OFFICER RESIGNATION The Board believes that any citizen who files for and seeks election to the Board should do so with full knowledge of an appreciation for the investment in time, effort, and dedication expected of all Board members and that the citizen's intent is to serve a full term of office. However, if for reasons of health, change in domicile, or any other compelling reason a member decides to terminate service, the Board requests earliest possible notification of intent to resign so that the Board may plan appropriately for a replacement. A letter of resignation should be sent to the chairman with a coy to the district clerk. Vacancies shall be filled in accordance with RSA 197:26 and RSA 671:33 as they may be from time to time amended. The School Board shall request that qualified voters of the district make application to the remaining members of the School Board by way of letters of intent, listing qualifications, background education and a statement as to why they wish to serve on the School Board. The School Board shall interview each applicant, if available, before reaching a decision as to the appointee. The appointee shall serve as a full member of the School Board until the next school board election. Statutory References: RSA 197:26 RSA 671:33 ADOPTION: 2/27/90 SOUHEGAN

10 SOUHEGAN POLICY BCA - SCHOOL BOARD MEMBER ETHICS Each board member shall comply with the following ethical provisions: 1. A Board member s greatest concern must be the educational welfare of the students attending the public schools. 2. Attend all regularly scheduled Board meetings, insofar as possible, and become informed concerning issues to be considered at those meetings. 3. Make decisions only after full discussion at public Board meetings; render all decisions based on the available facts and independent judgment. 4. Seek systematic communications with students, staff, and members of the community. 5. Work respectfully with other Board members to achieve the educational goals of the school district by encouraging the free expression of opinions by all Board members. 6. Communicate to other Board members and the Superintendent expressions of public reaction to Board policies and school programs. 7. Be informed about current educational issues by individual study and through participation in programs providing needed information, such as those sponsored by state and national school board associations. 8. Support the employment of those persons best qualified to serve as school staff, and insist on a regular and impartial evaluation of all staff. 9. Respect the confidentiality of information that is privileged under applicable law or is received in confidence or executive session (non-public). 10. Recognize that no individual member has authority to speak or act for the entire Board, except as specifically designated to do so by Board action. 11. Recognize that final Board actions will be supported by all members of the Board; take no private action that will compromise the Board or administration; and refrain from private actions which undermine or compromise official Board action. 12. Display and demonstrate courtesy and decorum toward fellow Board members at all public meetings and in all public statements. 13. Avoid being placed in a position of conflict of interest and refrain from using board position for personal or partisan gain. 14. Work with other board members to establish effective Board policies and to delegate authority for the administration of the schools to the Superintendent of Schools. Adopted - January 6, 2016

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12 BDA BOARD ORGANIZATIONAL MEETING 1. The School Board shall hold an organizational meeting within one month of the School District Meeting. The meeting shall be called by the Superintendent of Schools, who shall preside during and until the election of a Chairperson. 2. The new Chairperson of the School Board shall take office upon election. The School Board shall then elect a Vice-Chairperson and a Secretary. 3. All officers of the School Board shall hold office until the next annual organizational meeting or until their successors are elected. 4. Whenever there is a vacancy in the office of the Chairperson, Vice- Chairperson, or Secretary, the School Board shall elect a new officer to fill the vacancy during the unexpired term of office provided that all members of the Board have been notified prior to the meeting that the vacancy will be filled at such meeting. Any member of the School Board is eligible to fill a board office vacancy. In the event the Board member elected to fill the vacancy already holds another Board office, the board member shall relinquish his or her initial office and elections for the newly created vacancy will commence. 5. Election of officers shall be by nomination from School Board members. A majority vote of the members of the School Board, by show of hands in Open Session, shall be required for election. 6. The assignment of board members to committees will also be made at the organizational meeting, or at any subsequent meeting. ADOPTION: 6/8/92 SOUHEGAN

13 BDB BOARD OFFICERS CHAIRPERSON The Chairperson shall preside at all meetings, but shall have the right to vote on all matters before the School Board. The Superintendent shall consult with the Chairperson on preparation of the agenda for each meeting. The Chairperson shall have the authority to sign contracts and other instruments as approved by the Board in its name and behalf, and shall have other powers and duties as the Board may from time to time determine. VICE-CHAIRPERSON The Vice-Chairperson shall have the powers and duties of the Chairperson in the absence of the Chairperson or during his disability, and such other powers and duties as the School Board may from time to time determine. SECRETARY The Secretary, or designee, shall keep minutes of proceedings in non-public session at least to the extent of recording any decisions made therein, and such other powers and duties as the Board may from time to time determine. ADOPTION: 6/8/92 SOUHEGAN

14 BDD BOARD-SUPERINTENDENT RELATIONSHIP The adoption of policies is a primary function of a School Board and the execution of policies is a primary function of the Superintendent. Delegation by the Board of its executive powers to the Superintendent provides freedom for the Superintendent to manage the schools within the Board's policies and frees the Board to devote its time to policy-making and appraisal functions. The Superintendent is responsible for the administration of Board policies, the execution of Board decisions, the operation of school programs, for keeping the Board informed about school operations and issues, and for satisfactory fulfillment of the duties required by statute and rules of the State Board of Education. The Board will: 1. Give the Superintendent full administrative authority for properly discharging his professional duties, holding him responsible for acceptable results. 2. Act upon matters of employment or dismissal of school personnel only on the recommendation of the Superintendent. 3. Hold all meetings of the Board in the presence of the Superintendent except when his/her contract and salary are under consideration. 4. Refer all complaints to the Superintendent and discuss such complaints only at a regular meeting as required. BOARD 1. To select a competent, educational leader as superintendent. SUPERINTENDENT To administer effectively and provide the professional leadership necessary. 2. To serve as a policy-making body. To recommend sound policy and implement adopted policies by formulating and enforcing rules and regulations. 3. To grant authority to the Superintendent to administer the schools. To make Board policy effective through efficient administration. Page 1 of 2

15 BOARD 4. To exercise sound judgment in business affairs of the school district. 5. To deal always in an ethical, honest, straight-forward, open-and-aboveboard manner with the Superintendent, staff, students and community. 6. To provide within budget limitations necessary personnel. 7. To approve an organizational pattern for the administration. SUPERINTENDENT To keep the board informed on financial matters, do sound long-range planning, and keep expenditures within the approved budget. To deal always in an ethical, honest, straight-forward, open-and-above-board manner with the Board, staff, students and community. To present personnel needs to the Board. To make assignments for each position with the Board s authorization. 8. To take legal action required by law. To recommend to the Board all action required by law. 9. To examine and approve an annual budget. 10. To function as a Board rather than as individuals. 11. To carry on communications with staff members through the Superintendent. 12. To hold the Superintendent accountable for results. 13. To remember that schools exist for the benefit of the students and the community. 14. To fulfill other duties required by regulations of the State Board of Education and State law. To recommend n annual budget with necessary supporting data. To deal with the Board as a whole rather than with individual members. To see that the staff can have necessary communication through the Superintendent with the Board. To accept responsibilities for results. To remember that schools exist for the benefit of the students and the community. To fulfill such other duties required by regulations of the State Board of Education and state law. ADOPTION: 6/8/92 SOUHEGAN Page 2 of 2

16 BDE - COMMITTEES AND DELEGATES Standing and special committees and delegations shall be appointed by the Chairperson of the Board and approved by vote of a majority of the Board. Committees will meet as needed on problems pertaining to said committee and will make recommendations for action by the full Board. Reviewed: February 2004 Revised: July, 1998 ADOPTED: January 4, 2017

17 BDF ADVISORY COMMITTEES TO THE BOARD The Board will rely on various advisory committees to assist as one means of discerning the needs and desires of the school district and its residents. The central purpose of all advisory committees is to contribute to the educational program by conducting studies, identifying problems, and developing recommendations that will enhance the effectiveness of the decision making process. The ultimate authority to make decisions will continue to reside in the powers and the duties of the Board Specific topics for study shall be assigned, in writing, to each committee. Upon completing its assignment, each committee either shall be given a new assignment, or shall be dissolved promptly, and shall not be allowed to continue for prolonged periods without a definite assignment. Each committee shall be instructed as to the length of time each member is being asked to serve, the service the Board wishes it to render, the resources the Board intends to provide, the approximate dates on which the Board wishes it to submit reports, and the approximate dates on which the Board wishes to dissolve the committee. Furthermore, the committee shall be instructed as to the relationship it has to the Board, to individual Board members, to the Board member(s) assigned to provide liaison, and to the Superintendent, the committee assistant, and the remainder of the professional staff. The Board shall have sole power to dissolve any of its advisory committees and shall reserve the right to exercise this power at any time during the life of any committee. The Board shall seek the advice of the Superintendent before establishing or dissolving any advisory committee. All appointments of citizens to advisory committees for the Board shall be made by the Superintendent after approval of the Board. The School Board shall see that the public is made aware of the services rendered by such committees of citizens as it may appoint and shall see that the public is informed of the major conclusions and recommendations made by such committees. All public announcements concerning the organization, membership, operation, recommendations and dissolution of such committees shall be made at such time and in such manner as the Board may direct. All committees must conform with the provisions of RSA 91-A. ADOPTION: 2/08/94 SOUHEGAN

18 BEA - REGULAR BOARD MEETINGS Category: Recommended Notice of all board meetings will be posted in accordance with the provisions of RSA 91-A. The Superintendent is authorized to post notice of the meeting on the District website. Minutes of all meetings will be taken and provided in accordance with the provisions of RSA 91-A. All meetings shall be open to the public. Agendas will be established per Board Policy BEDH. The Board reserves the right to amend the agenda during the meeting, upon majority vote. Public comments will be allowed per Board Policy BEDH. Additional meetings may be scheduled at the call of the Chair. Emergency meetings may be called in accordance with the provisions of RSA 91-A:2 and Board Policy BEB. A majority of the Board shall constitute a quorum. Provisions for meeting a quorum are established in Board Policy BEDC. The School Board recognizes that the consistent attendance of Board Members at Board Meetings is essential for the efficient, effective operation of the Board's duties as well as fulfilling our individual obligations as elected officials. Legal References: RSA 91-A, Access to Public Records and Meetings N.H. Code of Administrative Rules, Section Ed (f), Substantive Duties of School Boards Adopted: February 2, 2017

19 SOUHEGAN POLICY BEB - EMERGENCY BOARD MEETINGS Emergency meetings may be called by the Chairperson or by a majority of the Board. For the purposes of this policy, an emergency is defined as a situation where immediate undelayed action is deemed to be imperative by the Chairperson or by a majority of the Board. In the event of an emergency meeting, the Board will post notice of time and place of the emergency meeting as soon as possible and will also use other reasonable means to inform the public that an emergency meeting is to be held. Minutes of an emergency meeting will clearly state the need and purpose for the emergency meeting. Legal Reference: RSA 91-A:2, II, Meetings Open to the Public Adopted April 4, 2013

20 SOUHEGAN POLICY BEC - NON-PUBLIC SESSIONS Category: Recommended The Board may meet in non-public session for any of the purposes set out in RSA 91-A:3. Upon motion, the vote to enter non-public session will be a recorded roll-call vote made in public session. The motion calling for a non-public session will state the matter(s) to be discussed and will state the statutory reason(s) for entering non-public session. The Board shall record minutes of all non-public sessions. Non-public session minutes will be made publicly available within 72 hours of the non-public session, unless the Board votes to seal the minutes. The Board may seal minutes of a non-public session only by a two-thirds vote. The Board will only vote to seal minutes of non-public sessions if divulging such information would: 1. Adversely affect the reputation of a person other than a member of the Board; 2. Render a proposed board action ineffective; or 3. Thwart safety considerations pertaining to terrorism or other emergency functions of the Board. Board members will refrain from publicly discussing matters that were discussed in a non-public session. The Superintendent or his/her designated representative may attend all non-public sessions at the pleasure of the Board, except those non-public sessions that pertain to the Superintendent s employment. Legal References: RSA 91-A:3, Non-Public Sessions RSA 91-A:4, Minutes and Records Available for Public Inspection RSA 42:1-a, Oaths of Town Officers: Manner of Dismissal; Breach of Confidentiality ADOPTED: April 6, 2017

21 BEDA SCHOOL BOARD AGENDA PREPARATION AND DISSEMINATION The Superintendent shall prepare all agendas for meetings of the Board. In doing so, the Superintendent shall consult with the Board Chairperson. Items to be placed on the agenda should be in the hands of the Superintendent on or before the fifth day preceding the meeting. Items not included on the agenda may be brought before the meeting provided it is agreed to by a majority of the Board members present. Items of business may be suggested by any Board member, staff member, student, or citizen of the district. The inclusion of items as suggested shall be at the sole discretion of the Superintendent and the Board Chairperson. The agenda, however, shall always allow suitable time for the remarks of the public who wish to speak briefly before the Board. The Board shall follow the order of business set up by the agenda unless the order is altered by a majority vote of the members present. Items of business not on the agenda may be discussed and acted upon if a majority of the Board members agree to consider them. The Board, however, may not revise Board policies, or adopt new ones, unless such action has been scheduled in accordance with established policies concerning the adoption or revision of policies. The agenda, together with supporting materials, shall be distributed to Board members at least 48 hours prior to the Board meeting, if at all possible, to permit them to give items of business careful consideration. The agenda shall also be made available to the staff, the press, and others upon request. The agenda will be posted in the building where the meeting is held, and at two appropriate public places, in accordance with RSA 91-A:2. ADOPTION: 2/27/90 SOUHEGAN

22 BEDG SCHOOL BOARD MINUTES The Superintendent shall cause a record to be kept of the actions of Board meetings. The minutes of the Board shall be kept in an official minutes book and shall be a record of such minutes including resolutions and motions. Papers not a part of a formal motion may be omitted if they are referred to and identified. Copies of the minutes of a meeting shall be sent to the members of the Board before the meeting at which they are to be approved. Corrections in the minutes may be made at the meeting at which they are to be approved. Permanent minutes shall be signed by the Board Chairperson upon approval. All minutes shall be kept in accordance with RSA 91-A and will be in the custody of the Superintendent, who will make them available to interested citizens on request. ADOPTION: 2/27/90 SOUHEGAN

23 SOUHEGAN POLICY B EDH - P U B L I C P A R T I C I P A T I O N A T S C H O O L B O A R D M E E T I N G S The School Board encourages and welcomes public attendance and participation of all board meetings: 1. All meetings of the board, for the official transaction of business, shall be open to the public; however, the board may, by majority vote, meet in nonpublic session per RSA 91 -A. 2. Portions of the open meeting will be allotted to receive comments from citizens as noted on the meeting agenda. Issues which require an extended period of time may be deferred to the next business meeting, or to a special meeting called by the board. The Chairperson may set a time limit on the length of the public comments portion of the meeting. 3. Citizens who wish to address the board are encouraged to notify the Chairperson, or Superintendent, at least 48 hours prior to the meeting so that the board may be better prepared to offer assistance or to respond to the comment, question, or concern. 4. Public comments on agenda items may be allowed or terminated as follows: A. A member of the board may request the Chairperson to determine whether the board wishes to hear from citizens on the subject. The Board will neither hear personal complaints about school personnel nor complaints regarding any person connected with the school system. B. The Chairperson may rule that adequate discussion has been heard. If the ruling of the Chairperson is challenged by a member, the board must be polled with the vote of the majority prevailing. Legal Reference: RSA 91-A:3, Public Records and Meeting; Non-Public Sessions Revised: October 5, 2017 Adopted: February 27, 1990

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25 BG - BOARD POLICY PROCESS Category R The Board will develop policies and put them in writing so that they may serve as guidelines and goals for the successful and efficient functioning of our public schools. The Board considers policy development its chief function, along with providing the resources such as personnel, buildings, materials, and equipment for the successful interpretation and evaluation of its policies. Policies are principles adopted by the Board to chart a course of action. They tell what is wanted; they may include why and how much. Policies should be broad enough to indicate a line of action to be followed by the administration in meeting a number of problems; narrow enough to give clear guidance. Policies are guides for action by the administration, who then sets the rules and regulations to provide specific directions to School District personnel. It is the Board s intention that its policies serve as sources of information and guidance for all people who are interested in, or connected with, the public schools. Changes in needs, conditions, purposes, and objectives will require revisions, deletions, and additions to the policies of present and future Boards. The Board will welcome suggestions for ongoing policy development from citizens, students, and staff in the District. Action on such proposals, whatever their source, is taken finally by the Board after receiving the recommendation of the Superintendent. The Superintendent bases his/her recommendations upon the outcomes of study and upon the judgment of the professional staff and appropriate study committees. The Superintendent shall seek counsel of the School Attorney when there may be a question of legality or proper legal procedure in the development of a proposed School Board policy. Revised: February 2, 2017 Adopted: June 21, 2007

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29 BGD - BOARD REVIEW OF ADMINISTRATIVE REGULATIONS Category R Also CHB The Board reserves the right to review, revise or rescind administrative regulations should they, in the Board s judgment, be inconsistent with the policies adopted by the Board. Revised: February 2, 2017 Adopted: June 21, 2007

30 BHC Also GBD BOARD-STAFF COMMUNICATIONS The board desires to maintain open channels of communication between itself and all staff. The basic line of communication will, however, be through the superintendent of schools. Staff Communications to the Board All communications or reports to the board or any board committee from the principal, directors, teachers, or other staff members shall be submitted through the superintendent. Staff members are reminded that board meetings are public meetings and provide an excellent opportunity to observe the board's deliberations on problems of staff concern. Board Communications to Staff All official communications, policies, and directives of staff interest and concern will be communicated to staff members through the superintendent, and the superintendent will employ all such media as are appropriate to keep staff fully informed of the board's problems, concerns, and actions. Visits to Schools Individual board members are encouraged to visit the schools or classrooms and should make arrangements for visitations through the principal. Such visits shall be regarded as informal expressions of interest in school affairs and not as inspections or visits for supervisory or administrative purposes. ADOPTION: May 1991

31 BHE - SCHOOL BOARD USE OF Category R The Board encourages its members to not communicate to each other via electronic communication ( ) regarding official school district business. The Board will not use as a substitute for deliberations at board meetings, for other communications, or for business properly confined to board meetings. Communications via of private or confidential school district matters is strictly prohibited. If an is originated by a Board member, is communicated to a quorum of the Board, and discusses official school district business, the will be considered a public document for purposes of the Right to Know Law, RSA 91-A. As such, the contents of the communication will be publicly disclosed and included in the minutes of the next regularly scheduled Board meeting. Legal references: RSA 91-A:2-a, Communications Outside Meetings RSA 189:29-a, Records Retention and Disposition Miller v. Fremont School Board, Rockingham County Superior Court, No. 03-E-152 (2003) Adopted: February 2, 2017

32 BIA NEW BOARD MEMBER ORIENTATION A new member, or any person designated for appointment as a new member of the Board, is to be afforded the Board's and the staff's fullest measures of courtesy and cooperation. Board and staff shall make every feasible effort to assist the new member to become fully informed about the Board's functions, policies, procedures, and problems. 1. A special meeting may be convened for the primary purpose of orienting the new member to his or her responsibilities, to the Board's method of operating, and to school district policies and problems. 2. The new member is to be provided with copies of all appropriate publications and aids, including the Board policy manual. 3. The Board Chairperson, and members of the administrative staff, will also confer with the new member as necessary on special problems or concerns. ADOPTION: 2/27/90 SOUHEGAN

33 SOUHEGAN POLICY BIBA - SCHOOL BOARD CONFERENCES, CONVENTIONS, AND WORKSHOPS Category R The Board encourages the participation of all members at School Board conferences, workshops, and conventions. In order to control both the investment of time and funds necessary to implement this policy, the Board establishes these principles and procedures: 1. The Board will periodically decide which meetings appear to be most promising in terms of producing direct and indirect benefits to the School District. School board members are encouraged to attend workshops presented by the state and national school boards associations. 2. Funds for participation at such meetings will be budgeted for on an annual basis. When funds are limited, the Board will designate which of its members would be the most appropriate to participate at a given meeting. 3. Reimbursement to Board members for their travel expenses will comply with the travel expense policy for staff members. 4. When a conference, convention, or workshop is not attended by the full Board, those who do participate will be requested to share information, recommendations, and materials acquired at the meeting. ADOPTED: April 6, 2017

34 BIE SCHOOL BOARD MEMBER INDEMNIFICATION The School Board is an agency of government whose powers and duties can only be executed by a decision of the majority of Board membership when the Board is officially in session. The members of the Board, and its employees, act as agents of the Board. None of these individuals should be placed in a position of personal liability for the performance of the responsibilities vested in them by the voters of the district and the state and federal governments. In order to protect the individual members of the Board, its agents, and the educational interests of the community, the Board will purchase, in the absence of the governmental immunity, or in coordination with governmental immunity, from public school funds, adequate insurance to indemnify Board members and agents of the Board for their official actions in the service of the school district. The Board will present to the legislative body for approval appropriate indemnification resolutions prescribed in RSA 31:104, 105, 106, and 107, and will purchase insurance to protect the District against its potential liability for such indemnification, structuring such insurance to preserve statutory immunities wherever possible. Statutory References: RSA 31:104, 105, 106, and 107 RSA 412:13 RSA 507:B ADOPTION: 2/27/90 SOUHEGAN

35 BK SCHOOL BOARD MEMBERSHIPS The Board shall seek to participate as fully as possible in the activities of the New Hampshire School Boards Association. The Chairman of the Board shall keep the Association informed of the Board's concerns and official positions on matters of common interest and concern. It will be represented at meetings of the state association by a duly elected delegate who must be a member of the School Board. ADOPTION: 6/8/92 SOUHEGAN