Site Based Decision Making Council
Johnson Elementary School
ARTICLE I. PURPOSE
The Johnson Elementary School Based Decision Making Council is formed for the
purpose of addressing the needs, concerns, and programs of Johnson Elementary School
using a shared decision making process in order to set school policy to enhance student
achievement, and to help the school meet the goals established by the council consistent
with those in Kentucky state law. It is created in order to assess, monitor, evaluate, and
plan programs that meet the needs and concerns of Johnson Elementary School.
ARTICLE II. MISSION & VISION
The mission of Johnson Elementary School is to provide a safe, orderly, and nurturing
environment where students are guaranteed varied and thorough academic instruction,
emotional support and encouragement, opportunities to build strong bonds of friendship,
a wide range of cultural activities, and inspiration to set and achieve goals.
Johnson Elementary School is committed to developing a partnership among students,
staff members, families, and community members to ensure academic proficiency,
positive character development, personal initiative and motivation, respect for the
diversity of people, and strong work ethics for all children that we serve. Our
commitment will build the foundation for our students to succeed in school, in careers,
and in their personal lives.
ARTICLE III. MEMBERSHIP
The Council shall consist of two parents, three teachers, and the principal of the school.
B. QUALIFICATIONS FOR MEMBERSHIP
1. ALL MEMBERS:
No one who has a legal conflict of interest as defined by KRS 45A.340 may serve
on the council. Current and past council members who continue to meet the other
requirements of this section are eligible to be elected to additional terms unless
they are removed from office under the provisions stated below in Section E.
REMOVAL OF MEMBERS.
2. TEACHER MEMBERS:
To serve as a teacher member of the council, one must hold a position at their
assigned school that requires a state certificate, and one must not hold the position
of principal. Itinerant teachers may serve on the council at their home school.
3. PARENT MEMBERS:
To serve as a parent member of the council, one must be the parent or legal
guardian of a child enrolled at the school during one’s term of office. One shall
not be an employee or a relative of an employee of the school in which that parent
serves, nor shall the parent representative be an employee or a relative of an
employee in the district administrative offices. A parent representative shall not
be a local board member or a board member’s spouse. Relative is defined as
father, mother, brother, sister, husband, wife, son, daughter, aunt, uncle, son-in-
law, and daughter-in-law.
Annual elections for the following year shall be held in May of the preceding school year
on a date set by the principal.
1. TEACHER MEMBERS:
a. Nomination: Candidates shall be nominated for the office of teacher
member by a letter of nomination. The letter shall be signed by either a
candidate nominating himself or herself, or by another teacher nominating
a colleague. All letters of nomination shall be submitted to the principal
no later than five days prior to the scheduled election.
b. Preparation of Sample Ballot: The principal shall ask each person
nominated to submit a letter stating that he or she is willing to serve on the
council if elected and that he or she meets the qualifications listed in
section B Qualification For Members. All names of those nominated,
willing, and eligible to serve shall then be listed alphabetically on a
sample ballot form and distributed to all teachers at the school not later
than four days before the election.
c. Election: The principal shall chair and oversee the election. Election
of teacher members shall be held at the end of the school day on the date
selected by the principal. At that time, all teachers shall convene in a
room designated by the principal. Each shall be given a ballot listing the
names as were found on the sample ballot and shall vote for three (3)
names. The ballots shall then be collected and counted in the presence of
the teachers. Any person receiving a majority on this ballot shall serve as
a council member in the coming year. On the day of the election, teachers
who are unable to be present during the election may vote in absentia in
this first round of voting by placing their marked ballot in a sealed
envelope and giving it to the principal or his/her designee. Itinerant
teachers shall vote at their designated home school.
d. Procedure if fewer than three candidates receive a majority: If no
candidate receives majority, all candidates EXCEPT the one receiving the
lowest number of votes shall be listed on a second ballot and teachers shall
mark three names. If only one or two candidates receive majorities, the
remaining candidates EXCEPT the one receiving the lowest number of
votes shall be listed on a second ballot and teachers shall vote for the
number of candidates (one or two) necessary to complete teacher
membership on the council. This process shall continue until each of the
remaining teacher council members are elected by majority vote.
2. PARENT MEMBERS:
a. The principal shall provide a notice of the election of parent council
members to the president of the Johnson Elementary Parent Teacher
Organization (PTO) and shall work with the president of the PTO to set a
time, date (during the month of May), and place for the election which is
convenient for parents to attend.
b. Elections of parent members shall be conducted by the Johnson
Elementary School Parent Teacher Organization (PTO).
c. In order to cast a vote in the election, parents must have a child enrolled
at Johnson Elementary School when the new parent council members take
d. The principal and the parent council members shall assist the PTO in
alerting parents to the election schedule.
e. The president of the PTO shall select three (3) teachers to tally the
ballots and report the results.
f. Those present to cast votes shall vote for two (2) candidates. If two
candidates are not selected on the ballot, the ballot shall be withheld from
the final tally. Absentee ballots shall not be accepted and shall not be
counted in the final tally. The two parents receiving the greatest number
of votes shall serve as parent members of the council for the coming year.
In the event of a tie, the candidate receiving the most number of votes
shall be removed from the ballot and declared a winner. The remaining
names will be redistributed and another vote shall occur with voters
choosing only one name.
g. The president of the PTO shall notify the current council of the names
of the parents who were elected.
D. STANDARDS OF CONDUCT FOR COUNCIL MEMBERS
Members of the council shall attend all council meetings unless the absence is
excused. Absences may be excused by a majority of the council. A member who
has three unexcused absences from the council meeting shall resign or be
removed following the procedure outlines in Section E Removal of Members.
2. CONFLICT OF INTEREST:
No members shall enter into any business dealing that creates a conflict of interest
under KRS Chapter 45A, and any member who discovers the existence of such a
conflict of interest shall resign.
3. TEACHER DEPATURE:
A teacher member who ceases to be assigned to the school before his or her term
is completed shall resign.
4. STUDENT DEPARTURE:
A parent whose child ceases to attend the Johnson Elementary School (with the
exception of homebound) before his or her term is completed shall resign.
Without written resignation, then the council will vote on membership at next
regular scheduled meeting.
5. IMPROPER MEETING:
No combination of 4 members of the council shall meet to discuss council
business unless following the procedures for scheduling meeting of the full-
council listed in Article VI below.
6. CRIMINAL CONDUCT:
Any member of the council who is convicted of a felony during his or her term of
office shall resign.
7. PROFESSIONAL DEVELOPMENT:
The council shall determine training required to meet the needs of the council.
Council members shall participate in educational activities which enhance their
knowledge and skills as council members.
E. REMOVAL OF MEMBERS
A member who has violated any of the standards of conduct and who does not submit
written resignation from the council shall be subject to removal using the following
A motion to remove the member shall be made by a member of the council,
stating the actions that justify removal and identifying the standards of conduct
violated by those actions.
If the motion is seconded, the member whose removal has been moved shall be
given a chance to explain why the removal is not justified. If the motion is not
seconded, no further action shall be taken.
The member whose removal has been recommended shall be permitted to present
any type of defense he or she desires. Other persons wishing to address the issue
may also speak, but the person whose removal is being considered will be allowed
to speak last.
The council shall vote on whether removal is justified. If the majority of the
quorum votes for removal, the member shall be removed. This provision for
voting is an exception to the use of consensus called for in Article VII, Section G.
F. METHOD OF FILLING COUNCIL VACANCIES
If a member of the council resigns, or is removed from office, a replacement shall be
selected in a special election held not more than one month after the vacancy occurs,
using the procedure stated in Section C above. The person elected in the special elections
shall serve until July 1, and be eligible for reelection to a full term.
The terms of parent and teacher members shall begin on July 1, and end on June 30, of
the next year. Between the date of the elections and July 1, members elect are expected
to attend all council meetings to become familiar with the council procedures. Members
are eligible for re-election with no limit to consecutive terms.
ARTICLE IV. DUTIES OF OFFICERS & COUNCIL
The principal shall be chair of the council. As the primary administrator and the
instructional leader of the school, the principal shall administer the policies established
by the school council and the local board. The duties of the chair include:
1. Conducting the meeting.
2. Setting and distributing the agenda.
3. Serving as official custodian of council records.
4. Stating when a consensus is reached.
5. Coordinating standing and select committees.
6. Carrying out the responsibilities specified in this by-law document.
The principal is also responsible for maintaining a file of all correspondence addressed to
the council. The principal may remove items from that file, either to discard them or to
file them elsewhere, only after they have been brought to two regular council meetings.
B. VICE CHAIR
The vice chair shall:
1. Be elected by the council from among its members at any meeting that the
principal is unable to attend. Re-election is permitted.
2. Preside at any council meeting that the principal is unable to attend.
3. May call a meeting of the council only in the event of the sudden exit of the
C. COUNCIL MEMBERS
Council members shall:
1. Address the needs, concerns, and programs of Johnson Elementary School.
2. Form standing and select committees, as needed, to study issues and report to
3. Adhere to the mission, vision, and goals of Johnson Elementary School.
4. Use the shared decision making process.
5. Attend council meetings unless the absence is excused.
6. Encourage and request data and opinions from all constituencies.
7. Support, promote, and communicate decisions of the council.
8. Incorporate standing and select committee efforts into council decision making.
1. Be elected by the council at its first meeting each year.
2. Prepare minutes for the council in accordance with the Open Meetings Law
3. Keep minutes of all council meetings and submit approved minutes to the
principal by the next working day.
4. Post minutes in the foyer of the school.
ARTICLE V. FUNCTIONS
A. REQUIRED FUNCTIONS
The council shall:
1. Determine, within the parameters of the total available funds, the number of
persons to be employed in each job classification at the school.
2. Determine which textbooks shall be used at the school.
3. Determine which instructional materials shall be used at the school.
4. Determine what student support services shall be provided in the school.
5. Select a new principal for the school, when that position becomes vacant, from
a list of applicants submitted by the superintendent at the council’s request.
6. Consult with the principal before the principal selects a person to be hired to
fill other positions at the school following the Consultation in Filling Vacancies
7. Adopt policies consistent with district board policies and state law to be
implemented by the principal in the following areas:
a. Determination of the curriculum, including needs assessment and
b. Assignment of all instructional and non instructional staff time.
c. Assignment of students to classes and programs within the school.
d. Determination of the schedule of the school day and week, subject to
the beginning and ending times of the school day and school calendar year
as established by the local board.
e. Determination of use of school space during the school day.
f. Planning and resolution of issues regarding instructional practices.
g. Selection and implementation of discipline and classroom management
techniques, including responsibilities of the student, parent, teacher,
counselor, and principal.
h. Selection of extracurricular programs and determination of policies
relating to student evaluation and supervision.
i. Procedures for determining alignment with state standards, technology
utilization, and program appraisal.
j. Other issues necessary to provide an environment to enhance the
students’ achievement and help the school meet the goals established by
8. Determine the professional development offerings to be paid for out of the
9. Adopt a policy on committees, which shall facilitate the participation of
interested persons, including, but not limited to, classified employees and parents
and shall include the number of committees, their jurisdiction, composition, and
the process for membership selection.
10. Adopt a school improvement plan that meets the requirements set in the
board policy attached to these by-laws.
11. Exercise any other powers granted to it by the Laurel County Board of
B. DISALLOWED ACTIVITIES
The council will not:
1. Recommend the transfer or dismissal of any member of the school staff.
2. Violate federal or state law or regulation or district board policies.
3. Take any action that risks the health or safety of students, staff, or others.
4. Take any action that exposes the council or the district to unreasonable risk of
5. Authorize any purchase that exceeds the financial resources available to it.
6. Take any action that violates contractual obligations already made by the
district or the council to personnel or other providers of goods and services.
ARTICLE VI. SCHEDULE OF MEETINGS
A. REGULAR MEETINGS
1. The regular monthly meeting of the Johnson Elementary School Site Based
Decision Making Council shall be determined at the first meeting of the year.
Notice will be sent to parents notifying them when the regularly scheduled
meetings will be held. If all items on the agenda have not been adequately
discussed, the council may decide by consensus to extend the length of the
meeting or to transfer the remaining items to the next meeting’s agenda.
2. The regular monthly meeting will be held in the Johnson Elementary School
3. Meetings are open in accordance with the Open Meetings Law, KRS 61.805.
4. When school is dismissed for inclement weather, the decision to cancel the
meeting will be made by the principal. If canceled, there will be an
announcement made on the local media.
B. SPECIAL MEETINGS
1. If the council needs to meet before its next regular meeting, the principal may
call a special meeting. A special meeting may also be called by a majority of
members of the council. Once the decision is made to call a special meeting, the
following steps must be taken:
a. Written Notice: The person or persons calling the meeting must
prepare and sign a written notice that states the date, time, and place of the
special meeting and the agenda for the meeting. Only issues listed on the
agenda may be discussed at the special called meeting.
b. Delivery of Notice: The person or persons calling the meeting must
arrange for the notice to be delivered to every council member and to any
media organization that has asked to be notified of council meetings. The
delivery can be made by hand, facsimile machine, USPS mail, or
electronic mail (email) but the method must be one that allows the notice
to arrive at least 24 hours before the time set for the meeting. Notice of
the special called meeting will also be reported to the local news media.
c. Posting of Notice: The notice must be posted conspicuously at the
school. These copies must be posted not less than 24 hours before the
meeting will be held.
ARTICLE VII. CONDUCT OF MEETINGS
No council decisions may be taken unless four (4) members of the council are present.
B. ATTENDANCE AT MEETINGS
Anyone who wants to attend a council meeting may do so, except for those portions that
are conducted as closed sessions.
C. CLOSED SESSIONS
A closed session is a portion of a regular or special called meeting of the council during
which the members meet in private. Within the realm of council responsibilities, the
allowed subjects at closed meetings are proposed or pending litigation by or against the
council, allowed by KRS 61.810(1)(c), or selection of a new principal or other new staff
member allowed by KRS 61.810(1)(f). Before a closed session can begin, the following
steps must be taken.
1. Announcement of Contents
An announcement must state that the council needs to discuss business
involving a topic that the law allows to be discussed in a closed session. The
announcement must state the general nature of business that needs to be
discussed in a closed session and identify the specific section of the law that
allows the session to be closed.
A motion must be made and passed by a majority of members present to go
into closed session to discuss that business.
3. Closed Session
During the closed session, only the business stated in the announcement can
be discussed, and no final decision can be made.
After full discussion, the council must return to open meeting and make any
official decision needed on the matter, and the decision must be recorded in
the minutes of the open session.
D. MATTERS TO BE BROUGHT TO COUNCIL MEETINGS
1. By The Principal:
To every council meeting, the principal shall bring:
a. The folder containing all items submitted for inclusion on the agenda
b. The folder containing all correspondence addressed to the council that
he or she has received.
2. By The Secretary:
The secretary shall bring the binder he or she maintains that holds copies of
the council’s by-laws, policies, annual budget, monthly spending reports, and
3. By Other Council Members:
Council members shall bring their binders in which they maintain copies of
the council’s by-laws and policies and the Comprehensive School
1. Stakeholders may submit items that fall within council purview for inclusion
on the agenda to the principal one week prior to the regularly scheduled
meeting. The principal shall maintain a complete file of those items.
2. The principal shall prepare a preliminary agenda for the council meeting,
including all items that he or she believes need council attention at that
3. The agenda shall include review of the minutes of the previous meeting.
4. The agenda shall provide the opportunity for interested persons to address the
5. The preliminary agenda shall be distributed to all members and copies shall be
distributed via any method discussed in Article VI, Section B1b Delivery of
Notice. The principal may also send a copy to the local news media and/or
post at the school.
6. Adopting the final agenda shall be the first order of business at each council
meeting. At a special meeting, only items listed in the notice of the meeting
described in Article VII Section C above can be considered.
F. DISCUSSION OF AGENDA ITEMS
Each item on the agenda shall be fully discussed by the council before any decisions are
made. Other persons attending the meeting may show that they want to comment or to
ask questions by raising their hands, and the chair will call upon them to speak. When a
significant number of persons wish to speak or when discussion of an issue has taken
more than 30 minutes, the chair may set limits on the number of persons who may speak
and the length of time each may speak.
G. DECISION MAKING PROCESS
1. All business and decisions of the council shall relate to the improvement of
instructional program and/or the furtherance of the school mission and goals.
2. No proposal may be approved by the council at the same meeting at which it
was initially proposed for study.
3. The decisions and policies adopted by the council will be reported to the
Laurel County Board of Education and Superintendent.
4. The council will operate by the consensus procedure stated in this paragraph.
After discussion of each issue, the chair may make a recommendation to the
council, any member may make a motion to that effect, and any member may
second that motion. The chair shall then ask members to show favor or
opposition by signifying accordingly. The chair may suggest the presence of
a consensus and/or when to go to majority vote.
H. FAILURE TO REACH CONSENSUS
When the meeting of consensus fails, the chair shall direct that the issues are taken up
again at the next meeting, unless the following exceptions apply:
1. If the issue is the selection of a new principal, the council shall vote, and if
any candidate receives four votes, that person shall be selected.
If the issue is council consultation about the selection of persons to fill
vacancies, each member shall state his or her judgment on the matter and the
principal shall make the final selection.
2. A majority vote shall be taken if the issue meets all of the following standards:
a. It involves the number of persons to be employed, the textbooks to be
acquired, the budget for or purchase of instructional materials, or the
budget for or purchase of student support services.
b. The federal or state government or the Laurel County Board of
Education has set a deadline for making a decision.
c. That deadline will occur before the next regular meeting of the
d. The members of the council cannot agree by consensus to try to solve
the issue at hand.
3. When the above exceptions do not apply and consensuses cannot be reached,
the issue may be placed on the agenda for the next regular or special meeting
and the decision may be made by a majority vote.
ARTICLE VIII. COMMITTEES
1. Standing and select committees are established to encourage input from all
constituencies including certified and classified staff, parents, and other
members of the community.
2. Standing and select committees shall serve as a resource for gathering data
and opinions for the council.
B. APPOINTMENT OF COMMITTEES
Standing and select committees are formed and dissolved by the council as needed.
C. MEMBERSHIP AND ELECTION OF CHAIR
1. All certified staff shall be participants in the school based decision making
process by participation on committees according to their areas of interest.
2. Each committee shall consist of representatives from the faculty (at least one
certified personnel), the support staff, and parents.
3. If a community member is interested, or if is determined (by consensus) that it
will be beneficial to the students of Johnson Elementary School that a
community person is on a committee, then such a person(s) shall be included.
4. Each committee shall elect by majority votes a chair who shall serve for a
term of one year.
D. DECISION MAKING
1. Decisions shall be made by consensus.
2. If a consensus cannot be reached, the committee may decide, by consensus, to
take a majority vote.
3. When a consensus cannot be reached to take a majority vote, the committee
may decide to take a majority vote at its next meeting. If two thirds of those
present agree, the decision may be made by a majority vote.
1. Committees shall carry out the tasks assigned to them by the school council.
2. Committees may themselves bring issues of concern before the council.
3. Committees research issues, gather school wide input, prepare first and
revised drafts of policies.
4. Proposed policies or recommendations must be submitted to the council in
5. Committee reports shall be given during council meetings as needed.
6. Committees shall record and report minutes of meetings. A final report is
given to the council secretary.
1. Each committee shall choose the time, place, and frequency of meetings.
2. Committees must follow the open meetings law.
G. STANDING COMMITTEES
1. The need for each standing committee will be reevaluated annually at the
regularly scheduled August meeting.
2. A list of current standing committees, a brief description of their purpose, and
notes on membership requirements shall be contained in Appendix A of the
MINUTES AND OTHER COUNCIL RECORDS
A. MINUTES TO BE KEPT AND APPROVED
1. The secretary shall keep minutes of each council meeting.
2. The minutes shall state accurately each council decision taken. If the decision
was to adopt a written statement of policy or a written statement of some other
decision, the entire text of that statement shall be attached to the copy of the
minutes filed in the office.
3. The minutes shall be reviewed and approved by the council at its next
4. A copy of the minutes will be posted in the foyer and copies will be made
available to all staff upon request.
5. The principal will forward a copy of the minutes to the superintendent.
6. Immediately after the meeting at which they are reviewed and approved, any
member of the public is entitled to inspect them in the office during regular
7. The minutes will be kept permanently on file in the office.
B. DISTRIBUTION OF COUNCIL DOCUMENT
The secretary shall make at least four copies of the council’s by-laws, policies, annual
budget, monthly spending reports, and minutes. Those copies will be distributed as
1. One shall be given to the principal.
2. One shall be given to the district superintendent.
3. One shall be kept in a binder in the school office in a plainly visible place
where they can be reviewed by all interested persons at any time that the
office is open.
4. One shall be kept in a binder in the possession of the secretary, and that shall
be brought to each council meeting.
C. OTHER COUNCIL RECORDS
If anyone asks to see the council records that are not in the binder, the principal, as
official records custodian, shall make them available within three school days after the
request has been made unless the records are subject to a specific exception of the open
D. RECORDS FEES
Fees to reproduce records will be set, at a minimal rate, by the council each year.
ARTICLE X. AMENDMENTS TO BY-LAWS
A. The by-laws may be amended at any time by the school council following the
decision making process in Article VII Sections G & H.
B. All motions to amend the by-laws of the council shall be submitted in writing.
C. No decision on a motion to amend the by-laws shall be made at the same meeting at
which it was initially proposed for study.
D. No decision on a motion to amend the by-laws shall be made until the topic has
appeared twice on the printed preliminary agenda for council meetings.
E. Amendments which require the approval of the Laurel County Board of Education or
the Kentucky State Board of Education and/or state statutes.
APPENDIX A. COMMITTEES
The Budget Committee studies Johnson Elementary School’s budget allocation and
makes recommendations for its dispersal. All members of the SBDM council shall be
members of this committee.
The Planning/School Mission Committee’s focus is to use the schools mission as a basis
for planning for long range goals (two-five years) and the intermediate steps to be taken
to achieve those goals. Decision making should be based on the input from staff as well
as central services and community support persons.
The Communication/Home-School Relations Committee’s purpose is to organize a plan
and to document as evidence that the information is being given to the public via the
media and that the school personnel are in communication with parents about the
curriculum development, progress, and parental involvement needs in an on-going
manner. Also, this committee should ensure that needed communication with the district
office and/or other school personnel is effective.
STAFF DEVELOPMENT/INSTRUCTIONAL LEADERSHIP
The Staff Development/Instructional Leadership Committee has the responsibility of
determining the staff development programs, which focus on total school improvement.
These programs prepare all staff members for the implementation of new programs or
activities. The Instructional Leadership Committee also has the responsibility of
providing leadership for the staff in school renewal and improvement activities.
SCHOOL CLIMATE/SAFE AND ORDERLY ENVIRONMENT
School climate is a key component for working conditions for staff and students. This
area also shows evidence of active community support for the school.
CURRICULUM AND INSTRUCTION
The Curriculum and Instruction Committee provides the focus toward which all the
energies of the stakeholders must be directed to a developmentally appropriate
curriculum and instructional program and activities to serve a wide range of student
needs. The committee interests are the academic areas of reading, writing, math, science,
and social studies.
MONITORING/HIGH EXPECTATIONS/OPPORTUNITY TO LEARN
The purpose of this committee is to use assessment results to monitor the total school
instructional program. Additionally this committee is responsible for the maintenance of
a climate of high expectations for student performance and opportunity to learn.
The Technology/Textbook Committee acts as a liaison and is responsible for
communication with the entire staff in reviewing and selecting technology or textbooks.
This committee will consist of various age/grade level teachers for the subject area being
adopted (i.e. science textbooks, the text book committee would be the science component
TITLE I ADVISORY COMMITTEE
The responsibility of the Title I Advisory Committee is to assist in the evaluation and
planning for the Title I program. (The make-up of this committee is predetermined by
GIFTED AND TALENTED ADVISORY COMMITTEE
The responsibility of the GT Advisory Committee is to assist in the evaluation and
planning for the GT program. (The make-up of this committee is predetermined by the
PROFESSIONAL DEVELOPMENT COMMITTEE
The Professional Development Committee has the responsibility of planning professional
development activities for the staff through needs addressed in the Comprehensive Plan.
This process entails a district professional development survey as well as a Professional
Development Plan that must be approved by the SBDM Council.