College Station ISD Board Operating Procedures Revised October 2009 College Station Independent School District 1812 Welsh College Station, TX 77840 979-764-5455 Fax 979-764-5535 www.csisd.org Ethics for School Board Members As a member of the Board, I shall promote the best interests of the District as a whole and/to that end, shall adhere to the following ethical standards: Equity in attitude I will be fair, just, and impartial in all my decisions and actions I will accord others the respect I wish for myself I will encourage expressions of different opinions and listen with an open mind to others’ ideas Trustworthiness in stewardship I will be accountable to the public by representing District policies, programs, priorities and progress accurately I will be responsive to the community by seeking its involvement in District affairs and by communicating its priorities and concerns I will work to ensure prudent and accountable use of District resources I will make no personal promise or take private action that may compromise my performance of my responsibilities Honor in conduct I will tell the truth I will share my views while working for consensus I will respect the majority decision as the decision of the Board I will base my decisions on fact rather than supposition, opinion, or public favor Integrity of character I will refuse to surrender judgment to any individual or group at the expense of the district as a whole I will consistently uphold all applicable laws, rules, policies, and governance procedures I will keep confidential information that is privileged by law or that will needlessly harm the District if disclosed Commitment to service I will focus my attention on fulfilling the Board’s responsibilities of goal setting, policymaking, and evaluation I will diligently prepare for and attend Board meetings I will avoid personal involvement in activities the Board has delegated to the Superintendent I will seek continuing education that will enhance my ability to fulfill my duties effectively Student-centered focus I will be continuously guided by what is best for all students of the District -Texas Association of School Boards Board Operating Procedures College Station Independent School District In effective school systems, the Superintendent and the Board function as a “TEAM OF EIGHT.” A structured approach to first developing a vision for the district and setting goals is enhanced by first developing a system of standard operating procedures. The School Board is the corporate policy making body for the district and the Superintendent and staff provide the leadership to cause Board policies to be implemented. Therefore, the College Station ISD Board of Trustees and Superintendent function as a “TEAM OF EIGHT” to provide open communication to the staff and patrons of the district. The College Station ISD Board of Trustees adopts these guidelines as Standard Operating Procedures to effectively communicate with staff and patrons of the district. I. DEVELOPING BOARD MEETING AGENDA A. Placing items on agenda 1. The tentative agenda is created by the administration and presented to the Board’s Executive Committee the week prior to the regular Board meeting. 2. Board members must request through the Board President in advance any item they wish to have considered for placement on the agenda. 3. The Board President shall place an item on the agenda if the item is requested by at least two Board members. B. Items Eligible for Executive Session 1. 551.071. CONSULTATION WITH ATTORNEY. A governmental body may not conduct a private consultation with its attorney except: (1) when the government body seeks the advice of its attorney about: (A) pending or contemplated litigation; or (B) a settlement offer; or (2) on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduce of the State Bar of Texas clearly conflicts with this chapter. Added by Acts 1993, 73 rd Leg., ch. 268, § 1, eff. Sept. 1, 1993. 2. 551.072. DELIBERATION REGARDING REAL PROPERTY. A governmental body may conduct a closed meeting to deliberate the purchase, exchange, lease, or value of real property if deliberation in an open meeting would have a detrimental effect on the position of the governmental body in negotiations with a third person. Added by Acts 1993, 73rd Leg., ch. 268, §1, eff. Sept. 1, 1993. 3. 551.074. PERSONNEL MATTERS. (a) This chapter does not require a governmental body to conduct an open meeting: (1) to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee; or (2) to hear a complaint or charge against an officer or employee. (b) Subsection (a) does not apply if the officer or employee who is the subject of the deliberation or hearing requests a public hearing. Added by Acts 1993, 73 rd Leg., ch. 268, §1, Sept. 1, 1993. 4. 551.076. DELIBERATION REGARDING SECURITY DEVICES. This chapter does not require a governmental body to conduct an open meeting to deliberate the deployment, or specific occasions for implementation, of security personnel or devices. Added by Acts 1993, 73rd Leg., ch. 268, §1, eff. Sept. 1, 1993. 5. 551.082. SCHOOL CHILDREN; SCHOOL DISTRICT EMPLOYEES; DISCIPLINARY MATTER OR COMPLAINT. (a) This chapter does not require a school board to conduct an open meeting to deliberate in a case: (1) involving discipline of a public school child; or (2) in which a complaint or charge is brought against an employee of the school district by another employee and the complaint or charge directly results in a need for a hearing. (b) Subsection (a) does not apply if an open hearing is requested in writing by a parent or guardian of the child or by the employee against whom the complaint or charge is brought. Added by Acts 1993, 73 rd Leg., ch. 268, §1, Sept. 1, 1993. 6. 551.0821. SCHOOL BOARD: PERSONNALLY IDENTIFIABLE INFORMATION ABOUT PUBLIC SCHOOL STUDENT. (a) This chapter does not require a school board to conduct an open meeting to deliberate a matter regarding a public school student if personally identifiable information about the student will necessarily be revealed by the deliberation. (b) Directory information about a public school student is considered to be personally identifiable information about the student 7. 551.083. CERTAIN SCHOOL BOARDS; REGARDING CONSULTATION WITH REPRESENTATIVE OF EMPLOYEE GROUP. This chapter does not require a school board operating under a consultation agreement authorized y Section 13.901, Education Code, to conduct an open meeting to deliberate the standards, guidelines, terms, or conditions the board will follow, or instruct its representatives to follow, in a consultation with a representative of an employee group. Added by Acts 1993, 73 rd Leg., ch. 268, §1, eff. Sept. 1, 1993. 8. 551.084. INVESTIGATION; EXCLUSION OF WITNESS FROM HEARING. A governmental body that is investigating a matter may exclude a witness from a hearing during the examination of another witness in the investigation. Added by Acts 1993, 73rd Leg., ch. 268, §1, eff. Sept. 1, 1993. C. Consent agenda items are generally routine and trustees have knowledge of their content and how they affect the District. Examples could include: 1. Annual renewal of Region VI and TEA items 2. Budget amendments 3. Financial information 4. Minutes of regular and special Board meetings 5. Updates of Board policy 6. Personnel items 7. Bid recommendations D. Any individual board member can pull an item off the consent agenda. II. CONDUCT DURING BOARD MEETINGS (Four members present constitute a quorum for a meeting.) A. Persons addressing the Board 1. A person may address the Board on an agenda or non-agenda item by completing a note card located inside the Boardroom and giving the card to the Board President before the meeting begins. Each speaker is limited to three minutes. 2. If five (5) persons sign up to address the Board on a single item, a spokesperson will be selected to speak for the group of five. Each speaker is limited to three minutes. 3. The Board President shall recognize persons who sign up to address agenda items at the time when the agenda item is discussed by the Board. B. Board response to persons addressing the Board 1. The Board President can request the Superintendent to respond to concerns expressed on non-agenda items. 2. The Board President, when necessary, may direct the Superintendent to investigate item(s) and report back to the Board through transmittal or at a designated meeting. 3. The Board President shall recognize Board members prior to any member asking clarifying questions of a person addressing the Board. 4. The Board will not engage in dialogue with persons during the Board meeting on non-agenda items due to the Open Meetings Act. 5. Sign in cards will request speakers at the open mike to be respectful with their comments. C. Hearing and public hearings 1. During public hearings, the Board is assembled only to gather information. 2. The Board will not answer questions or enter into dialogue except with their attorney in the case of an employee hearing. 3. Rules for the public hearing will be strictly adhered to: a. Board will limit response to five minutes per testifier. b. Board will accept written (signed) or oral testimony. c. Board will not allow duplicate testimony. d. Board will not allow any derogatory comments. e. Board may elect to receive electronic input according to the issues being discussed. D. Board shall observe the parliamentary procedures in Robert’s Rules of Order 1. All discussion shall be directed solely to the business currently under deliberation. 2. The Board President has the responsibility to keep the discussion to the motion at hand and shall halt discussion that does not apply to the business before the Board. 3. The Board President has the right to recognize Board members prior to giving their comments. 4. As a courtesy to others, electronic devices will be turned off/silenced during Board meetings. Emergency situations warrant exceptions. III. VOTING A. The Board President will vote on all action items and can make or second motions. B. In case of a tie vote, the item is postponed. The President shall bring the item back to the Board on a subsequent agenda. IV. INDIVIDUAL BOARD MEMBER REQUEST FOR INFORMATION OR REPORTS A. Board members shall request information and/or reports through the Board President to the Superintendent. B. The Superintendent will gather the information and/or report and disseminate it in a timely manner to the entire Board. C. Board members are encouraged to advise the Superintendent of questions or concerns on agenda items before the Board meeting. V. CITIZEN REQUEST/COMPLAINT TO INDIVIDUAL BOARD MEMBER A. The Board member should hear the full complaint for understanding of persons involved, date, time, and place. 1. Repeat problem back to citizen 2. Explain chain of command to citizen 3. The Board members should remind the citizen of due process and that the Board member must remain impartial in case the situation goes before the Board. B. The Board member should refer the citizen to the Superintendent. C. The Board member is encouraged to notify the Superintendent as quickly as possible after learning of an issue. VI. EMPLOYEE REQUEST/COMPLAINT TO INDIVIDUAL BOARD MEMBER A. The Board member will hear employee’s problem for full understanding. 1. Repeat problem back to employee. 2. Explain chain of command to employee. 3. Remind employee of the due process procedure and remain impartial. B. Refer employee to appropriate person in the chain of command. C. Board member is encouraged to notify the Superintendent as quickly as possible after learning of an issue. VII. BOARD MEMBER VISIT TO SCHOOL CAMPUS ACTIVITY A. Board members are encouraged to attend special events on campuses. B. Board members shall not go into teachers’ classrooms or campuses for the purpose of evaluation or investigation. C. Board members must notify principal of visits to campuses when they are not attending a scheduled activity. VIII. COMMUNICATIONS A. Superintendent will meet with the Board President on a routine basis. B. Superintendent will communicate with all Board members via regular transmittals. C. Superintendent will communicate information in a timely fashion to all Board members. D. Requests to Superintendent from any board member will be distributed to all Board members. E. Board will communicate with the community through public hearings, regular Board meetings, and publications. F. Individual Board members cannot speak for the Board of Trustees unless authorized to do so by the Board of Trustees through an official act (see Section XII A). IX. EVALUATION OF SUPERINTENDENT A. The Superintendent-Board Team will work together to formulate goals. B. In June/July of each year, the Superintendent Evaluation Committee will develop and distribute to the Board a set of yearly goals for the Superintendent. C. The Board will approve the goals no later than the regular Board meeting in September. D. The Board will conduct quarterly reviews of the Superintendent’s progress towards goals. During the reviews, the Superintendent will provide information and documentation regarding the goals. More frequent reviews may be scheduled as requested by the Board or the Superintendent. E. In June, the Superintendent will provide final documentation for all goals. F. The Superintendent’s contract will be reviewed on an annual basis in June/July. X. EVALUATION OF THE BOARD A. In a June workshop/retreat, the Board/Superintendent team is assessed and evaluated, operating procedures are reviewed and updated, and new board member orientation is conducted. B. The evaluation of the Board and Superintendent is an indication of the success the Governance Team is having in meeting established goals. 1. In a workshop meeting, the Board reviews and revises (as needed) the district’s vision statement, belief statements, priorities and goals each year in June/July/August. 2. In formal Board action, the Board readopts the district’s vision statement, belief statements, priorities, and goals each year by the regular September meeting. 3. The district’s vision statement, belief statements, priorities, and goals are disseminated to employees and the public via the district web site, at school and community events, in printed materials, and in reports to print and live media. XI. CRITERIA AND PROCESS FOR SELECTING BOARD OFFICERS A. A workshop will be held immediately after the canvass of returns to allow Board members to express their interest in serving as an officer when the Board reorganizes. B. Candidates for the President of the Board, Vice President, and Secretary must have at least one-year experience on the Board. C. Elections are held in May of each year. D. If Board officers are not available to conduct officer elections, the Superintendent shall assume that role. XII. ROLE AND AUTHORITY OF BOARD MEMBER AND/OR BOARD OFFICERS (Set down by state statute) A. No Board member or officer has authority outside the Board meeting. B. No Board member can direct employees in regard to performance of duties. C. The Board President shall 1. Preside at all Board meetings, 2. Appoint committees, 3. Call Special Meetings, 4. Sign all legal documents required by law. D. The Vice President shall 1. Act in capacity of President in the absence of the President. E. The Secretary shall 1. Keep accurate record of Board meetings 2. Call meetings and act in the capacity of the President, in the absence of the President and Vice President 3. Countersign all warrants XIII. ROLE OF BOARD IN EXECUTIVE SESSION A. Board can only discuss those items listed on the executive session agenda and as limited by law. B. Board must vote in public session. C. Discussions during executive session must remain confidential. XIV. MEDIA INQUIRIES TO THE BOARD A. The Board President shall be the official spokesperson for the Board to the media/press on issues of media attention. All Board members who receive calls from the media should direct them to the Board President or designee. Individual board members can answer media questions related to their personal stance on pending issues; however, the Board President will be the official spokesperson for the Board as a whole. XV. ANONYMOUS PHONE CALLS AND/OR LETTERS A. The College Station Board of Trustees encourages input; however, anonymous calls or letters will not receive Board attention, discussion, or response and will not result in directives to the administration. Confidentiality is strictly maintained when possible.
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