This District Policy Manual governs the conduct of students, faculty, board members and staff.
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The State Constitution requires the State to provide for an efficient system of high quality public educational institutions and services in order to achieve the educational development of all persons to the limits of their capabilities.
The General Assembly has implemented this mandate through the creation of school districts. The District is governed by the laws for school districts serving a resident population of not fewer than 1,000 and not more than 500,000.
The School Board constitutes a body corporate that possesses all the usual powers of a corporation for public purposes, and in that name may sue and be sued, purchase, hold and sell personal property and real estate, and enter into such obligations as are authorized by law.
LEGAL REF.:
CROSS REF.:
2:10 (School District Governance), 2:20 (Powers and Duties of the School Board)
ADOPTED:
September 30, 2013
The District is organized and operates as a Unit District serving the educational needs of children in grades Preschool through 12 and others as required by the School Code.
The District enters into and participates in joint programs and intergovernmental agreements with units of local government and other school districts in order to jointly provide services and activities in a manner that will increase flexibility, scope of service opportunities, cost reductions, and/or otherwise benefit the District and the community. The Superintendent shall manage these activities to the extent the program or agreement requires the District’s participation, and shall provide periodic implementation or operational data and/or reports to the School Board concerning these programs and agreements. The District participates in the following joint programs and intergovernmental agreements:
LEGAL REF.:
ADOPTED:
September 30, 2013
The mission of Verona Community School District #999 is to graduate all students college, career, and community ready.
CROSS REF:
6:10 (Educational Philosophy and Objectives)
ADOPTED:
September 30, 2013
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The District is governed by a School Board consisting of 7 members. The Board’s powers and duties include the authority to adopt, enforce, and monitor all policies for the management and governance of the District’s schools.
Official action by the Board may only occur at a duly called and legally conducted meeting at which a quorum is physically present.
As stated in the Board member oath of office prescribed by the School Code, a Board member has no legal authority as an individual.
LEGAL REF.:
CROSS REF.:
1:10 (School District Legal Status), 2:20 (Powers and Duties of the School Board), 2:80 (Board Member Oath and Conduct), 2:120 (Board Member Development), 2:200 (Types of School Board Meetings), 2:220 (School Board Meeting Procedure)
ADOPTED:
September 30, 2013
The major powers and duties of the School Board include, but are not limited to:
LEGAL REF.:
CROSS REF.:
1:10 (School District Legal Status), 1:20 (District Organization, Operations, and Cooperative Agreements), 2:10 (School District Governance), 2:80 (Board Member Oath and Conduct), 2:140 (Communications To and From the Board), 2:240 (Board Policy Development), 4:60 (Purchases and Contracts), 4:70 (Resource Conservation), 4:100 (Insurance Management), 4:110 (Transportation), 4:150 (Facility Management and Building Programs), 5:10 (Equal Employment Opportunity and Minority Recruitment), 5:90 (Abused and Neglected Child Reporting), 6:10 (Educational Philosophy and Objectives), 6:15 (School Accountability), 6:20 (School Year Calendar and Day), 7:10 (Equal Educational Opportunities), 7:30 (Student Assignment and Intra-District Transfer), 7:190 (Student Discipline), 7:200 (Suspension Procedures), 7:210 (Expulsion Procedures), 8:10 (Connection with the Community), 8:30 (Visitors to and Conduct on School Property)
ADOPTED:
September 30, 2013
School District elections are non-partisan, governed by the general election laws of the State, and include the election of School Board members, various public policy propositions, and advisory questions. Board members are elected at the consolidated election held on the first Tuesday in April in odd-numbered years. If, however, that date conflicts with the celebration of Passover, the consolidated election is postponed to the first Tuesday following the last day of Passover. The canvass of votes is conducted by the election authority within 21 days after the election.
The Board’s election duties are:
LEGAL REF.:
CROSS REF.:
2:40 (Board Member Qualifications), 2:50 (Board Member Term of Office), 2:210 (Organizational School Board Meeting)
ADOPTED:
September 30, 2013
A School Board member must be, on the date of election or appointment, a United States citizen, at least 18 years of age, a resident of Illinois and the District for at least one year immediately preceding the election, and a registered voter. On the date of election or appointment, Board members must also meet the following residential requirements:
Reasons making an individual ineligible for Board membership include holding an incompatible office and certain types of State or federal employment. A child sex offender, as defined in State law, is ineligible for School Board membership.
LEGAL REF.:
CROSS REF.:
2:30 (School Board Elections), 2:70 (Vacancies on the School Board - Filling Vacancies)
ADOPTED:
September 30, 2013
The term of office for a School Board member begins immediately after both of the following occur:
The term ends 4 years later when the successor assumes office.
LEGAL REF.:
CROSS REF.:
2:30 (School District Elections), 2:80 (Board Member Oath and Conduct), 2:210 (Organizational School Board Meeting)
ADOPTED:
September 30, 2013
If a majority of the School Board determines that a Board member has willfully failed to perform his or her official duties, it may request the Regional Superintendent to remove such member from office.
LEGAL REF.:
CROSS REF.:
2:70 (Vacancies on the School Board - Filling Vacancies)
ADOPTED:
September 30, 2013
Vacancy
Elective office of a School Board member becomes vacant before the term’s expiration when any of the following occurs:
Filling Vacancies
Whenever a vacancy occurs, the remaining members shall notify the Regional Superintendent of Schools of that vacancy within 5 days after its occurrence and shall fill the vacancy until the next regular board election, at which election a successor shall be elected to serve the remainder of the unexpired term. However, if the vacancy occurs with less than 868 days remaining in the term, the person so appointed shall serve the remainder of the unexpired term, and no election to fill the vacancy shall be held. Members appointed by the remaining members of the Board to fill vacancies shall meet any residential requirements as specified in The School Code. The Board shall fill the vacancy within 45 days after it occurred by a public vote at a meeting of the Board.
Immediately following a vacancy on the Board, the Board will publicize it and accept résumés from District residents who are interested in filling the vacancy. After reviewing the applications, the Board may invite the prospective candidates for personal interviews to be conducted during duly scheduled closed meetings.
LEGAL REF.:
CROSS REF.:
2:40 (Board Member Qualifications), 2:60 (Board Member Removal from Office), 2:120 (Board Member Development)
ADOPTED:
September 30, 2013
The School Board fills a vacancy by either appointment or election. The Board uses this checklist for guidance when it must fill a vacancy by appointment. Some items contain guidelines along with explanations. For more information, see Answers to FAQs Vacancies on the Board of Education, published by a committee of the State Council of School Attorneys.
Confirm that the Board must fill the vacancy by appointment.
Guidelines |
Explanation |
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Review Board policy 2:70, Vacancies on the School Board - Filling Vacancies, to determine if a vacancy on the Board occurred and, if so, whether the successor will be selected by election or Board appointment. |
Filling a vacancy by Board appointment or election depends upon when the vacancy occurred. If a vacancy occurs with less than: (1) 868 days remaining in the term of office, or (2) 88 days before the next regularly scheduled election for the vacant office, no election to fill the vacancy is held and the appointee serves the remainder of the term. At all other times, an appointee serves until the next regular school election, at which election a successor is elected to serve the remainder of the unexpired term. See 105 ILCS 5/10-10. |
Notify the Regional Superintendent of the vacancy within 5 days of its occurrence (105 ILCS 5/10-10).
Develop list of qualifications for appointment of a person to fill vacancy.
Guidelines |
Explanation |
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At a minimum, the Board uses election qualifications, that is, a candidate must meet the following:
District for at least one year immediately preceding the appointment.
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While the School Code does not expressly set forth eligibility requirements for appointment to a Board vacancy, the Board may want to use the qualifications for elected Board members listed in 105 ILCS 5/10-3 and 5/10-10. For guidance discussing other qualifications that the Board may want to consider, see IASB’s Recruiting School Board Candidates, available at: www.iasb.com/elections/recruiting.pdf. For guidance regarding conflict of interest and incompatible offices, see Answers to FAQs, Conflict of Interest and Incompatible Offices, published by the Ill. Council of School Attorneys, available at: www.iasb.com/law/conflict.cfm. |
When additional qualifications apply, the following items may be included in the Board’s list of qualifications:
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Board members of some community unit school districts may be subject to historical residential qualifications based on the distribution of population among congressional townships in the district or between the district’s incorporated and unincorporated areas (105 ILCS 5/11A-8). |
Decide who will receive completed vacancy applications.
Guidelines |
Explanation |
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The Board President will accept applications. The Board will discuss, at an open meeting, its process to review the applications and who will contact applicants for an interview. |
Who accepts vacancy applications is at the Board’s sole discretion. According to 2:110, Qualifications, Term, and Duties of Board Officers, the Board President is a logical officer to accept the applications, but this task may be delegated to the Secretary or Superintendent’s secretary if the Board determines that it is more convenient. Who accepts the applications must be decided prior to posting the vacancy announcement. |
Create Board member vacancy announcement.
Announcement |
Explanation |
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School District ______ Board Member Vacancy The School District is accepting applications to fill the vacancy resulting from [reason for vacancy] of [former Board member’s name]. |
The contents of a vacancy announcement, how it is announced, and where it is posted are at the Board’s sole discretion. The Board may want to announce the vacancy and its intent to fill it by appointment during an open meeting. The announcement may be posted on the District’s website and in the local newspaper(s). |
The individual selected will serve on the School Board from the date of appointment to [date]. |
The length of the appointment depends upon when during the term of office the vacancy occurred. See 105 ILCS 5/10-10 and Board policy 2:70, Vacancies on the School Board - Filling Vacancies, to determine the length of the appointment. |
The School District [School District’s philosophy or mission statement]. |
See Board policy 1:30, School District Philosophy, for the District’s mission statement that is specific to the community’s goals. |
Applicants for the Board vacancy must be: [Board’s list of qualifications]. |
See checklist item titled Develop List of Qualifications for Appointment of a Person to Fill Vacancy above. |
Applicants should show familiarity with the Board’s policies regarding general duties and responsibilities of a Board and a Board member, including fiduciary responsibilities, conflict of interest, ethics and gift ban. The Board’s policies are available at [locations]. |
Listing this along with the Board’s list of qualifications assists candidates in understanding a Board member’s duties and responsibilities and may facilitate a better conversation during the interview process. See Board policies: 2:20, Powers and Duties of the School Board; 2:80, Board Member Oath and Conduct; 2:100, Board Member Conflict of Interest; 2:105 Ethics and Gift Ban; and 2:120, Board Member Development. |
Applications may be obtained at [location and address and/or website] beginning on [date and time]. Completed applications may be turned in by [time and date] to [name and title of person receiving applications]. |
See action item titled Decide who will receive completed vacancy applications above. |
Publicize vacancy announcement by placing it on the District’s website, announcing it at a meeting, or advertising it in the local newspaper(s).
Accept and review applications from prospective candidates (see Decide who will receive completed vacancy applications above).
Contact appropriate applicants for interviews (see Decide who will receive completed vacancy applications above).
Develop interview questions.
Interview Questions |
Explanation |
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Why do you want to be a Board member? What specific skills would you bring to the Board? Please give specific examples of your ability in interpersonal relationships and teamwork. What do you see as the role of a Board member? What have you done to prepare yourself for the challenges of being a Board member? Please describe your previous community or non-profit experiences. What areas in the district would you like to see the Board strengthen? What is your availability to meet the time, training commitments, and other responsibilities required for Board membership? Describe what legacy you would like to leave behind. |
Interview questions are at the Board’s sole discretion. This list is not exhaustive, but it may help the Board tailor its questions toward finding a candidate who will approach Board membership with a clear understanding of its demands and expectations along with a constructive attitude toward the challenge. The Board may also want to consider allowing an equal amount of time for each interview. See IASB’s Recruiting School Board Candidates, available at: www.iasb.com/elections/recruiting.pdf. A prospective candidate to fill a vacancy may raise other specific issues that the Board will want to cover during an interview. |
Conduct interviews with candidates (interviews may occur in closed session pursuant to 5 ILCS 120/2(c)(3).
Interview Plan |
Explanation |
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The Board President will discuss the following items with each candidate during the interview: Introduce Board members to the candidate at the beginning of the interview. Describe the Board’s interview process, selection process, and ask the candidate if he or she has questions about the Board’s process for filling a vacancy by appointment. Describe the District’s philosophy or mission statement. Describe the vacancy for the candidate by reviewing the: (1) qualifications, and (2) general duties and responsibilities of the Board and the Board members, including fiduciary responsibilities, conflict of interest, ethics and gift ban, and general Board member development. Begin asking the interview questions that the Board developed. Ask the candidate whether he or she has any questions for the Board. Thank the candidate and inform the candidate when the Board expects to make a decision and how the candidate will be contacted regarding the Board’s decision. |
The Board President will lead the Board as it interviews prospective candidates. See Board policy 2:110, Qualifications, Term, and Duties of Board Officers. The president presides at all meetings (105 ILCS 5/10-13). The Board may also want to consider allowing an equal amount of time for each interview.
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Fill vacancy by a vote during an open meeting of the Board before the 45th day (105 ILCS 5/10-10).
Assist the appointed Board member in filing his or her statement of economic interest (5 ILCS 420/4A-105(c).
Announce the appointment to District staff and community.
Announcement |
Explanation |
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The Board appointed [appointee’s name] to fill the vacancy on the Board. The appointment will be from [date] to [date]. The Board previously established qualifications for the appointee in a careful and thoughtful manner. [Appointee’s name] meets these qualifications and has demonstrated the willingness to accept the duties and responsibilities of a Board member. [Appointee’s name] brings a clear understanding of the demands and expectations of being a Board member along with a constructive attitude toward the challenge. |
The contents of the appointment announcement and length of time it is displayed are at the Board’s sole discretion. The Board may want to consider announcing the appointment during its meeting and also by posting it in the same places that it posted the vacancy announcement. See Board policy 8:10, Connection with the Community. |
Administer the Oath of Office and begin orientation.
Guidelines |
Explanation |
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See Board policy 2:80, Board Member Oath and Conduct. |
Each individual, before taking his or her seat on the Board, must take an oath in substantially the form given in 105 ILCS 5/10-16.5. |
See Board policy 2:120, Board Member Development, and 2:120-E, Guidelines for Serving as a Mentor to a New School Board Member. |
Orientation assists new Board members to learn, understand, and practice effective governance principles. See the IASB Foundational Principles of Effective Governance, available at: www.iasb.com/principles_popup.cfm. |
Inform IASB of the newly appointed Board member’s name and directory information.
DATED:
September 30, 2013
Each School Board member, before taking his or her seat on the Board, shall take the following oath of office:
I, (name), do solemnly swear (or affirm) that I will faithfully discharge the duties of the office of member of the School Board of Kaneland Community Unit School District 302, in accordance with the Constitution of the United States, the Constitution of the State of Illinois, and the laws of the State of Illinois, to the best of my ability.
I further swear (or affirm) that:
I shall respect taxpayer interests by serving as a faithful protector of the School District’s assets;
I shall encourage and respect the free expression of opinion by my fellow Board members and others who seek a hearing before the Board, while respecting the privacy of students and employees;
I shall recognize that a Board member has no legal authority as an individual and that decisions can be made only by a majority vote at a public Board meeting; and
I shall abide by majority decisions of the Board, while retaining the right to seek changes in such decisions through ethical and constructive channels.
The Board President will administer the oath in an open Board meeting; in the absence of the President, the Vice President will administer the oath. If neither is available, the Board member with the longest service on the Board will administer the oath.
The Board adopts the Illinois Association of School Boards’ Code of Conduct for Members of School Boards. A copy of the Code shall be displayed in the regular Board meeting room.
LEGAL REF.:
CROSS REF.:
1:30 (School District Philosophy), 2:20 (Powers and Duties of the School Board), 2:50 (Board Member Term of Office), 2:100 (Board Member Conflict of Interest), 2:105 (Ethics and Gift Ban), 2:210 (Organizational School Board Meeting)
ADOPTED:
September 30, 2013
As a member of my local School Board, I will do my utmost to represent the public interest in education by adhering to the following standards and principles:
DATED:
September 30, 2013
No School Board member shall have a beneficial interest directly or indirectly in any contract, work, or business of the District unless permitted by State law.
Board members must annually file a Statement of Economic Interests as required by the Illinois Governmental Ethics Act. Each Board member is responsible for filing the statement with the county clerk of the county in which the District’s main office is located by May 1.
LEGAL REF.:
CROSS REF.:
2:105 (Ethics and Gift Ban), 5:120 (Ethics and Conduct)
ADOPTED:
September 30, 2013
Prohibited Political Activity
The following precepts govern political activities being conducted by District employees and School Board members:
A Board member or employee may engage in any activity that: (1) is otherwise appropriate as part of his or her official duties, or (2) is undertaken by the individual on a voluntary basis that is not prohibited by this policy.
Limitations on Receiving Gifts
Except as permitted by this policy, no Board member or employee, and no spouse of or immediate family member living with a Board member or employee shall intentionally solicit or accept any “gift” from any “prohibited source,” as those terms are defined herein, or that is otherwise prohibited by law or policy. No prohibited source shall intentionally offer or make a gift that violates this policy.
The following are exceptions to the ban on accepting gifts from a prohibited source:
Each of the listed exceptions is mutually exclusive and independent of every other.
A Board member or employee, his or her spouse or an immediate family member living with the Board member or employee, does not violate this policy if the recipient promptly takes reasonable action to return a gift from a prohibited source to its source or gives the gift or an amount equal to its value to an appropriate charity that is exempt from income taxation under Section 501(c)(3) of the Internal Revenue Code.
Enforcement
The Board President and Superintendent shall seek guidance from the Board attorney concerning compliance with and enforcement of this policy and State ethics laws. The Board may, as necessary or prudent, appoint an Ethics Advisor for this task.
Written complaints alleging a violation of this policy shall be filed with the Superintendent or Board President. If attempts to correct any misunderstanding or problem do not resolve the matter, the Superintendent or Board President shall, after consulting with the Board attorney, either place the alleged violation on a Board meeting agenda for the Board’s disposition or refer the complainant to Board policy 2:260, Uniform Grievance Procedure. A Board member who is related, either by blood or by marriage, up to the degree of first cousin, to the person who is the subject of the complaint, shall not participate in any decision-making capacity for the Board. If the Board finds it more likely than not that the allegations in a complaint are true, it shall notify the State’s Attorney and/or consider disciplinary action for the employee.
Definitions
Unless otherwise stated, all terms used in this policy have the definitions given in the State Officials and Employees Ethics Act, 5 ILCS 430/1-5.
“Political activity” means:
With respect to an employee whose hours are not fixed, “compensated time” includes any period of time when the employee is on premises under the control of the District and any other time when the employee is executing his or her official duties, regardless of location.
“Prohibited source” means any person or entity who:
“Gift” means any gratuity, discount, entertainment, hospitality, loan, forbearance, or other tangible or intangible item having monetary value including but not limited to, cash, food and drink, and honoraria for speaking engagements related to or attributable to government employment or the official position of a Board member or employee.
LEGAL REF.:
CROSS REF.:
5:120 (Ethics and Conduct)
ADOPTED:
December 9, 2013
The School Board officers are: President, Vice President, Secretary, and Treasurer. These officers are elected or appointed by the Board at its organizational meeting.
President
The Board elects a President from its members for a 1-year term. The duties of the President are to:
The President is permitted to participate in all Board meetings in a manner equal to all other Board members, including the ability to make and second motions.
The Vice President fills a vacancy in the Presidency.
Vice President
The Board elects a Vice President from its members for a 1-year term. The Vice President performs the duties of the President if:
A vacancy in the Vice Presidency is filled by a special Board election.
Secretary
The Board elects a Secretary for a 1-year term. The secretary may be, but is not required to be, a Board member. The Secretary may receive reasonable compensation as determined by the Board before appointment. However, if the secretary is a Board member, the compensation shall not exceed $500 per year, as fixed by the Board at least 180 days before the beginning of the term. The duties of the Secretary are to:
The Secretary may delegate some or all of these duties, except when State law prohibits the delegation. The Board appoints a secretary pro tempore, who may or may not be a Board member, if the Secretary is absent from any meeting or refuses to perform the duties of the office. A permanent vacancy in the office of Secretary is filled by special Board election.
Recording Secretary
The Board may appoint a Recording Secretary who is a staff member. The Recording Secretary shall:
In addition, the Recording Secretary or Superintendent receives notification from Board members who desire to attend a Board meeting by video or audio means.
Treasurer
The Treasurer of the Board shall be either a member of the Board who serves a 1-year term or a non-Board member who serves at the Board’s pleasure.A Treasurer who is a Board member may not be compensated. A Treasurer who is not a Board member may be compensated provided it is established before the appointment. The Treasurer must:
The Treasurer shall:
A vacancy in the Treasurer’s office is filled by Board appointment.
LEGAL REF.:
5 ILCS 120/7 and 420/4A-106.
105 ILCS 5/8-1, 5/8-2, 5/8-3, 5/8-6, 5/8-16, 5/8-17, 5/10-1, 5/10-5, 5/10-7, 5/10-8, 5/10-13, 5/10-13.1, 5/10-14, 5/10-16.5, and 5/17-1.
CROSS REF.:
2:80 (Board Member Oath and Conduct), 2:210 (Organizational School Board Meeting)
ADOPTED:
September 30, 2013
The School Board desires that its individual members learn, understand, and practice effective governance principles. The Board is responsible for Board member orientation and development. Board members have an equal opportunity to attend State and national meetings designed to familiarize members with public school issues, governance, and legislation.
The Board President and/or Superintendent shall provide all Board members with information regarding pertinent education materials, publications, and notices of training or development.
Mandatory Board Member Training
Each Board member is responsible for his or her own compliance with the mandatory training laws that are described below:
The Superintendent or designee shall maintain on the District website a log identifying the complete training and development activities of each Board member, including both mandatory and non-mandatory training.
Board Self-Evaluation
The Board will conduct periodic self-evaluations with the goal of continuous improvement.
New Board Member Orientation
The orientation process for newly elected or appointed Board members includes:
Candidates
The Superintendent or designee shall invite all current candidates for the office of Board member to attend: (1) Board meetings, except that this invitation shall not extend to any closed meetings, and (2) pre-election workshops for candidates.
LEGAL REF.:
5 ILCS 120/1.05 and 120/2.
105 ILCS 5/10-16a and 5/24-16.5.
CROSS REF.:
2:80 (Board Member Oath and Conduct), 2:125 (Board Member Expenses), 2:200 (Types of School Board Meetings)
ADOPTED:
December 9, 2013
On District letterhead
Date
Dear School Board Member:
Congratulations on being asked to serve as a mentor to a new Board member. The goal of the mentoring program is to orient a new Board member to the Board and District and to help him or her be comfortable, develop self-confidence, and become an effective leader. Follow these guidelines to maximize your mentoring effectiveness.
Being a mentor can bring rewards to you, the new Board member, and the District. Thank you for your assistance and commitment.
Sincerely,
School Board President
DATED:
September 30, 2013
District webmaster: Post this template (including the explanatory paragraphs) on the District’s website and update the table as information is provided.
All Illinois school board members must receive training in professional development leadership (P.A. 97-8) and the Open Meetings Act (P.A. 97-504). Mandatory training will also be required after the new teacher evaluation requirements are implemented in each school district. For additional information, see Board policy 2:120, Board Member Development.
The following table contains mandatory and non-mandatory training and development activities that were completed by each Board member. When the training was provided by the Illinois Association of School Boards, the acronym “IASB” follows the listed activity.
Name |
Development and Training Activity and Provider |
Date Completed (beginning in 2012 unless otherwise noted) |
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The Illinois Association of School Boards (IASB) is a voluntary organization of local boards of education dedicated to strengthening the Illinois public schools through local citizen control. Although not a part of State government, IASB is organized by member school boards as a private not-for-profit corporation under authority granted by Article 23 of the School Code. The mission of the IASB is excellence in local school governance in support of quality public education.
For more information regarding IASB and its programs visit www.iasb.com.
DATED:
September 30, 2013
No School Board member may receive compensation for services, except that a Board member serving as the Board Secretary may be paid an amount up to the statutory limit if the Board so provides.
The Board may advance or reimburse members the actual and necessary expenses incurred while attending:
In addition, the Board may reimburse a member for registration fees or tuition for a course that allowed the member to comply with the mandatory training described in policy 2:120, Board Member Development.
Expense reimbursement is not guaranteed and Board members should seek pre-approval of expenses, except in situations when the expense is diminutive. A Board member must return to the District any portion of an expense advance not used. Members must submit an itemized, signed voucher to support any expense advanced or to seek expense reimbursement. The voucher must show the amount of actual expense, attaching receipts if possible. A Board member submitting a bill for a group function should record participating members’ names on the receipt. Money shall not be advanced or reimbursed for: (1) the expenses of any person except the Board member, or (2) anyone’s personal expenses.
The Superintendent shall review the submitted vouchers for compliance with this policy. If any voucher’s compliance appears uncertain, the Superintendent shall notify the Board President or Vice President if the voucher in question is from the President, as well as the Board member who submitted the voucher. The Superintendent shall include the voucher in the monthly list of bills that is presented to the Board for approval or rejection.
Registration
When possible, registration fees will be paid by the District in advance.
Transportation
The least expensive transportation will be used, providing that no hardship will be caused to the Board member. Board members will be reimbursed for:
Hotel/Motel Charges
Board members should request conference rate or mid-fare room accommodations. A single room rate will be reimbursed. Board members should pay personal expenses at checkout. If that is impossible, deductions for the charges should be made on the expense voucher.
Meal Charges
Meal charges to the School District should represent mid-fare selections for the hotel/meeting facility or general area and generally should not exceed $50 per day. Tips are included with the meal charges. Expense vouchers must explain the meal charges incurred.
Miscellaneous Expenses
Board members may seek reimbursement for other expenses incurred while attending a meeting sponsored by organizations described herein by fully describing the expenses on the expense voucher, attaching receipts if possible.
LEGAL REF.:
105 ILCS 5/10-20 and 5/10-22.32.
CROSS REF.:
2:100 (Board Member Conflict of Interest), 2:120 (Board Member Development), 4:50 (Payment Procedures)
ADOPTED:
September 30, 2013
The School Board employs and evaluates the Superintendent and holds him or her responsible for the operation of the District in accordance with Board policies and State and federal law.
The Board-Superintendent relationship is based on mutual respect for their complementary roles. The relationship requires clear communication of expectations regarding the duties and responsibilities of both the Board and Superintendent.
The Board considers the recommendations of the Superintendent as the District’s Chief Executive Officer. The Board adopts policies necessary to provide general direction for the District and to encourage achievement of District goals. The Superintendent develops plans, programs, and procedures needed to implement the policies and directs the District’s operations.
LEGAL REF.:
105 ILCS 5/10-16.7 and 5/10-21.4.
CROSS REF.:
3:40 (Superintendent)
ADOPTED:
September 30, 2013
The School Board welcomes communications from the community. Staff members, parents, and community members should submit questions or communications for the School Board’s consideration to the Superintendent. The Superintendent shall provide the Board with a summary of these questions or communications and provide, as appropriate, his or her feedback regarding the matter. If contacted individually, Board members will refer the person to the appropriate level of authority, except in unusual situations. Board members’ questions or communications to staff or about programs will be channeled through the Superintendent’s office. Board members will not take private action that might compromise the Board or District. There is no expectation of privacy for any communication sent to the Board or its members individually, whether sent by letter, email, or other means.
Board Member Use of Electronic Communications
For purposes of this section, electronic communications includes, without limitation, electronic mail, electronic chat, instant messaging, texting, and any form of social networking. Electronic communications to, by, and among Board members, in their capacity as Board members, shall not be used for the purpose of discussing District business. Electronic communications among Board members shall be limited to: (1) disseminating information, and (2) messages not involving deliberation, debate, or decision-making. Electronic communications may contain:
LEGAL REF.:
5 ILCS 120/.
CROSS REF.:
2:220 (School Board Meeting Procedure), 3:30 (Chain of Command), 8:110 (Public Suggestions and Concerns)
ADOPTED:
September 30, 2013
The School Board is authorized to discuss District business only at a properly noticed Board meeting (Open Meetings Act, 5 ILCS 120/). Other than during a Board meeting, a majority or more of a Board quorum may not engage in contemporaneous interactive communication, whether in person or electronically, to discuss District business. This Guidance assumes a Board has seven members and covers issues arising from Board policy 2:140, Communications To and From the Board.
Communications Outside of a Properly Noticed Board Meeting
When Must Email Be Retained?
According to the Freedom of Information Act, a public record is any recorded information, regardless of physical form, “having been prepared by or for, or having been or being used by, received by, in the possession of, or under the control of any public body,” (5 ILCS 140/2). Email sent or received by Board members may be, depending on the content, subject to disclosure as a public record. Accordingly, Board members must be able to distinguish between official record and non-record messages. Important: According to the binding Ill. Public Access Opinion No. 11-6, electronic communications concerning the transaction of public business are public records subject to disclosure under FOIA even if they were sent from or received by an electronic device owned by a member of a public body, rather than the public body itself.
Non-Record Messages
Email messages are non-record messages when individual Board members are acting in their individual or personal capacities. Examples of non-record messages include:
Non-record messages are not public records under the Freedom of Information Act and do not need to be stored.
Official Record Messages
Email that qualifies under FOIA as a public record will need to be stored only if it is evidence of the District’s organization, function, policies, procedures, or activities or contains informational data appropriate for preservation (Local Records Act, 50 ILCS 205/). An example is any email from a Board officer concerning a decision made in his or her capacity as an officer. If a Board member uses his or her personal email, he or she must copy this type of email, herein called official record messages, to the appropriate District office where it will be stored on the Board member’s behalf. If made available, Board members should use their email accounts provided by the District and the District will automatically store the official record messages. The District will delete these official record messages as provided in an applicable, approved retention schedule.
Important: Do not destroy any email concerning a topic that is being litigated without obtaining the Board attorney’s direction. In federal lawsuits there is an automatic discovery of virtually all types of electronically created or stored data that might be relevant. Attorneys will generally notify their clients at the beginning of a legal proceeding not to destroy any electronic records that might be relevant. For more discussion of a litigation hold, see 2:250-AP2, Protocols for Record Preservation and Development of Retention Schedules.
DATED: September 30, 2013
The School Board may establish committees to assist with the Board’s governance function and, in some situations, to comply with State law requirements. These committees are known as Board committees and report directly to the Board. Committee members may include both Board members and non-Board members depending on the committee’s purpose.The Board President makes all Board committee appointments unless specifically stated otherwise. Board committee meetings shall comply with the Open Meetings Act. A Board committee may not take final action on behalf of the Board – it may only make recommendations to the Board.
Special Board Committees
A special committee may be created for specific purposes or to investigate special issues. A special committee is automatically dissolved after presenting its final report to the Board or at the Board’s discretion.
Standing Board Committees
A standing committee is created for an indefinite term although its members will fluctuate. Standing committees are:
Nothing in this policy limits the authority of the Superintendent or designee to create and use committees that report to him or her or to other staff members.
LEGAL REF.:
5 ILCS 120.
105 ILCS 5/10-20.14 and 5/14-8.05.
CROSS REF.:
2:110 (Qualifications, Term, and Duties of Board Officers), 2:200 (Types of School Board Meetings), 2:240 (Board Policy Development), 7:190 (Student Discipline), 7:230 (Misconduct by Students with Disabilities)
ADOPTED:
September 30, 2013
The School Board may enter into any agreement for legal services with a specific attorney or law firm. The Board Attorney serves on a retainer or other fee arrangement as determined in advance. The Board Attorney will provide services as described in the agreement for legal services. The District will only pay for legal services that are provided in accordance with the agreement for legal services or are otherwise authorized by this policy or a majority of the Board.
The Superintendent, his or her designee, and Board President, are each authorized to confer with and/or seek the legal advice of the Board Attorney. The Board may authorize a specific member to confer with legal counsel on its behalf.
The Superintendent may authorize the Board Attorney to represent the District in any legal matter until the Board has an opportunity to consider the matter.
The Board retains the right to consult with or employ other attorneys and to terminate the service of any attorney.
CROSS REF.:
4:60 (Purchases and Contracts)
ADOPTED:
September 30, 2013
The School Board selects architects, engineers, and land surveyors to provide professional services to the District on the basis of demonstrated competence and qualifications, and in accordance with State law.
LEGAL REF.:
Shively v. Belleville Township High School District 201, 769 N.E.2d 1062 (Ill.App.5, 2002), appeal denied.
40 U.S.C. §541.
50 ILCS 510/1 et seq., Local Government Professional Services Selection Act.
105 ILCS 5/10-20.21.
ADOPTED:
September 30, 2013
General
For all meetings of the School Board and its committees, the Superintendent or designee shall satisfy all notice and posting requirements contained herein as well as in the Open Meetings Act. This shall include mailing meeting notifications to news media that have officially requested them and to others as approved by the Board. Unless otherwise specified, all meetings are held in the District’s main office to coincide with the annual calendar. Board policy 2:220, School Board Meeting Procedure, governs meeting quorum requirements.
The Superintendent is designated on behalf of the Board and each Board committee to receive the training on compliance with the Open Meetings Act that is required by Section 1.05(a) of that Act. The Superintendent may identify other employees to receive the training. Each Board member must complete a course of training on the Open Meetings Act as required by Section 1.05(b) or (c) of that Act.
Regular Meetings
The Board announces the time and place for its regular meetings at the beginning of each calendar year. The Superintendent shall prepare and make available the calendar of regular Board meetings. The regular meeting calendar may be changed with 10 days’ notice in accordance with State law.
A meeting agenda shall be posted at the District’s main office and the Board’s meeting room, or other location where the meeting is to be held, at least 48 hours before the meeting.
Closed Meetings
The Board and Board committees may meet in a closed meeting to consider the following subjects:
The Board may hold a closed meeting, or close a portion of a meeting, by a majority vote of a quorum, taken at an open meeting. The vote of each Board member present, and the reason for the closed meeting, will be publicly disclosed at the time of the meeting and clearly stated in the motion and the meeting minutes.
A single motion calling for a series of closed meetings may be adopted when such meetings will involve the same particular matters and are scheduled to be held within 3 months of the vote.
No final Board action will be taken at a closed meeting.
Reconvened or Rescheduled Meetings
A meeting may be rescheduled or reconvened. Public notice of a rescheduled or reconvened meeting shall be given in the same manner as that for a special meeting, except that no public notice is required when the original meeting is open to the public and: (1) is to be reconvened within 24 hours, or (2) an announcement of the time and place of the reconvened meeting was made at the original meeting and there is no change in the agenda.
Special Meetings
Special meetings may be called by the President or by any 3 members of the Board by giving notice thereof, in writing, stating the time, place, and purpose of the meeting to remaining Board members by mail at least 48 hours before the meeting, or by personal service at least 24 hours before the meeting.
Public notice of a special meeting is given by posting a notice at the District’s main office at least 48 hours before the meeting and by notifying the news media that have filed a written request for notice. A meeting agenda shall accompany the notice.
All matters discussed by the Board at any special meeting must be related to a subject on the meeting agenda.
Emergency Meetings
Public notice of emergency meetings shall be given as soon as practical, but in any event, before the meeting to news media that have filed a written request for notice.
Posting on the District Website
In addition to the other notices specified in this policy, the Superintendent or designee shall post the following on the District website: (1) the annual schedule of regular meetings, which shall remain posted until the Board approves a new schedule of regular meetings; (2) a public notice of all Board meetings; and (3) the agenda for each meeting which shall remain posted until the meeting is concluded.
LEGAL REF.:
5 ILCS 120/, Open Meeting Act.
5 ILCS 140/, Freedom of Information Act.
105 ILCS 5/10-6 and 5/10-16.
CROSS REF.:
2:110 (Qualifications Term, and Duties of Board Officers), 2:120 (Board Member Development), 2:210 (Organizational School Board Meetings), 2:220 (School Board Meeting Procedure), 2:230 (Public Participation at School Board Meetings and Petitions to the Board), 6:235 (Access to Electronic Networks)
ADOPTED:
September 30, 2013
During a March meeting in odd-numbered years, the School Board establishes a date for its organizational meeting to be held sometime after the election authority canvasses the vote, but within 28 days after the consolidated election. The consolidated election is held on the first Tuesday in April of odd-numbered years. If, however, that date conflicts with the celebration of Passover, the consolidated election is postponed to the first Tuesday following the last day of Passover. At the organizational meeting the following shall occur:
During an April Board meeting in even-numbered years, the Board considers organizational matters, such as, selecting individual members to fill offices with terms that expire this or the next month and fixing a time and date for its regular meetings.
LEGAL REF.:
10 ILCS 5/2A-1 et seq.
105 ILCS 5/10-5, 5/10-16, and 5/10-16.5.
CROSS REF.:
2:30 (School District Elections), 2:110 (Qualifications, Term, and Duties of Board Officers), 2:200 (Types of School Board Meetings), 2:220 (School Board Meeting Procedure), 2:230 (Public Participation at School Board Meetings and Petitions to the Board)
ADOPTED:
September 30, 2013
Agenda
The School Board President is responsible for focusing the Board meeting agendas on appropriate content. The Superintendent shall prepare agendas in consultation with the Board President. The President shall designate a portion of the agenda as a consent agenda for those items that usually do not require discussion or explanation before Board action. Upon the request of any Board member, an item will be withdrawn from the consent agenda and placed on the regular agenda for independent consideration.
Each Board meeting agenda shall contain the general subject matter of any item that will be the subject of final action at the meeting. Any Board member may submit suggested agenda items to the Board President for his or her consideration for an upcoming meeting. District residents may suggest inclusions for the agenda. The Board will take final action only on items contained in the posted agenda; items not on the agenda may still be discussed.
The Superintendent shall provide a copy of the agenda, with adequate data and background information, to each Board member at least 48 hours before each meeting, except a meeting held in the event of an emergency. The meeting agenda shall be posted in accordance with Board policy 2:200, Types of School Board Meetings.
The Board President shall determine the order of business at regular Board meetings. Upon consent of a majority of members present, the order of business at any meeting may be changed.
Voting Method
Unless otherwise provided by law, when a vote is taken upon any measure before the Board, with a quorum being present, a majority of the votes cast shall determine its outcome. A vote of abstain or present, or a vote other than yea or nay, or a failure to vote, is counted for the purposes of determining whether a quorum is present. A vote of abstain or present, or a vote other than yea or nay, or a failure to vote, however, is not counted in determining whether a measure has been passed by the Board, unless otherwise stated in law. The sequence for casting votes is rotated.
On all questions involving the expenditure of money and on all questions involving the closing of a meeting to the public, a roll call vote shall be taken and entered in the Board’s minutes. An individual Board member may request that a roll call vote be taken on any other matter; the President or other presiding officer may approve or deny the request but a denial is subject to being overturned by a majority vote of the members present.
Any Board member may include a written explanation of his or her vote in the District file containing individual Board member statements; the explanation will not be part of the minutes.
Minutes
The Board Secretary shall keep written minutes of all Board meetings (whether open or closed), which shall be signed by the President and the Secretary. The minutes include:
The minutes shall be submitted to the Board for approval or modification at its next regularly scheduled open meeting. Minutes for open meetings must be approved within 30 days after the meeting or at the second subsequent regular meeting, whichever is later.
At least semi-annually in an open meeting, the Board: (1) reviews minutes from all closed meetings that are currently unavailable for public release, and (2) decides which, if any, no longer require confidential treatment and are available for public inspection. The Board may meet in a prior closed session to review the minutes from closed meetings that are currently unavailable for public release.
The Board’s meeting minutes must be submitted to the Board Treasurer at such times as the Treasurer may require.
The official minutes are in the custody of the Board Secretary. Open meeting minutes are available for inspection during regular office hours within 10 days after the Board’s approval; they may be inspected in the District’s main office, in the presence of the Secretary, the Superintendent or designee, or any Board member. Minutes from closed meetings are likewise available, but only if the Board has released them for public inspection. The minutes shall not be removed from the Superintendent’s office except by vote of the Board or by court order.
The Board’s open meeting minutes shall be posted on the District website within 10 days after the Board approves them; the minutes will remain posted for at least 60 days.
Verbatim Record of Closed Meetings
The Superintendent, or the Board Secretary when the Superintendent is absent, shall audio record all closed meetings. If neither is present, the Board President or presiding officer shall assume this responsibility. After the closed meeting, the person making the audio recording shall label the recording with the date and store it in a secure location. The Superintendent shall ensure that: (1) an audio recording device and all necessary accompanying items are available to the Board for every closed meeting, and (2) a secure location for storing closed meeting audio recordings is maintained within the District's main office.
After 18 months have passed since being made, the audio recording of a closed meeting is destroyed provided the Board approved: (1) its destruction, and (2) minutes of the particular closed meeting.
Individual Board members may listen to verbatim recordings when that action is germane to their responsibilities. In the interest of encouraging free and open expression by Board members during closed meetings, the recordings of closed meetings should not be used by Board members to confirm or dispute the accuracy of recollections.
Quorum and Participation by Audio or Video Means
A quorum of the Board must be physically present at all Board meetings. A majority of the full membership of the Board constitutes a quorum.
Provided a quorum is physically present, a Board member may attend a meeting by video or audio conference if he or she is prevented from physically attending because of: (1) personal illness or disability, (2) employment or District business, or (3) a family or other emergency. If a member wishes to attend a meeting by video or audio means, he or she must notify the recording secretary or Superintendent at least 24 hours before the meeting unless advance notice is impractical. The recording secretary or Superintendent will inform the Board President and make appropriate arrangements. A Board member who attends a meeting by audio or video means, as provided in this policy, may participate in all aspects of the Board meeting including voting on any item.
Rules of Order
Unless State law or Board-adopted rules apply, the Board President, as the presiding officer, will use Robert’s Rules of Order, Newly Revised (10th Edition), as a guide when a question arises concerning procedure.
Broadcasting and Recording Board Meetings
Any person may record or broadcast an open Board meeting. Special requests to facilitate recording or broadcasting an open Board meeting, such as seating, writing surfaces, lighting, and access to electrical power, should be directed to the Superintendent at least 24 hours before the meeting.
Recording meetings shall not distract or disturb Board members, other meeting participants, or members of the public. The Board President may designate a location for recording equipment, may restrict the movements of individuals who are using recording equipment, or may take such other steps as are deemed necessary to preserve decorum and facilitate the meeting.
LEGAL REF.:
5 ILCS 120/2a, 120/2.02, 120/2.05, and 120/2.06.
105 ILCS 5/10-6, 5/10-7, 5/10-12, and 5/10-16.
CROSS REF.:
2:200 (Types of School Board Meetings), 2:150 (Committees), 2:210 (Organizational School Board Meeting), 2:230 (Public Participation at School Board Meetings and Petitions to the Board)
ADOPTED:
September 30, 2013
The following procedures govern the verbatim audio recordings and minutes of School Board meetings that are closed to the public.
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Action |
Before any Board meeting: Superintendent or designee |
Arranges to have an audio recording device with extra recording tapes and a back-up audio recording device in the Board meeting room during every Board meeting regardless of whether a closed meeting is scheduled. The Board may close a portion of a public meeting without prior notice; it cannot, however, have a closed meeting unless it can record the session. |
Before a closed meeting: Board President or presiding officer |
On the closed meeting date: (1) convenes an open meeting, (2) requests a motion to adjourn into closed meeting making sure the reason for the meeting is identified in the motion, (3) takes a roll call vote, (4) asks that the minutes record the vote of each member present and the reason for the closed meeting with a citation to the specific exception contained in the Open Meetings Act authorizing the closed meeting (5 ILCS 120/2a), and (5) adjourns the open meeting. |
Before a closed meeting: Superintendent or Board Secretary |
Immediately before a closed meeting, tests and activates the audio recording device. |
During a closed meeting: Board President or presiding officer |
Convenes the closed meeting stating: Seeing a quorum of the Board of Education gathered today, ___ date, at ___o’clock, at ____ location, for the purpose of holding a closed meeting in order to confidentially discuss ___, I call the meeting to order. In order to record who is present, I request that each individual state his or her name and position with the District. Limits discussion to the topics that were included in the motion to go into a closed meeting. The failure to immediately call a person out-of-order who strays from the purposes included in the motion may result in an appearance of acquiescence. This responsibility to call a person out-of-order falls on each Board member in the event of the President’s failure. Once the closed meeting is finished, announces a return to an open meeting or adjournment, and states the time. |
After a closed meeting: Superintendent or Board Secretary |
Takes possession of the audio recording of the closed meeting and labels it with identification information, specifically the date and items discussed. Adds the identification information contained on the audio recording’s label to a cumulative list of closed meeting recordings. As soon as possible, puts the recording of the closed meeting in the previously identified secure location for storing recordings of closed meetings. Prepares written closed meeting minutes that include: {C}{C}{C} · {C}{C} The date, time, and place of the closed meeting {C}{C}{C} · {C}{C} The Board members present and absent {C}{C}{C} · {C}{C} A summary of discussion on all matters proposed or discussed {C}{C}{C} · {C}{C} The time the closed meeting was adjourned |
After a closed meeting: School Board |
Approves the previous closed meeting minutes at the next open meeting. |
In preparation for the semi-annual review: Superintendent or designee |
Prepares a recommendation concerning the continued need for confidential treatment of closed meeting minutes; includes this recommendation in the packet for the meeting in which the Board will conduct its semi-annual review. This step is in preparation of the Board’s meeting to decide whether the need for confidential treatment of specific closed meeting minutes continues to exist. If the Board wants to discuss closed meeting minutes in closed session, places “review of unreleased closed meeting minutes” on a closed meeting agenda. Places “result of Board’s review of unreleased closed meeting minutes” as an item on a subsequent open meeting agenda. |
In preparation for the semi-annual review: Individual Board members |
Before the meeting in which the Board will conduct its semi-annual review, examines the material supplied by the Superintendent. Individual Board members should consider: (1) the Superintendent’s recommendation, (2) the recommendation of the Board Attorney, (3) other Board members’ opinions, (4) the minutes themselves, and/or (5) whether the minutes would be exempted from public disclosure under the Illinois Freedom of Information Act. |
During the semi-annual review: School Board |
The Board decides in open session whether: (1) the need for confidentiality still exists as to all or part of closed meeting minutes, or (2) the minutes or portions thereof no longer require confidential treatment and are available for public inspection. The Board may have an earlier meeting in closed session to discuss the continued need for confidential treatment. |
After the semi-annual review: Superintendent or designee |
Re-labels and re-files closed meeting minutes as appropriate. |
Monthly: Board President |
Adds “destruction of closed meeting audio recording” as an agenda item to an upcoming open meeting. |
Monthly: School Board |
Approves the destruction of particular closed meeting recording(s) that are at least 18 months old and for which approved minutes of the closed meeting already exist. |
LEGAL REF.:
5 ILCS 120/1 et seq.
DATED:
September 30, 2013
Motion to Adjourn to Closed Meeting
Date: |
Time: |
Location: |
A motion was made by ______________________________________________ , and seconded by ______________________________________________, to adjourn to closed meeting to discuss:
Closed Meeting Roll Call:
“Yeas” |
“Nays” |
Motion: Carried Failed
DATED: September 30, 2013
2:220-E3 - Exhibit - Closed Meeting Minutes [1]
Closed Meeting Minutes
Date: |
Time: |
Location: |
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Name of person(s) taking and recording the minutes: |
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Name of person presiding: |
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Members in attendance: |
Members absent: |
Summary of the discussion on all matters: |
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Time of adjournment or return to open meeting: |
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The School Board, during its semi-annual review of closed session minutes, has decided these minutes no longer need confidential treatment. |
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These minutes are available for public inspection as of:____________________________ . (Date) |
[1] The required inclusions for closed meeting minutes are:
1.The meeting’s date, time, and place;
2.Board members recorded as either present or absent;
3.A summary of the discussion on the topic(s) specified in the vote to hold the closed meeting; and
4.If the vote to close the meeting was to discuss litigation that is probable or imminent, the basis for that finding.
2:220-E4 - Exhibit - Open Meeting Minutes [2]
Meeting Minutes Protocol
Open Meeting Minutes
Approval of Agenda
List any items removed from the consent agenda:
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Motion made by: |
Motion: To approve |
To add items as follows: (No action may be taken on new agenda items.)
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Motion seconded by:_____________________________________________________________ |
Action: Passed Failed |
Approval of Previous Meeting Minutes (Needed only if this item is not on the consent agenda.)
Minutes from the Board meeting held on: |
Motion made by: |
Motion: To approve |
To approve subject to incorporation of the following amendment(s):
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Motion seconded by:_____________________________________________________________ |
Action: Passed Failed |
Approval of Items on Consent Agenda (Delete if the Board does not use a consent agenda.)
Summary of discussion:
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Motion to approve the consent agenda made by: |
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Motion seconded by:_____________________________________________________________ |
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Roll Call: (Needed when consent agenda contains an item involving the expenditure of money.) |
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“Yeas” |
“Nays” |
Action: Passed Failed |
Public Comments (Reproduce this section for each individual making a comment.)
The following individual appeared and commented on the topic noted below: (Include the title of any documents presented to the Board.)
Name: |
Topic: |
Remaining Agenda Items (Reproduce this section for each agenda item.)
Agenda item: |
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Summary of discussion:
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Motion made by: |
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Motion to: |
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Motion seconded by:_____________________________________________________________ |
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Action: Passed Failed |
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(If a roll call vote occurred, record the vote of individual Board members.) |
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“Yeas” |
“Nays” |
If Applicable, Approval of Motion to Adjourn to Closed Meeting (Insert 2:220-E2, Motion to Adjourn to Closed Meeting.)
Approval of Motion to Adjourn
Motion to adjourn made by: |
Motion seconded by:______________________________________________________________ |
Action: Passed Failed |
Time of adjournment: |
Post-Meeting Action
Date minutes approved: |
Date minutes were available for public inspection: |
Date minutes were posted on District website: |
DATED:
September 30, 2013
[2] Other than the required inclusions, the listed meeting protocols are at the board’s discretion. They should facilitate a discussion and common understanding concerning what the board wants recorded in its meeting minutes. The required inclusions for meeting minutes are: (5 ILCS 120/2.06)
Logging and Review Process
Step 1.The Board Secretary or Recording Secretary maintains a log of the closed meeting minutes that are unavailable for public inspection. The meeting minutes are logged according to the reason the Board held the closed meeting. 2:220-E6, Log of Closed Meeting Minutes.
Step 2.The Board meets in closed session to review the log of unreleased closed meeting minutes. The Board or Recording Secretary brings a copy of all unreleased closed meeting minutes and, if requested, allows Board members to review the actual minutes. The Board identifies which closed meeting minutes or portions thereof no longer need confidential treatment. Use Report Following the Board’s Semi-Annual Review of Closed Meeting Minutes, below.
Step 3.At least semi-annually in an open meeting, the Board takes action to release for public inspection those minutes, or portions thereof, no longer needing confidential treatment. Use Action to Accept, below. Closed meeting minutes will not be released for public inspection if confidential treatment is needed to protect the public interest or the privacy of an individual, including: (1) student disciplinary cases or other matters relating to an individual student, and (2) personnel files and employees’ and Board members’ personal information.
Step 4.The Board or Recording Secretary: (1) updates the log of unreleased closed meeting minutes to remove any minutes that the Board made available for public inspection; (2) makes a notation on any applicable closed meeting minutes of the Board’s action to release it or a portion of it for public inspection; and (3) continues to log new closed meeting minutes that the Board has not released for public inspection. 2:220-E6, Log of Closed Meeting Minutes.
Report Following the Board’s Semi-Annual Review of Closed Meeting Minutes
The School Board met on __________________ in closed session to conduct its semi-annual review of closed meeting minutes that have not been released for public inspection.
The closed meeting minutes, or portions thereof, from the following dates no longer require confidential treatment: (insert closed meeting dates)
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The need for confidentiality still exists as to all remaining closed meeting minutes to protect an individual’s privacy or the District’s interests.
Action to Accept the Board’s Semi-Annual Review of Closed Meeting Minutes
Open meeting date: |
Motion to approve the Board’s semi-annual review of unreleased closed meeting minutes and to release for public inspection those minutes, or portions thereof, that the Board identified as no longer needing confidential treatment made by: |
Motion seconded by: |
Action: Passed Failed |
DATED: September 30, 2013
The purpose of this log is to facilitate the Board’s semi-annual review of closed meeting minutes. See 2:220-E5, Semi-Annual Review of Closed Meeting Minutes.
The Board Secretary or Recording Secretary shall maintain a list of closed meeting minutes, arranged according to the reason for the closed meeting, that have not been released for public inspection.
Closed Session Held to Discuss: |
Dates of Closed Sessions |
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Specific employee(s) or District legal counsel. 5 ILCS 120/2(c)(1). |
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Collective negotiating matters or deliberations concerning salary schedules for one or more classes of employees. 5 ILCS 120/2(c)(2). |
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Selection of a person to fill a vacancy on the Board. 5 ILCS 120/2(c)(3). |
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Evidence or testimony presented in a hearing where authorized by law. 5 ILCS 120/2(c)(4). |
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Purchase or lease of real property. 5 ILCS 120/2(c)(5). |
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Setting of a price for sale or lease of District property. 5 ILCS 120/2(c)(6). |
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Sale or purchase of securities, investments, or investment contracts. 5 ILCS 120/2(c)(7). |
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Security procedures and the use of personnel and equipment to respond to an actual, a threatened, or a reasonably potential danger. 5 ILCS 120/2(c)(8). |
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Student disciplinary cases. 5 ILCS 120/2(c)(9). Minutes of meetings held for this reason shall never be released to protect the individual student’s privacy. |
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Any matter involving an individual student. 5 ILCS 120/2(c)(10). Minutes of meetings held for this reason shall never be released to protect the individual student’s privacy. |
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Litigation, when an action against, affecting, or on behalf of the District has been filed and is pending before a court or administrative tribunal, or when the Board finds that an action is probable or imminent. 5 ILCS 120/2(c)(11). |
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Establishment of reserves or settlement of claims as provided in the Local Government and Governmental Employees Tort Immunity Act or discussion of claims, loss or risk management information, records, data, advice or communications from or with respect to any insurer of the District or any intergovernmental risk management association or self insurance pool. 5 ILCS 120/2(c)(12). |
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Self-evaluation, practices and procedures or professional ethics, when meeting with an IASB representative. 5 ILCS 120/2(c)(16). |
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Minutes of meetings lawfully closed, whether for purposes of approval or semi-annual review. 5 ILCS 120/2(c)(21). |
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Meetings between internal or external auditors and governmental audit committees, finance committees, and their equivalents, when the discussion involves internal control weaknesses, identification of potential fraud risk areas, known or suspected frauds, and fraud interviews conducted in accordance with generally accepted auditing standards of the United States of America. 5 ILCS 120/2(c)(29). |
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DATED: September 30, 2013
At each regular and special open meeting, members of the public and District employees may comment to or ask questions of the School Board, subject to reasonable constraints.
The individuals appearing before the Board are expected to follow these guidelines:
Petitions or written correspondence to the Board shall be presented to the Board in the next regular Board packet.
LEGAL REF.:
5 ILCS 120/2.06.
105 ILCS 5/10-6 and 5/10-16.
CROSS REF.:
2:220 (School Board Meeting Procedure), 8:10 (Connection with the Community), 8:30 (Visitors to and Conduct on School Property)
ADOPTED:
September 30, 2013
The School Board governs using written policies. Written policies ensure legal compliance, establish Board processes, articulate District ends, delegate authority, and define operating limits. Board policies also provide the basis for monitoring progress toward District ends.
Policy Development
Anyone may propose new policies, changes to existing policies, or deletion of existing policies. Staff suggestions should be processed through the Superintendent. Suggestions from all others should be made to the Board President or the Superintendent.
The Superintendent is responsible for: (1) providing relevant policy information and data to the Board, (2) notifying those who will implement or be affected by or required to implement a proposed policy and obtaining their advice and suggestions, and (3) having policy recommendations drafted into written form for Board deliberation. The Superintendent shall seek the counsel of the Board Attorney when appropriate.
Policy Adoption and Dissemination
Policies or policy revisions will not be adopted at the Board meeting at which they are first introduced, except when: (1) appropriate for a consent agenda because no Board discussion is required, or (2) necessary or prudent in order to meet emergency or special conditions or to be legally compliant. Further Board consideration will be given at a subsequent meeting(s) and after opportunity for community input. The adoption of a policy will serve to supersede all previously adopted policies on the same topic.
The Board policies are available for public inspection in the District’s main office during regular office hours. Copy requests should be made pursuant to Board policy 2:250, Access to District Public Records.
Board Policy Review and Monitoring
The Board will periodically review its policies for relevancy, monitor its policies for effectiveness, and consider whether any modifications are required. The Board may use an annual policy review and monitoring calendar.
Superintendent Implementation
The Board will support any reasonable interpretation of Board policy made by the Superintendent. If reasonable minds differ, the Board will review the applicable policy and consider the need for further clarification.
In the absence of Board policy, the Superintendent is authorized to take appropriate action.
Suspension of Policies
The Board, by a majority vote of members present at any meeting, may temporarily suspend a Board policy except those provisions that are controlled by law or contract. The failure to suspend with a specific motion does not invalidate the Board action.
LEGAL REF.:
105 ILCS 5/10-20.5.
CROSS REF.:
2:150 (Committees), 2:250 (Access to District Public Records), 3:40 (Superintendent)
ADOPTED:
September 30, 2013