200 - School Board

The policies in category 200 pertain to the School Board and its role and functions.

201 - Legal Status of the School Board

POLICY #201

LEGAL STATUS OF THE SCHOOL BOARD



I. PURPOSE

The care, management, and control of the schools is vested by statutory and constitutional authority in the school board. The school board shall carry out the mission of the school district with diligence, prudence, and dedication to the ideals of providing the finest public education. The purpose of this policy is to define the authority, duties, and powers of the school board in carrying out its mission.

202 - School Board Officers

 

                                                                                                                                              

                                                                                                                     POLICY #202

SCHOOL BOARD OFFICERS

I.         PURPOSE

School board officers are charged with the duty of carrying out the responsibilities entrusted to them for the care, management, and control of the public schools of the school district.  The purpose of this policy is to delineate those responsibilities.

II.        GENERAL STATEMENT OF POLICY

A.        The school board shall meet annually and organize by selecting a chair, a clerk, a treasurer, and such other officers as determined by the school board.  At its option, the school board may appoint a vice-chair to serve in the temporary absence of the chair.

B.        The school board shall appoint a superintendent who shall be an ex officio, nonvoting member of the school board.

III.      ORGANIZATION

The school board shall meet annually on the first Monday in January, or as soon thereafter as practicable, and organize by selecting a chair, a clerk, a treasurer, and such other officers as determined by the school board.  These officers shall hold office for one year and until their successors are elected and qualify.

A.        The persons who perform the duties of clerk and treasurer need not be members of the school board.

B.        The school board by resolution may combine the duties of the offices of clerk and treasurer in a single person in the office of business affairs.

IV.      OFFICER’S RESPONSIBILITIES

                      A.        Chair

1.         The chair when present shall preside at all meetings of the school board, countersign all orders upon the treasurer for claims allowed by the school board, represent the school district in all actions, and perform all duties a chair usually performs.

2.         In case of absence, inability, or refusal of the clerk to draw orders for the payment of money authorized by a vote of the majority of the school board to be paid, the chair may draw the orders, or the office of the clerk may be declared vacant by the chair and treasurer and filled by appointment.

B.        Treasurer

1.         The treasurer shall deposit the funds of the school district in the official depository.

2.         The treasurer shall make all reports which may be called for by the school board and perform all duties a treasurer usually performs.

3.         In the event there are insufficient funds on hand to pay valid orders presented to the treasurer, the treasurer shall receive, endorse, and process the orders in accordance with Minn. Stat. § 123B.12.

                     C.        Clerk

1.         The clerk shall keep a record of all meetings in the books provided.

2.         Within three days after an election, the clerk shall notify all persons elected of their election.

3.         On or before September 15 of each year, the clerk shall:

a.         file with the school board a report of the revenues, expenditures, and balances in each fund for the preceding fiscal year.

b.         make and transmit to the commissioner certified reports, showing:

(1)       revenues and expenditures in detail, and such other financial information required by law, rule, or as may be called for by the commissioner;

(2)       length of school term and enrollment and attendance by grades; and

(3)       other items of information as called for by the commissioner.

4.         The clerk shall enter into the clerk’s record book copies of all reports and of the teachers’ term reports, and of the proceedings of any meeting, and keep an itemized account of all expenses of the school district.

5.         The clerk shall furnish to the county auditor, on or before September 30 of each year, an attested copy of the clerk’s record, showing the amount of proposed property tax voted by the school district or the school board for school purposes.

6.         The clerk shall draw and sign all orders upon the treasurer for the payment of money for bills allowed by the school board for salaries of officers and for teachers’ wages and all claims, to be countersigned by the chair.

7.         The clerk shall perform such duties as required by the Minnesota Election Law or other applicable laws relating to the conduct of elections.

8.         The clerk shall perform the duties of the chair in the event of the chair’s and the vice-chair’s temporary absences.

D.        Vice-Chair

The vice-chair shall perform the duties of the chair in the event of the chair’s temporary absence.

                      E.         Superintendent

1.         The superintendent shall be an ex officio, nonvoting member of the school board.

2.         The superintendent shall perform the following:

a.         visit and supervise the schools in the school district, report and make recommendations about their condition when advisable or on request by the school board;

b.         recommend to the school board employment and dismissal of teachers;

c.         annually evaluate each school principal assigned responsibility for supervising a school building within the district;

d.         superintend school grading practices and examinations for promotions;

e.         make reports required by the commissioner; and

f.          perform other duties prescribed by the school board.

Source:                       Cambridge-Isanti Schools

Legal References:      Minn. Stat. § 123B.12 (Finance)

    Minn. Stat. § 123B.14 (Officers)

    Minn. Stat. § 123B.143 (Superintendent)

    Minn. Stat. § 126C.17 (Referendum Revenue)

    Minn. Stat. Ch. 205A (School District Elections)

Cross References:     Policy 101 (Legal Status of the School District)

    Policy 201 (Legal Status of the School Board)

    Policy 203 (Operation of the School Board – Governing Rules)

                                    MSBA Service Manual, Chapter 1, School District Governance, Powers

                                    and Duties

Reviewed:                   7-22-10, 8-23-12, 09-18-14, 03-23-17

Approved:                   8-19-10, 9-20-12, 10-23-14, 04-20-17

 

203 - Operation of the School Board (Governing Rules)

POLICY #203

OPERATION OF THE SCHOOL BOARD – GOVERNING RULES



I. PURPOSE

The purpose of this policy is to provide governing rules for the conduct of meetings of the school board.

203.1 - School Board Procedures (Rules of Order)

POLICY #203.1

SCHOOL BOARD PROCEDURES RULES OF ORDER



I. PURPOSE

The purpose of this policy is to provide specific rules of order to conduct meetings of the school board.

203.2 - Order of the Regular School Board Meeting

POLICY #203.2

ORDER OF THE REGULAR SCHOOL BOARD MEETING



I. PURPOSE

The purpose of this policy is to ensure consistency in the order of business at regular school board meetings.

203.5 - School Board Meeting Agenda

POLICY #203.5

SCHOOL BOARD MEETING AGENDA



I. PURPOSE

The purpose of this policy is to provide procedures for the preparation of the school board meeting agenda to ensure that the school board can accomplish its business as efficiently and expeditiously as possible.

203.6 - Consent Agendas

POLICY #203.6

CONSENT AGENDAS



I. PURPOSE

The purpose of this policy is to allow the use of a consent agenda.

203.7 - School Board Compensation Policy

POLICY #203.7

SCHOOL BOARD COMPENSATION POLICY

School Board members will be compensated as follows effective January 1, 2009:

1. School Board members will receive $250 per month for regular and special School Board meetings and study sessions. The $250 also includes all non-pen and paper meetings that may or may not be Board-related that Board members are asked to represent or attend. This includes, but is not limited to, any school building Adopt-A-School visits, student and staff recognition/award programs, school open houses, and back-to-school workshops.

2. Board members will receive $65 for participating in all standing, ad hoc and Representative Committees under four hours, and $130 for committee meetings over four hours. Board members will receive this same compensation for attending any MSBA/NSBA sponsored meetings or other board-related pen and paper meetings. Board members will receive this same compensation for attending any Board-related educational meetings, seminars, and conventions approved by the Board Chair.

3. The chair, clerk and treasurer will receive an additional stipend per month as follows:

          Chair $100.00

          Clerk $ 60.00

          Treasurer $ 60.00

     Responsibilities included with this compensation:

          * Review and sign school documents.

          * Chair to meet with Superintendent prior to Board meetings to review agenda.

          * Clerk to prepare meeting minutes in absence of Board secretary.

          * Treasurer to meet with Director of Finance once per month.

In addition, the following will apply to events requiring travel outside the School District:

  • Mileage will be paid at the current District rate for travel outside of the District only when District transportation is not provided. If a Board member decides to drive his/her own vehicle when District transportation is provided, the Board member will not be reimbursed for mileage.
  • Lodging and other prudent travel related expenses (meals, parking, etc.) will be paid when overnight stays are unavoidable or make economic sense.
  • One travel day will be paid for School Board related activities (i.e., NSBA Convention) requiring significant overnight travel time.

The following activities are not eligible for reimbursement:

  •  Social functions (e.g. School Board seasonal parties, retirement parties).
  •  School activities/meetings where the School Board has not been officially invited or requested to attend.
  •  Informal meetings with school personnel.
  •  Phone calls related to School Board activities.

Source: Independent School District No. 911, Cambridge, MN

Reviewed: 12-20-01, 4-20-06, 1-17-07, 11-20-08, 2-18-10, 09-18-14, 11-20-14, 01-06-16

Approved: 2-19-87, 2-21-91, 1-4-01, 1-24-02, 5-18-06, 2-22-07, 12-18-08, 3-18-10, 12-18-14, 01-06-16

204 - School Board Meeting Minutes

POLICY #204

SCHOOL BOARD MEETING MINUTES

[Note: The provisions of this policy are required by statute.]



I. PURPOSE

The purpose of this policy is to establish procedures relating to the maintenance of records of the school board and the publication of its official proceedings.

205 - Open Meetings and Closed Meetings

POLICY #205

OPEN MEETINGS AND CLOSED MEETINGS



I. PURPOSE

A. The school board embraces the philosophy of openness in the conduct of its business, in the belief that openness produces better programs, more efficiency in administration of programs, and an organization more responsive to public interest and less susceptible to private interest. The school board shall conduct its business under a presumption of openness. At the same time, the school board recognizes and respects the privacy rights of individuals as provided by law. The school board also recognizes that there are certain exceptions to the Minnesota Open Meeting Law as recognized in statute where it has been determined that, in limited circumstances, the public interest is best served by closing a meeting of the school board.



B. The purpose of this policy is to provide guidelines to assure the rights of the public to be present at school board meetings, while also protecting the individual’s rights to privacy under law, and to close meetings when the public interest so requires as recognized by law.

206 - Public Participation in School Board Meetings

206-1

POLICY #206

PUBLIC PARTICIPATION IN SCHOOL BOARD MEETINGS/COMPLAINTS ABOUT PERSONS AT SCHOOL BOARD MEETINGS AND DATA PRIVACY CONSIDERATIONS



I. PURPOSE

A. The school board recognizes the value of participation by the public in deliberations and decisions on school district matters. At the same time, the school board recognizes the importance of conducting orderly and efficient proceedings, with opportunity for expression of all participants’ respective views.



B. The purpose of this policy is to provide procedures to assure open and orderly public discussion as well as to protect the due process and privacy rights of individuals under the law.

207 - Public Hearings

POLICY #207

PUBLIC HEARINGS



I. PURPOSE

The school board recognizes the importance of obtaining public input on matters properly before the school board. The purpose of this policy is to establish procedures to efficiently receive public input.

208 - Development, Adoption, and Implementation of Policies

POLICY #208

DEVELOPMENT, ADOPTION, AND IMPLEMENTATION OF POLICIES



I. PURPOSE

The purpose of this policy is to emphasize the importance of the policy-making role of the school board and provide the means for it to continue to be an ongoing effort.

209 - Code of Ethics

POLICY #209

CODE OF ETHICS



I. PURPOSE

The purpose of this policy is to assist the individual school board member in understanding his or her role as part of a school board and in recognizing the contribution that each member must make to develop an effective and responsible school board.

210 - Conflict of Interest - School Board Members

POLICY #210

CONFLICT OF INTEREST – SCHOOL BOARD MEMBERS

[Note: The provisions of this policy substantially reflect legal requirements.]



I. PURPOSE

The purpose of this policy is to observe state statutes regarding conflicts of interest and to engage in school district business activities in a fashion designed to avoid any conflict of interest or the appearance of impropriety.

211 - Criminal or Civil Action Against School District, School Board Member, Employee, or Student

POLICY #211

CRIMINAL OR CIVIL ACTION AGAINST SCHOOL DISTRICT, SCHOOL BOARD MEMBER, EMPLOYEE, OR STUDENT



I. PURPOSE

The purpose of this policy is to provide guidance as to the school district’s position, rights, and responsibilities when a civil or criminal action is pending against the school district, or a school board member, school district employee, or student.

212 - School Board Member Development

POLICY #212

SCHOOL BOARD MEMBER DEVELOPMENT



I. PURPOSE

In recognition of the need for continuing in-service training and development for its members, the purpose of this policy is to encourage the members of the school board to participate in professional development activities designed for them so that they may perform their responsibilities.

213 - School Board Committees

 

                                                                                                                       

                                                                                              POLICY #213

SCHOOL BOARD COMMITTEES

I.         PURPOSE

The purpose of this policy is to provide for the structure and the operation of committees or subcommittees of the school board.

II.        GENERAL STATEMENT OF POLICY

A.        It is the policy of the school board to designate school board committees or subcommittees when it is determined that a committee process facilitates the mission of the school board.

B.        The school board has determined that certain permanent standing committees, as described in this policy, do facilitate the operation of the school board and the school district.

C.        A school board committee or subcommittee will be formed by school board resolution which shall outline the duties and purpose of the committee or subcommittee.

D.        A committee or subcommittee is advisory in nature and has only such authority as specified by the school board.

E.         The school board will receive reports or recommendations from a committee or subcommittee for consideration.  The school board, however, retains the right and has the duty to make all final decisions related to such reports or recommendations.

F.         The school board also may establish such ad hoc committees for specific purposes as it deems appropriate.

G.        The school board reserves the right to limit, create or abolish any standing or ad hoc committee as it deems appropriate.

H.        A committee of the school board shall not appoint a subcommittee of that committee without approval of the school board.

III.      APPOINTMENT OF COMMITTEES

A.        The school board hereby appoints the following standing committees:

1. Finance 2. Long Range Facilities Planning 3. Long Range Facilities Planning 3. Negotiations Committee(s) for various employee groups certified and non-certified 4. Policy Review Committee 5. Human Resources/Supt. Evaluation 6. Rum River Special Ed Cooperative 7. Meet and Confer 8. Strategic Planning

B.          The school board will establish, by resolution, for each standing or ad hoc committee the number of members, the term and the charge or mission of each such committee.

C.          The school board chair shall appoint the members of each standing or ad hoc committee and designate the chair thereof.

IV.       PROCEDURES FOR SCHOOL BOARD COMMITTEES

A.        All meetings of committees or subcommittees shall be open to the public in compliance with the Open Meeting Law, and notice shall be given as prescribed by law.

B.        A committee or subcommittee shall act only within the guidelines and mission established for that committee or subcommittee by the school board.

C.        The committee or subcommittee shall designate a secretary who will record the minutes of actions of the school board committee.

D.        The power of a committee or subcommittee of the school board is advisory only and is limited to making recommendations to the school board.

E.         A committee or subcommittee of the school board shall, when appropriate, clarify in any dealings with the public that its powers are only advisory to the school board.

Source:                       Cambridge-Isanti Schools

Legal References:      Minn. Stat. Ch. 13D (Open Meeting Law)

Cross References:      Policy 201 (Legal Status of the School Board)

                Policy 203 (Operation of the School Board – Governing Rules)

                MSBA Service Manual, Chapter 13, School Law Bulletin “C” Minnesota’s

                Open Meeting Law)

Reviewed:                   05-22-08, 09-18-14, 03-23-17

Approved:                   06-19-08, 10-23-14, 04-20-17

214 - Out of State Travel By School Board Members

POLICY #214

OUT-OF-STATE TRAVEL BY SCHOOL BOARD MEMBERS

 

I.        PURPOSE

 

The purpose of this policy is to ensure out-of-state travel by school board members complies with applicable law.

 

II.        GENERAL STATEMENT OF POLICY

 

School board members have an obligation to become informed on the proper duties and functions of a school board member, to become familiar with issues that may affect the school district, to acquire a basic understanding of school finance and budgeting, and to acquire sufficient knowledge to comply with federal, state, and local laws, rules, regulations, and school district policies that relate to their functions as school board members.  Occasionally, it may be appropriate for school board members to travel out of state to fulfill their obligations.

 

III.      APPROPRIATE TRAVEL

 

Travel outside the state is appropriate when the school board finds it proper for school board members to acquire knowledge and information necessary to allow them to carry out their responsibilities as school board members.  Travel to regional or national meetings of the National School Boards Association is presumed to fulfill this purpose.  Travel to other out-of-state meetings for which the member intends to seek reimbursement from the school district should be preapproved by the school board.

 

IV.       REIMBURSABLE EXPENSES

 

Expenses to be reimbursed may include transportation, meals, lodging, registration fees, required materials, parking fees, tips, and other reasonable and necessary school district-related expenses.

 

V.        REIMBURSEMENT

 

A.        Requests for reimbursement must be itemized on the official school district form and are to be submitted to the designated administrator.  Receipts for lodging, commercial transportation, registration, and other reasonable and necessary expenses must be attached to the reimbursement form.

 

B.        Automobile travel shall be reimbursed at the mileage rate set by the school board.  Commercial transportation shall reflect economy fares and shall be reimbursed only for the actual cost of the trip.

 

            C.        Amounts to be reimbursed shall be within the school board’s approved budget allocations, including attendance at workshops and conventions.

 

VI.       ESTABLISHMENT OF DIRECTIVES AND GUIDELINES

 

The superintendent shall develop a schedule of reimbursement rates for school district business expenses, including those expenses requiring advance approval and specific rates of reimbursement.  The superintendent shall also develop directives and guidelines to address methods and times for submission of requests for reimbursement.

Cambridge-Isanti Schools

Legal References:     Minn. Stat. § 123B.09, Subd. 2 (School Board Member Training)

                                    Minn. Stat. § 471.661 (Out-of-State Travel)

                                    Minn. Stat. § 471.665 (Mileage Allowances)

                                    Minn. Op. Atty. Gen. 1035 (Aug. 23, 1999) (Retreat Expenses)

    Minn. Op. Atty. Gen. 161b-12 (Aug. 4, 1997) (Transportation Expenses)

 

Cross References:      Policy 212 (School Board Member Development)

      Policy 412 (Expense Reimbursement)

Reviewed:                   4-20-06, 09-18-14, 11-16-17

Approved:                   5-18-06, 10-23-14, 11-16-17

215 - Student Representative to School Board

POLICY #215

STUDENT REPRESENTATIVE TO SCHOOL BOARD



To enable members of the school board to gain firsthand reactions from students regarding the decisions that affect students in their educational development, a student representative from Cambridge-Isanti High School to the board is herein authorized. The following are established as policy guidelines.



Selection and Service of Student Representative

1. The role of the student selected is advisory to and not as a voting member of the Board.

2. The student representative(s) may be a student council member or selected from social studies classes as determined by the principal and student council advisor.

3. The student shall serve a one year term corresponding to the school year. In the event it is not possible to serve the entire year, assignments may be changed at the semester.

4. The student will sit with the Board at all regular meetings and study sessions, but will not be permitted to attend closed meetings.

5. The student may attend regional or state school board conferences when ISD #911 School Board members are present.



Rights and Responsibilities of Student Representative

1. The student representative will be bound by all rules and regulations which bind the Board within law.

2. The Board shall reserve the right to bar the participation of the student representative if actions of said representative are unacceptable to the Board.



Limitations

1. The student representative will not be furnished with materials/information pertaining to:

a. Sensitive personnel matters

b. Legal action strategy

c. Negotiations strategy

d. Land acquisition

e. Individual student discipline/family matters

f. Other confidential material

216 - School Board Recognition and Accomplishment

POLICY #216

SCHOOL BOARD RECOGNITION AND ACCOMPLISHMENT



I. PURPOSE

This policy will provide guidance in providing proper recognition for staff, students and community members.