BOARD OF EDUCATION OF HOWARD COUNTY Handbook

BOARD OF EDUCATION OF HOWARD COUNTY

Handbook

Adopted – November 20, 2014 Amended – February 26, 2015

TABLE OF CONTENTS Chapter 1 – PHILOSOPHICAL FOUNDATIONS 6 A. Mission Statement of the Howard County Public School System 6 B. Mission Statement of the Board of Education of Howard County 6 C. Belief Statements and Board of Education Priorities 6 D. Background on the Board of Education 7 E. Authorization 8 F. Commission of Eligibility 8 G. Oath of Office 9 H. National School Board Association (NSBA) - Code of Ethics for School Board Members 10

I. Ethics 11 Chapter 2 - GOVERNANCE 11 A. Authority and Responsibilities of the Board of Education 11 B. Board Committees 11 C. Individual Board Member Authority 12 D. Student Member Election Process 13 E. Norms for the Howard County Board of Education 13 F. The Key Work of School Boards 14 G. Duties of the Board 14 Chapter 3 – BOARD MEMBERSHIP 16 A. Board Member Qualifications 16 B. Student Member 17 C. New Board Member Transition Arrangements 17 Adopted - November 20, 2014 Amended – February 26, 2015 - 2 -

D. Rules for Board Novices 18 E. Ten Tips for New Board Members 18 F. Removal of Board Member 20 G. Unexpired Term Provisions 20 Chapter 4 – RESPONSIBILITIES 21 A. Howard County Board Member Expectations 21 B. Annual Audit 22 C. Annual Scope of Work 22 D. Negotiations 23 E. Personnel Appointment Procedures 24 F. Policy Development and Adoption 24 G. Preparation for Board Meetings 25 H. Board Email Communications 25 I. Superintendent of Schools – Appointment 26 J. Superintendent of Schools – Responsibilities and Duties 26 K. Superintendent of Schools – Evaluation Timeline and Process 27 Chapter 5 – ORGANIZATION 29 A. Board Organizational Meeting 29 B. Conduct of Elections by Superintendent 29 C. Officers and Duties 30 D. Howard County Board Chairman and Vice Chairman Expectations 30 E. Rules of Order and Voting 32 F. Meetings 33

Adopted - November 20, 2014 Amended – February 26, 2015 - 3 -

Chapter 6 – OPERATING PROCEDURES/PROTOCOLS 36 A. Agenda-Setting and Board Materials 36 B. Appeals to the Board of Education 37 C. Approval Process – Capital Budget 37 D. Approval Process – Operating Budget 38 E. Correspondence Procedures 38 F. Record of Board Meetings 40 G. Requests for Information from Staff by Individual Board Members 41 Chapter 7 – Past Practices 42 A. Board Leadership Development 42 B. Commencements 42 C. Recognition of Service 43 D. Use of Email 43 E. Visiting Schools 44 Chapter 8 – ENGAGING THE COMMUNITY 45 A. Cluster Schools 45 B. Meetings with Various Organizations 45 C. Opportunities for Citizen Participation 46 D. Public Hearings 46

E. Public Participation in Board Meetings 47 F. Quarterly Meetings with the County Council 48 G. County Council Information Requests and Responses by School System Staff 48 H. Representation in Organizations/Community Groups 49


Chapter 9 – RESOURCES FOR THE BOARD OF EDUCATION 50 A. Board Advisory Committees 50 B. Board of Education Committee Protocols 50

• Audit Committee 50 • Legislative Committee 52 • Policy Committee 53

C. Board of Education Memberships 54 D. Board Member Compensation and Expense Standards 55 E. Board Office Staff 55 F. Legal Advice and Representation 56 G. Ethics Regulations, Ethics Panel, and Policy 2070 Ethics 56 H. The Board Handbook 57 Appendix A: Annotated Code of Maryland & COMAR Sections Relating to Education 58 Appendix B: Parliamentary Motions Guide 69 Appendix C: Phrases for the Presiding Officer 71 Appendix D: HCPSS Acronyms 72 Appendix E: Archive 81


Chapter 1 – PHILOSOPHICAL FOUNDATIONS The Board of Education of Howard County is the elected body responsible to the community for the education of their children and for the oversight and effectiveness of the school system. The Board adopts the vision, mission and goals for the school system and, in support of the mission and goals; the Board formulates and adopts educational policies that support the personal, academic, and social development of students. (Policy 2000 School Board Governance, I. Policy Statement) A. Vision and Mission Statement of the Howard County Public School System Vision: Every student is inspired to learn and empowered to excel. Mission: We cultivate a vibrant learning community that prepares students to thrive in a dynamic world. B. Mission Statement of the Board of Education of Howard County The mission of the Howard County Board of Education is to provide leadership for excellence in teaching and learning by fostering a climate for deliberative change through policy and community engagement. (Policy 2000 School Board Governance) C. Mission and Beliefs The Board of Education has control over educational matters that affect the county and that promote the interests of schools under its jurisdiction. The Board of Education adopts a strategic plan, called the Bridge to Excellence (BTE), to guide the school system in developing, implementing, and improving educational programs for its students. During the adoption process for the last strategic plan, the Board endorsed a Mission, a Vision of a dynamic learning community, and nine Belief Statements upon which the HCPSS educational goals and school improvement plans should be formulated. The Belief Statements were originally approved by the Board in January 1995 and are listed in Policy 2000 School Board Governance. The work of the Board of Education is based upon the following common beliefs:

• Every child can learn. • Each child is unique and has special abilities and interests that must be

recognized and developed. • The education of all children is the shared responsibility of the home, school, and

community. • Academics are a primary focus of education. • Teachers have a responsibility to engage every student in learning. • Students have a responsibility for their own learning and for their personal

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• Parents have a responsibility for setting values and expectations that support the learning process.

• Lifelong learning is essential for productive and responsible participation in a diverse and changing world.

• Teachers have the right to teach and students have the right to learn in a safe and nurturing environment.

With the advice of the Superintendent of Schools, the Board of Education establishes priorities together with specific objectives for the attainment of these priorities. Following the establishment of priorities, the Superintendent of Schools and Board members recommend agenda items for Board meetings based on these priorities. D. Background on the Board of Education Public education provides the foundation for American democracy. Those who sought, and fought for, freedom recognized the importance of an educated citizenry. From Thomas Jefferson on, Americans have written that an educated populace is in the best interest of the republic. The Federal Constitution is silent on the responsibility to provide for public education, but Article VIII, Section 1 of the Maryland State Constitution gives explicit direction:

“The General Assembly, at its First Session after the adoption of this Constitution, shall by law establish throughout the State a thorough and efficient System of Free Public Schools; and shall provide by taxation, or otherwise, for their maintenance.”

Across the nation, a tradition of local governance by citizen boards of education has existed since the creation of the first public school. Howard County was parceled out of Anne Arundel County in 1838 and was named for John Eager Howard, an officer in the Revolutionary War and a governor of Maryland. The fourth-grade students of West Friendship Elementary School shared the following in The Past Times of West Friendship and the 3rd District, (1983; supplemented 1995):

“Around the time of the Revolutionary War the children were educated by having a private teacher at home or going to a private school. The first time people had to pay taxes for Anne Arundel County schools (before Howard County was made from half of Anne Arundel County) was 1816 and poor people went to schools. The whole state system was first set up in 1825. Commissioners split counties into school districts. A district clerk, a collector and three trustees were appointed by the people who had to pay the taxes. All the people decided how much to pay for school taxes. At first in 1847 it cost $195 for each school and in 1857 the cost was $305. By 1863 the cost was $445. The schools were numbered from 1 to 22.”


Records indicate that 24 primary schools existed by August 1, 1865, when the three-member Board of School Commissioners of Howard County was officially organized. Formal minutes of Board meetings dating from1865 to the present are in the archives of the Howard County Public School System. The Governor appointed Board members until 1974, when the five-member Board of Education became a body elected by the public. In 2010, the Howard County Public School System comprises nearly 50,000 students who attend 40 elementary, 19 middle, 12 high schools, 2 special schools, and an Applications and Research Laboratory.

This section provides the legal and philosophical foundations for how and why we govern as a Board of Education. With these ethical foundations and strong mission and belief statements, we are able to communicate to the public our intent to focus on and fulfill our pledge of providing an equitable and excellent education for all students. Our individual commitment as Board members is also reflected in our adherence to the National School Board Association (NSBA) Code of Ethics. E. Authorization The Board of Education of Howard County, Maryland is organized as prescribed by the Annotated Code of Maryland, Education, and Title 3. Establishment of County Boards of Education, Subtitle 7. Howard County, §3-701 through §3-704. F. Commission of Eligibility A commission, signed by the Governor of Maryland and stamped with the seal of Maryland is prepared for each Board member at the beginning of the term of office. Prior to issuing the Oath of Office, the Clerk of the Circuit Court must have in possession the member’s commission from the Governor of Maryland declaring one’s eligibility and meeting the qualifications prescribed by law. The commission reads:

To NAME , of CITY, Maryland Greeting: Be it Known, That the people of Howard County reposing great trust and confidence in your Integrity and Wisdom, did on the _____ day of November, YEAR elect you to the Board of Education for said County, you are, therefore, to execute the said office justly, honestly, diligently and faithfully, according to law, and hold the same for a term of Four years From the First Monday in December YEAR or until you shall be duly discharged therefrom.

Given under my hand and the Great Seal of Maryland Signature

Governor of the State of Maryland


G. Oath of Office The Clerk of the Circuit Court for Howard County is authorized to administer the Oath of Office to new Board members on the first Monday in December:

“I, (name), do swear or affirm that I will support the Constitution of the United States; and that I will be faithful and bear true allegiance to the State of Maryland and support the Constitution and Laws thereof; and that I will, to the best of my skill and judgment, diligently and faithfully, without partiality or prejudice execute the Office of Board of Education for Howard County according to the Constitution and Laws of this State.”

H. National School Board Association – Code of Ethics for School Board Members The NSBA Board endorses the following code for local school board members. “As a member of my local Board of Education I will strive to improve public education, and to that end I will:

• attend all regularly scheduled board meetings insofar as possible, and become

informed concerning the issues to be considered at those meetings;

• recognize that I should endeavor to make policy decisions only after full discussion at publicly held board meetings;

• render all decisions based on the available facts and my independent judgment, and refuse to surrender that judgment to individuals or special interest groups;

• encourage the free expression of opinion by all board members, and seek systematic communications between the board and students, staff, and all elements of the community;

• work with other board members to establish effective board policies and to delegate authority for the administration of the schools to the superintendent;

• communicate to other board members and the superintendent expression of public reaction to board policies and school programs;

• inform myself about current educational issues by individual study and through participation in programs providing needed information, such as those sponsored by my state and national school boards association;

• support the employment of those persons best qualified to serve as school staff, and insist on a regular and impartial evaluation of all staff;

• avoid being placed in a position of conflict of interest;


• take no private action that will compromise the board or administration, and

respect the confidentiality of information that is privileged under applicable law; and

• remember always that my first and greatest concern must be the educational welfare of the students attending the public schools.”

Policy History: Approved by the NSBA Board April 19, 1979 Reviewed and Approved by the NSBA Board February 2, 1996 Reviewed and Approved by the NSBA Board November 10, 1999 I. Ethics Boards of Education in Maryland are required by law to have an ethics policy recorded with the Maryland State Ethics Commission. This requirement specifically prohibits Board members and school officials from using the prestige of their office for personal gain and from having financial and employment interests which would impair their impartiality. Because of their relationship to the decision-making steps for the expenditure of public funds, Board members and Board candidates are required to make certain financial disclosure statements on an annual basis regarding any gifts received and other potential conflicts of interest. The Ethics Panel also assists the Board, when consulted, in advising the Superintendent and the Board on ethical matters. See Chapter 9 Resources for the Board of Education for a description of the Ethics Regulations and Ethics Panel and Policy 2070 Ethics.


Chapter 2 - GOVERNANCE A. Authority and Responsibilities of the Board of Education The powers and mandatory duties of the Board of Education are defined in the Education Article of the Annotated Code of Maryland and Title 13A of the Code of Maryland Regulations. See Appendix A for specific legal citations. The responsibilities generally fall into three categories: Executive, Legislative, and Quasi-Judicial. Depending upon the particulars, the specific issue could fall into more than one category.

The Board’s primary responsibilities are delineated in Policy 2000 School Board Governance. The Howard County Board primarily operates as a committee of the whole, but has set up several Board member committees to study, review, and make recommendations on designated issues. In addition, Policy 2060 Advisory Committees to the Board of Education provides that the Board may establish a committee with a specific charge to study and make recommendations.

However, no committee, regardless of its composition or charge, can act for the Board. Only a quorum of the Board of Education, convened in a properly called meeting, is legally entitled to determine the policy of the school system. Therefore, it is inadvisable for an individual Board member, who is not appointed by the Board to serve as the Board’s representative, to participate in a committee whose recommendations will ultimately be presented to the entire Board of Education for approval. B. Board Committees The Board established several Board committees to increase its effectiveness and provide recommendations to the entire Board in the areas of audit, policy, and legislation. Committees are composed of no more than three Board members. In accordance with a 2009 Opinion (6 OMCB 155), while the meetings are intended to be meetings of a subgroup, if a sufficient number of members are in attendance to result in a quorum, the result is a meeting of the Board. Whether the non-committee members are present simply to “observe” or provide “minimal input, if any,” a quorum is present and votes on matters would be considered as an action of the body. As no committee can act for the Board, it is inadvisable for an individual Board member, who is not appointed by the Board to serve as the Board’s representative, to appear to participate in a committee whose recommendations will ultimately be presented to the entire Board of Education for approval. Committee meetings are noticed and conducted as open meetings and minutes are taken. The Committee Chairman presents the committee report to the full Board at a regular Board meeting, and the minutes are approved at that time. Staff members serve as liaisons to the Board committees. Board committee structure, procedures, and


responsibilities will be reviewed and adopted by the Board following the installation of new Board Members. The individual Audit, Legislative, and Policy Committee protocols are included in Chapter 9 Resources for the Board of Education. C. Individual Board Member Authority The Annotated Code of Maryland, Education Article §3-104, determines that the authority of the Board is collective and not individual and power belongs not to individual members of a Board of Education but to the Board of Education itself (“Each county board is a body politic and corporate…”). Board members have authority only when acting as a Board of Education in a legally constituted meeting, a quorum being present. The statements or actions of an individual member, group of members, or any committees of the Board of Education do not legally bind the Board of Education itself, and an individual Board member cannot act on behalf of the Board or represent the authority of the Board, unless so authorized by the full Board.

The Board and the Superintendent will collaborate in the effective governance and administration of the HCPSS to achieve its mission and goals. The Howard County Board strives to work positively as a team with the Superintendent and HCPSS staff to find the best ways to meet the needs of our students. It is important, therefore, that we remain open-minded, listen carefully, and try to understand each other’s divergent views. Each Board member, while working towards the goal of better education, must assume that the motives of the other Board members are likewise based upon an honest desire to provide the best possible public education for all Howard County students. In colloquial terms, there is no “I” in “Board”. Personal egos must be set aside. Board members are asked to become knowledgeable of all current Board policies and contracts, to listen to viewpoints of others before forming their own positions, and to make decisions in the best academic interest of all students.

Each Board member, along with the Superintendent, is personally responsible for the success of the team. Once the Board adopts a position, it is the Board’s position and all Board members (regardless of their vote or personal opinion) are responsible for effectuating the Board’s policies and positions and must be able to carefully articulate official Board positions and policies to the public. Individual Board members are free to express their personal viewpoint should it differ from a Board adopted position. However, in so doing a Board member shall properly note the divergence of their personal viewpoint in a manner that facilitates the public’s understanding of how and why the Board member’s view differs from that of the Board’s position on the issue and in such a way that the Board member does not impugn the collective decision of the Board, i.e., a Board member should be free to maintain a different position than that of the Board as a whole as long as in so doing the Board member does not act in a way to undermine the collective authority of the Board such as acting in opposition to the Board’s official position or failing to uphold or enforce the Board’s decision.

Moreover, it is important to share information equally with the Superintendent and each Board member regarding personal views and to communicate before proposing a sensitive issue in public. As a matter of equity and fairness, there should not be any


surprises presented by team members on issues that could require immediate action. The Board’s objective is to make the best decision on a particular matter in the most expeditious manner possible; but not at the risk of making uninformed decisions without the benefit of sufficient information, public input, and consideration and discussion by the Board. As much as possible, all significant information in making decisions must be shared with each team member, especially the Chairman, to allow for sufficient time to research the concept, to seek and consider public reaction, and to understand the basic issue before being expected to take a position in public. However, at no time shall any group of Board members, whose number would satisfy quorum requirements, meet privately on any issue that requires a public meeting. D. Student Member Election Process The school system, as well as the Board, are similarly well served by the dedication of its many student leaders. In accordance with The Annotated Code of Maryland, Education Article 3-701, a regularly enrolled HCPSS junior or senior is elected annually by student votes in grades 6-11 to serve a term of office from July 1 to June 30 of the next school year as the Student Member of the Board of Education of Howard County. Howard County Board Policy 2010, Student Representation, established the nomination and election processes and further defines the roles and responsibilities of the position. Once the Student Member’s election is announced to the Board, the Student Member receives all Board information, with the exception of confidential personnel and closed session items, effective July 1. E. Norms for the Howard County Board of Education In addition to strict adherence to the NSBA Ethics Guidelines and our own personal ethics, Board members meet regularly to discuss how to govern as a team and how to interact with the staff, with the community, and with each other. Board members have agreed to take time at periodic retreats to reflect on success in these areas in order to improve team effectiveness. At a Board Retreat in January 2007, the following norms were confirmed:

• Hard on issues, soft on people – hear the message and don’t kill the messenger. • No sidebars – if it is worth saying, say it to the group, no whispering. • Share the airtime – limit your comments. • Everyone equally participates. • No interruptions. • Be in the present moment – not in the past or future. • Be honest and truly committed, not just another exercise, • Be respectful. • Relax and have fun. • Phones on vibrate.


F. The Key Work of School Boards In addition to the mission statements and the mandatory duties that are defined in law, the Board is committed to “The Key Work of School Boards,” which is a framework for planning and acting that is based upon systems thinking. Developed in 2000 by the National School Boards Association, “The Key Work of School Boards” encompasses eight essential areas on which boards need to focus attention: Vision Engage in a comprehensive planning process to establish a clear vision of student

achievement as the top priority of the school board, staff, and community. Standards Set clear standards for student performance.

Assessment Establish an assessment process that measures success at regular intervals.

Accountability Establish a strong accountability process.

Alignment Align resources to focus on students meeting the standards. Climate Create a positive climate for student and staff success.

Collaborative Relationships Build collaborative relationships with political and business leaders, with a focus on

developing a consensus for student achievement as a top community priority. Continuous Improvement Commit to continuous improvement for student achievement.

For additional information, see The Key Work of School Boards Guidebook, by Katheryn Gemberling, Carl W. Smith, and Joseph S. Villani. G. Duties of the Board As the corporate entity charged by law with governing a school system, the Board of Education sits in trust for its entire community. The obligation to govern effectively imposes some fundamental duties on the Board:

• The Board employs and evaluates the Superintendent and Board Staff (Administrator, Internal Auditor, and Ombudsman). The Board holds the Superintendent accountable for the performance of the school system.


Additionally, the Board holds the Superintendent responsible for employing and evaluating school system staff.

• The Board delegates authority to the Superintendent to manage the school system and provide leadership for the staff. Such authority is communicated through written policies that specify ends desired by the Board and define operating limits.

• The Board constantly monitors progress toward school system goals and compliance with written Board policies.

• The Board, collectively and individually, takes full responsibility for Board activity and behavior. Board deliberations and actions are limited to Board work, not staff work.

• Additional authority and responsibilities are delineated in Policy 2000 School Board Governance.


Chapter 3 - BOARD MEMBERSHIP A. Board Member Qualifications To run for office, a person must be a resident and a registered voter in Howard County. Howard County residency is required to retain the seat, and a member of the Board of Education may not be subject to the authority of the County Council. Annotated Code of Maryland, Education Article §3-114 and §3-701. Board candidates are required to file a Statement of Financial Interest with the Ethics Panel under oath. A receipt of filing will then be sent to the Board of Elections to complete the official registration for candidacy. Election procedures are found in the Election Law Article of the Annotated Code of Maryland.

The school board race is nonpartisan. Candidates are expected to run nonpartisan campaigns and, when serving as a member of the Board of Education must work in a nonpartisan manner with all elected officials in the best interests of the public school students. Due to this nonpartisan feature, all registered voters, regardless of party affiliation or unaffiliated declaration, vote for members of the Board of Education in both the primary and general elections. Board candidates are highly encouraged to attend all Board meetings during the campaign to become knowledgeable about the issues so that they are prepared to effectively participate immediately upon assuming the office. School system practice is to use the following information-sharing processes for Board candidates:

• Materials, except items of a confidential nature, for Board business meetings are

made available to candidates and the public through the public-access BoardDocs application on the HCPSS website.

• After the general election and prior to being sworn in, members-elect receive

access to all meeting materials through public access of BoardDocs. All other materials will be provided once the Board member is sworn in, completes the employee enrollment process, and is fingerprinted.

Board member terms begin on the first Monday in December following the general election and continues until a successor is elected, declared qualified, and sworn in. Between 1974 and 2000, the five Board members served six-year terms, and were elected in a 2-2-1 rotation in the general election every two years. The term of office was changed to four years with the 2002 election, and membership expanded to seven with the addition of two seats in the 2006 election. Beginning in 2008, three of the seven Board members are elected in presidential election years and four in gubernatorial election years.


B. Student Member In accordance with the Annotated Code of Maryland, Education Article §3-701, a regularly enrolled HCPSS junior or senior is elected annually by student voters in grades 6-11 to serve from July 1 to June 30 as Student Member of the Board of Education of Howard. Howard County Board Policy 2010 Student Representation, establishes the nomination and election processes and further defines the roles and responsibilities of the position. The Student Member is expected to participate in all public Board of Education meetings as well as appropriate functions. The Student Member’s parent(s) are responsible for balancing the Student Member’s school and Board service obligations and determining which events he/she should attend. On matters that come before the Board at public meetings, Student Members are expected to ask questions and participate in the discussions, expressing their own views and/or the views of Howard County Public School System students, identifying which view or views are being expressed, and participate in the parliamentary voting process within the limits imposed by the statute. As cited in Appendix B, these limitations exclude voting on personnel, appeal issues in general, and those issues which fall under specific areas of the Annotated Code of Maryland, Education Article: attendance areas; site acquisition, condemnation, consolidation and architect selection, etc.; appointment and salary of the Superintendent; teacher and employee discipline; budgetary matters; appointment and promotion of staff; collective bargaining; and student suspensions and expulsions. Unless invited to attend by affirmative vote of a majority of the Board, the Student Member may not attend closed sessions of the Board addressing a matter on which a Student Member is prohibited from voting, specifically those matters cited in The Annotated Code of Maryland, Education Article, §3-701.

A Board member serves as a mentor to the Student Member to ease the transition to Board responsibilities. The Board also encourages and financially supports the Student Member’s attendance at the Maryland Association of Boards of Education (MABE) new Board member orientation session. C. New Board Member Transition Arrangements Board members-elect are expected to attend all Board and community meetings, to educate themselves about the issues, and be prepared to vote as soon as they are declared qualified and sworn in. Board members-elect will have access to meeting materials and documents through BoardDocs. The Superintendent and the Board officers provide for an orientation to the Board’s operation and processes. Information is provided about the functions of the office of the Board of Education and the working relationships with the Superintendent and the staff of the Howard County Public Schools. The new members are also highly encouraged to attend the New Board Orientation sessions offered by MABE, usually during the first week in December, and by NSBA


during its April Conference. Orientation expenses are provided for in the Board’s portion of the Operating Budget.

It is customary to have a modest reception to welcome the new Board members and their invited guests prior to the swearing-in or immediately before the first meeting in December. The Clerk of the Circuit Court is invited to administer the oath of office in the Board Room, after which the new Board members assume seats on the dais and are given a few minutes to make a public statement. The new Board’s first meeting includes the election of Chairman and Vice Chairman. Although optional, Board members usually assume their permanent seats at this time, in the order predetermined by the Chairman.

Invitations to the swearing-in ceremony will be made available to newly elected Board members. Mailing is their responsibility and considered an eligible campaign expense. D. Rules for Board Novices (This section is reprinted from American School Board Journal, 1994)

• Never surprise the board or the superintendent at a board meeting. • Remember: Individual board members do not have authority - only the board as

a whole does. • Watch your behavior. How you conduct yourself is as important as what your

view is on an issue. • Follow the chain of command, and insist others do the same. • Don’t react to threats; neither cave in nor dig in. • Don’t be a ball carrier or middleman for others. • Don’t make assumptions. Get the facts and the information you need to make a

decision. • Choose your words carefully. Keep things short and simple; make your point with

a few well-chosen words. • Do your homework. Read and study your board reports and any background

information provided. Call the superintendent or the board chairman if you have any questions. If you don’t have enough information, ask for it.

• Police yourself; a yearly self-evaluation of your school board is a must. E. Ten Tips for New Board Members This section is reprinted with permission from Illinois Association of School Boards:

1. Go slow in the beginning. Especially if you have come on the board to “reform” it. The chances are you will feel different about a lot of things after six months on the board.

2. Remember that the only authority you have lies in the corporate action of the

school board. You have no legal authority to act alone unless the board as a whole specifically delegates a task to you.


3. Do not let your differences of opinion degenerate into personality conflicts.

Nothing is more devastating to good board procedures than to have one member vote for a measure simply because another member votes against it.

4. Don’t talk too much. You may acquire a reputation for wisdom simply by not

saying the wrong thing at the wrong moment. One thing is certain: you are not learning when you are talking, you are only hearing your own ideas.

5. If possible, keep out of teacher/personnel problems. The board has hired a

superintendent and staff to take that responsibility.

6. Give the superintendent and staff your public support. Except in unusual and mitigating circumstances, the superintendent has a right to expect this. To undermine the superintendent subsequently is unethical. Use individual conferences with the superintendent and the official forum of legal board meetings to iron out differences of opinion.

7. Make an effort to be informed. School business is always important business,

and big business, with budgets into the hundreds of thousands, even millions of dollars. To be informed requires time and effort. Ask for briefings from the staff as you feel the need and follow the 30-minute rule (see Chapter 6, Item G).

8. Welcome people who come to see you about school problems. Listen carefully,

then refer them to the appropriate person according to Board policy. If the problem is controversial, remember that you may be hearing only one side of the story. Do not commit yourself to a course of action that you may regret later. The board as a whole may not support your view, and you could find yourself in an embarrassing position of having committed yourself to a stand that the board rejects.

9. When a special interest group approaches, insist on your right to hear and review

all the facts before you act. A vocal minority can force a school board to act before all the facts are known and evaluated. If you are being pressed, tell them that you need more time to make a fair decision. Often boards find that preliminary discussion followed by action to place the topic on the agenda for the next meeting clears their thinking and simplifies what seems complicated

10. Accept your job on the Board as one of responsible leadership in the community.

You will be expected to attend and participate intelligently in many public meetings on school affairs. This is more than an opportunity, it is an obligation to interpret school affairs to an interested public. You may clear away doubts, misconceptions, and misunderstandings. You can do more than create active, intelligent support for education in your communities.


F. Removal of Board Member Pursuant to statute, the State Board may remove a Board member for immorality, misconduct in office, incompetence, or willful neglect of duty. The member may request a hearing and have an opportunity to be heard publicly before the state Board in one’s own defense, in person or by counsel. The member also has the right to a de novo review of the removal by the Circuit Court for Howard County.

G. Unexpired Term Provisions In the event of a Board member’s resignation, death, or removal from office, the County Executive will appoint a qualified individual to fill the vacancy. This appointment is subject to the confirmation of the County Council. This individual will then serve the remainder of the term of the vacating Board member. In the event of a vacancy of the Student Member, the individual receiving the second highest vote in the most recent election shall be seated as the Student Member for the remainder of the term.


Chapter 4 - RESPONSIBILITIES A. Howard County Board Member Expectations The following list of agreed-upon behaviors and responsibilities was created by Howard County Board Members in February 1995 and revised December 1998. 1. Check email daily and respond to questions promptly. 2. Respect each other’s individuality. 3. Give others the opportunity to speak on a timely basis. 4. Do as much board discussion as possible in public. 5. Share public responsibilities equally. (for example, partnership signings, special

events, athletic events, etc.) 6. Attend all appeals. 7. Observe confidentiality of all discussions and information not held in public session.

That especially means spouses, family, and close friends. Board email is off-limits to them all. All discussions and information not held in public are confidential and may not be shared with anyone. This includes emails.

8. Come to a Board meeting well prepared. That is, read all reports, have pertinent

questions in mind, and have preferred motions prepared, either mentally or written. Prepare in advance for all Board meetings. Read all materials, prepare questions, and request information from staff beforehand.

9. Be prepared to explain the Board’s position on issues. 10. Be professional and not arrogant. Show respect to the public and to all our staff. 11. No surprises. Keep the Board members and the Superintendent informed. Use

email to tell what you are doing, what you have heard, and concerns you might have. Keep Board members and Superintendent informed via email of all pertinent information to which you are privy.

12. “We asked for this job.” Board responsibility, time, and priority issues may at times

weigh heavily, but we cannot shirk from the job’s demands. We swore an oath to uphold the public trust. Fully commit to accepting the responsibilities and time demands, which the job requires.

13. Make some time to socialize with other Board members. Develop a cordial

relationship with fellow Board members.


14. If in doubt about anything, before proceeding, ask another Board member’s opinion. 15. Visit each school in the assigned cluster at least once each year. B. Annual Audit An annual audit of school system financial transactions and accounts is required in accordance with the standards and regulations adopted by the State Board. The results of the audit are a matter of public record and shall be reported within three months after the close of the fiscal year to the State Superintendent and county fiscal authority on the form and manner required by the State Board. The auditor should report to the Howard County Board within 90 days after the close of the school year. (See also – Audit Committee Structure, Procedures, and Responsibilities in Chapter 9) C. Annual Scope of Work The fiscal year runs from July 1 to June 30, and the Board’s meeting agendas follow the fiscal quarters. The following items are just a few of the issues to be covered annually by the Board and the Superintendent: First Quarter – July, August, and September FY Capital Budget Process Begins Master Plan Review, Revision and Adoption Curriculum Writing Workshops Board Self-Evaluation System Goals Implementation Capital Budget & Capital Improvement Public Hearing Student Member of the Board Reception and Swearing In Ceremony Board Cluster and Committee Assignments Annual Ombudsman Report Second Quarter – October, November, and December MABE Conference MNS Conference Capital Budget due to IAC Board receives Audit Report Attendance Area Adjustment Recommendations and Board Approval Public Review of Textbooks Academic Calendar Recommendation Negotiations Begin – Parameters Set Organizational Meeting – Board Officers Elected Swearing-in & Reception for New Board Members Third Quarter – January, February, and March Operating Budget Process Begins Negotiations Concluded


Academic Calendar Approved Board Mid-year Evaluation of Superintendent & Progress Toward Goals Board Submits Operating Budget Request Board Approves Recommended Textbooks Board Calendar Approved Friends of Education Award Fourth Quarter – April, May, and June NSBA Conference Board Consideration of System Improvement Plan Final Adoption of Operating & Capital Budgets Adoption & Signing of Negotiated Agreements Board Evaluation of Superintendent Proposed Superintendent Goals Agreed Upon. Promotion of Administrators Board Approval of Adequate Public Facilities Ordinance (APFO) Chart Presentation of Feasibility Study MABE Leadership Summer Conference – late June Ongoing Monitoring academic achievement Monitoring school system goals Assessment reports Policy creation and revision Engaging the community D. Negotiations The Board of Education engages in contract negotiations with the Howard County Education Association (HCEA) for nonsupervisory certificated personnel; with the Howard County Education Association Educational Support Professionals (HCEA/ESP) for assistants, secretaries, clerical personnel, nurses, interpreters, and nonsupervisory Administrative, Managerial and Technical Personnel (AMT); and with the American Federation of State, County, and Municipal Employees (AFSCME) for custodial, grounds, maintenance and warehouse personnel. A contract for Rehired-Retired Teachers is also negotiated with HCEA. Memorandums of Understanding are also reached through a Meet and Confer process with the Howard County Home and Hospital Teachers Association (HHTA) and the Howard County School Food Service Association (FSA). Pending formal organization, the Board also creates a Memorandum of Understanding with Howard County’s School-Based Administrators and Instructional Facilitators.

By law, the Howard County Board of Education is permitted to meet in closed session to discuss issues related to contract negotiations with the employee organizations. It is expected that Board members, the Superintendent, and all staff will maintain the confidentiality of issues discussed during closed sessions. The Annotated Code of Maryland, Education Article, §6-408 and §6-510, provides the framework for


negotiations. The Board will determine whether in a given contract year and with any particular bargaining entity to what extent the Board will consider open bargaining sessions.

There are times when, after negotiation settlements are reached, the Board of Education’s Operating Budget Request is not fully funded by the State and/or County governments, thus requiring line item reductions. It is a long-standing and honored position of the Board of Education to seek those reductions in budget areas that do not negatively affect the negotiated agreements with any employee association. The Board values the HCPSS employees and believes that a positive morale of employees is critical to the educational success of Howard County’s students. E. Personnel Appointment Procedures Under state law, it is the responsibility of the Superintendent to recommend for Board approval the hiring and promotion of certificated personnel. The Board receives and reviews a bi-monthly personnel report and takes a public vote on the report. The report contains resignations, new contracts, leaves of absence, and retirements of all certificated employees. Additional personnel reports contain appointments and resumes of personnel to administrative and supervisory positions. These appointments are also confirmed by majority vote of the Board in public session.

The Superintendent also notifies the Board of any transfers of personnel among administrative and supervisory positions. While these are not subject to Board approval, the Board should be advised in advance so that any inquiries can be addressed by the Superintendent prior to his announcement at a regular public Board meeting. F. Policy Development and Adoption Subject to the provisions of the Constitution of the State of Maryland and the Annotated Code of Maryland as well as the bylaws, rules, and regulations of the State Board of Maryland, the Board of Education of Howard County determines, with the advice of the Superintendent of Schools, the educational policies of the Howard County Public School System and prescribes rules and regulations for the conduct and management of the schools. At the direction of the Board, the Superintendent establishes a committee of administrative staff, community members, and school-based employees to recommend the formulation of a new policy or the revision of an existing policy. The Board believes in strong public representation and participation in the deliberation of any policy, whether new or revised. At times Board members may also seek approval from the Board to participate on the Board’s behalf. Policy 2020 Policy Development and Adoption was developed to provide guidelines for the process of writing and adopting all policies.

Board consideration of a policy usually takes place over the course of three regular meetings. The Board initially receives and reviews the report, and any accompanying


administrative recommendations, in public session. Approximately 30 days after the preliminary discussion of the item, the Board holds a public hearing to receive citizen input. The Board may also schedule a special meeting or public work session, as needed, to allow members to publicly discuss the policy under deliberation. Following consideration of public testimony, the Board takes formal action. G. Preparation for Board Meetings

The Board has directed the Superintendent to provide the Board, no later than the prior Friday, all reports and documents that are to be discussed at the following Thursday’s regular meeting. Exceptions for reports shorter than two pages can be made occasionally. It is critical that Board members read the agenda reports prior to a meeting in order to participate in a meaningful discussion about the agenda item. Likewise, the Superintendent and staff members desire to have the time to research and prepare for any in-depth questions which Board members might have. When questions exist about a specific agenda item, it is best to email or phone the Superintendent and/or the staff person responsible for the report prior to the meeting. Any electronic correspondence after close of business the day before a scheduled Board meeting needs be coordinated through the Board’s Administrator, so that Board members and staff are made aware of any updates prior to the meeting. Answers can be provided at the public meeting in one of three ways. First, the Superintendent or the staff presenter can include detailed information as part of the public presentation. Second, these same questions may be asked again by the Board member so that the public can hear the answers. Third, a Board member might identify the question asked and describe the answer so the public has the information. In all cases, all Board members will receive the same information one board member has requested about the item through whichever method is most practical. H. Board E-mail Communications Board members shall utilize their Board issued e-mail accounts for all official Board business communications. It is the expectation that Board members sign on to the official e-mail at least once each weekday and once on the weekend. Each member is expected to respond promptly to queries from the Chairman, the Board’s Administrator, and/or the Superintendent/designee. All email is subject to the Public Information Act, and must be disclosed when requested by members of the public. Board members shall not use e-mail in any way that would violate the Maryland Open Meetings Act or conflict with rulings of the Maryland Open Meetings Compliance Board, which generally prohibit any form of simultaneous or concurrent communication among a quorum of the Board on email or by other forms of electronic communication. All email sent to the Board of Education group email will be responded to by the Chairman/designee unless otherwise specified. If the email to the Board of Education email is sent to a specific member, that member can respond with a courtesy copy to fellow Board members or forward it to the Chairman with a request that the Chairman respond. All email correspondence is expected to be respectful, cordial, and civil.


Board members are to be mindful of the original address list. Participants are requested to observe email etiquette, especially the following:

• Include everyone in the reply who was in the original message, unless intent is made clear by the sender not to do so, or the response will include or make reference to a confidential matter.

• Add no extra persons to email without the message originator's consent. However, “flaming,” rude, or harassing messages do not deserve this courtesy.

• The Superintendent and staff are expected to observe these two practices. When the Superintendent must refer an emailed issue of concern to pertinent staff, all Board members are notified as a courtesy.

• Avoid large-sized fonts and other features which indicate “flaming” or negativity. I. Superintendent of Schools - Appointment The major responsibilities of the Board of Education include hiring the Superintendent of Schools for the Howard County Public School System, setting appropriate educational goals, and evaluating the Superintendent’s performance based upon those goals. In the year in which a term begins, the Board appoints the Superintendent of Schools between February 1 and June 30. However, the appointment of the Superintendent is not final until the local Board receives written approval from the State Superintendent of Schools.

Howard County has experienced strong and stable Superintendent leadership. Six superintendents have provided continuity and vision since 1949. The Board believes that the success of the school system is correlated to fostering a positive working relationship and effective teamwork between the Board of Education and the Superintendent. By February 1 of the year in which a term ends, the county Superintendent must notify the Board whether or not he/she is a candidate for reappointment. If the Board decides to reappoint the incumbent Superintendent, the Board must take final action at a public meeting no later than March 1 of that year. Maryland law sets the term of the Superintendent of Schools as four years beginning on July 1, and states that the Superintendent serves until a successor is appointed and qualifies. The Board of Education of Howard County, along with the other Maryland Boards, may not remove the Superintendent except as provided for under applicable Maryland Law which among other provisions requires approval by the State Superintendent of Schools. Inset appropriate J. Superintendent of Schools - Responsibilities and Duties By law, the Superintendent serves as the executive officer, secretary, and treasurer to the Board of Education of Howard County. See Chapter 5 Organization for duties specific to these responsibilities. In the absence of the Superintendent, the Deputy Superintendent or designee fulfills the duties assigned to the Superintendent. The Adopted - November 20, 2014 Amended – February 26, 2015 - 26 -

Annotated Code of Maryland Education listing of some Superintendent duties can also be found in Appendix A.

The Superintendent is appointed by the Board and serves as the Chief Executive Officer of the Howard County Public School System. The Superintendent is responsible for the administration of the school system in compliance with the laws, bylaws, and policies of the State Board of Education and the rules, regulations, and policies of the Board of Education of Howard County. The Superintendent advises the Board of Education on all matters under consideration by the Board including, but not limited to, policies of the school system, attendance areas, and courses of study and curriculum guides. The Superintendent provides proposed annual operating and capital budgets to the Board of Education for its review, revision, and adoption. The Superintendent recommends contracts and other documents for Board approval as required by law. The Superintendent attends all meetings of the Board except when matters associated with the Superintendent’s evaluation or contract are under consideration or when the Board is considering appeals in its quasi-judicial role. The Superintendent is evaluated annually by the Board on the basis of mutually agreed-upon goals. The Superintendent also informs the Board in advance of administrative reorganizations, including the establishment or consolidation of positions and offices, transfers of functions, or transfers of administration and supervisory personnel. The Superintendent recommends to the Board, by specific action or by way of a monthly personnel report, the appointment of administrative and supervisory personnel for the Board’s approval. In the monthly personnel report, the Superintendent recommends approval of personnel appointments, termination of personnel, and disciplinary actions. K. Superintendent of Schools - Evaluation Timeline and Process There are several components to the evaluation process, which is usually conducted in open, two-way conversational format. In June/July, the Board and the Superintendent meet to establish performance goals for the year. Progress on the annual goals will be the focus of both the midyear and final evaluations. An informal, midyear evaluation meeting is held in January, during which the Superintendent reports on the status of those goals. The Chairman may or may not respond with a brief memo summarizing the Board’s comments during the mid-year meeting. A formal evaluation is then conducted in June, which is comprised of a full written report from the Superintendent regarding the goals; the Board meeting separately to discuss the report and the year’s progress; and finally a formal meeting with the Superintendent to discuss the various concerns. This meeting is always followed by the Chairman’s written evaluation in response to the meeting.


Another part of this process is that the Superintendent submits an evaluation of the top administrative staff with recommendations for salary increases. While it has not yet occurred, an important goal for the Board-Superintendent relationship would be to ensure there is a Board self-evaluation component so that the focus, in addition to being on the Superintendent’s performance, also emphasizes the Board’s responsibilities and the importance of the teams working together.


Chapter 5 - Organization A. Board Organizational Meeting At the Board’s first meeting in December, the meeting is called to order by the secretary-treasurer (by law, the Superintendent of Schools.) As the first order of business, the Superintendent conducts the election of the Chairman and Vice Chairman. The officer positions are earned through leadership, and are not given based upon longevity or the concept of everyone getting a turn. A Board member must actively seek the leadership position. In the spirit of collaboration and team effectiveness, it is expected that Board members who seek nomination will speak privately to each Board member and request support prior to the December meeting. This dialogue can be meaningful regarding the Board’s mission and leadership role, which are critical areas to be considered.

Any member of the Board can place names, including one’s own, in nomination. If more than one name is placed in nomination for an office, a secret ballot is held on the names placed in nomination for that office, with the members electing a Chairman and/or Vice Chairman based upon a majority vote. The election for Chairman will be first, followed by the election for Vice Chairman. Immediately upon their election, the Chairman and Vice Chairman assume the duties of their office. The Student Member of the Board may vote for the Chairman and Vice Chairman. However, given the restrictions on Student Member participation in Board functions provided in the Maryland Annotated Code, Education Article, § 3-701, the Student Member of the Board is not eligible to serve as an officer of the Board. B. Conduct of Elections by Superintendent

“The Maryland School Law indicates that you need to elect a Chairman at the first meeting in December. In addition, we need a Vice Chairman to function properly. We shall do this by secret ballot if more than one person is nominated for either office. The meeting is open for nominations for the office of Chairman. Nominations do not have to be seconded. Are there any nominations? Hearing no other nominations, I declare the nominations closed. Since there was only one person nominated, I cast a ballot for the group and I declare _______ duly elected to be Chairman of the Board of Education.

OR

We shall vote on the nominations. Write the name of the person and return to me for tabulation. (Ballots taken and counted). I declare ______ duly elected to be Chairman of the Board of Education.” After the ballots are tabulated and the newly elected officer is announced, Board members are asked to raise their hands to indicate affirmation. Adopted - November 20, 2014 Amended – February 26, 2015 - 29 -

C. Officers and Duties The officers of the Board of Education are the Chairman, Vice Chairman, and, by law, the Superintendent of Schools as the executive officer, secretary, and treasurer. The Chairman presides at all meetings, signs authorized or approved contracts and other documents on behalf of the Board, represents the views of the Board in all communications and correspondence, and performs other duties prescribed by law or by the Board. In the absence of the Chairman, the Vice Chairman performs these duties. Additionally, the Vice Chairman assists the Chairman with facilitating an orderly flow of parliamentary procedure during a meeting, with correspondence as assigned, and with any tasks as requested. The authority of the Board is collective and not individual. An individual Board member cannot act on behalf of the Board or represent the authority of the Board, unless so authorized by the full Board. Nonetheless, the Board recognizes that the effective administration of Board responsibilities requires the delegation of certain authority to officers (Policy 2000 School Board Governance). 1. In the capacity as Secretary/Treasurer to the Board, the Superintendent: a. Attends all meetings except when one’s tenure or salary is under consideration, b. Sees that accurate minutes are prepared within 30 days of all proceedings for

public records, c. Assumes responsibility for the timely public notices of Board meetings and the

publication of all legal notices related to Board business, d. Maintains accurate records of all hearings involving disputes and controversies, e. Acts as custodian of all funds belonging to and under the control of the Board of

Education of Howard County, f. Disburses funds as approved by the Board in the Operating and Capital Budgets

and according to the provisions of the Annotated Code of Maryland, Education. g. Provides regular reports and accounts of funds received and disbursed.

A partial listing by Annotated Code of Maryland Education of overall Superintendent duties can also be found in Appendix A. D. Howard County Board Chairman and Vice Chairman Expectations Be aware of the large time commitment and the communication skills necessary to be an effective Chairman. 1. Chairman

The Chairman of the Board of Education shall: a. Provide supervisory leadership by maintaining regular communication with the

Superintendent and Board members, planning the establishment of the Superintendent’s annual goals with the Board and overseeing the annual evaluation process.

b. Arrange the Superintendent’s report on the evaluation of selected personnel.


c. Serve as the presiding officer at Board meetings and assure that the meetings are conducted in accordance with Robert’s Rules of Order. d. Maintain Board deliberations that are fair, open, thorough, efficient, timely, and orderly. e. Monitor Board behavior for consistency with its own rules and those imposed upon it by law. f. Confer with the Superintendent to construct an agenda for each meeting that is

consistent with the Quarterly Agenda approved by the Board and provides an orderly method of conducting Board business. Individual Board members may ask the Chairman or the Superintendent to schedule an item on a Board agenda, or request [direction] from the full Board that an item be scheduled on a Board agenda.

g. Serve as the spokesperson for the Board. h. Supervise the Administrator to the Board of Education in conjunction with the Superintendent/designee. i. Ensure that all Board members remain in the communication loop. j. Ensure that the charter for the Internal Auditor is adhered to. Ensure that board committee charters are adhered to. k. Fulfill or delegate other duties as needed. Spokesperson for the Board of Education a. Clearly communicate Board policies and articulate the rationales for formally

adopted Board positions. b. Delineate a clear separation of personal views from Board views. c. Answer all correspondence promptly and on behalf of entire Board, with a copy

to the Superintendent, to each Board member, and to any appropriate administrative staff. Only the Chairman or the Chairman’s designee is to use Board letterhead. Correspondence on the official letterhead speaks for the entire Board.

d. Be prepared to speak on behalf of the Board both formally and on an impromptu basis.

e. Respond promptly to inquiries from the press and the public. Presiding Officer at All Meetings a. Arrange dates for business meetings as well as those with the community. b. Oversee the Board meeting agenda. c. Track pending and unresolved issues. d. Be well-versed in parliamentary procedure and apply with tact and common

sense. e. Conduct meetings efficiently while allowing all members the opportunity

[opportunities] to express their views. f. Facilitate discussions so that they progress, and bring them to closure. Other Duties as Needed a. Delegate duties, assignments, or specific correspondence to the Vice Chairman

or to a Board member with a special skill. b. Ensure orientation sessions for new Student Member and Board members. c. Maintain positive relationships and act as liaison with political entities.


d. Act as public relations officer for the Board. e. Act as liaison to the Board’s attorney [and HCPSS General Counsel]. f. Ensure participation by the Board in MABE committees and activities. 2. Vice Chairman The Board Vice Chairman shall assume such administrative and leadership tasks as designated by the Chairman, in addition to any duties and responsibilities required by law. In the absence of the Chairman, the Vice Chairman will assume the responsibilities of the Chairman. The Vice Chairman shall: a. Assume responsibility for written responses to the Public Forum speakers. b. Assume responsibility for oversight of the Ombudsman function. E. Rules of Order and Voting Board of Education meetings are conducted in accordance with Robert’s Rules of Order Newly Revised 10th Edition. Certain modifications to the procedures are allowed for flexibility and informality, since the Board consists of only seven members and one Student Member, and it is quite different from a large Assembly. The Board is also guided by its own rules, state statutes, and State Department of Education bylaws, which establish the following:

• A quorum consisting of a majority (five members) of the Board shall be present to

convene a meeting and to transact business. Under §3-701 of the Education Article of the Annotated Code of Maryland, there are restrictions on the items on which the Student Member can vote. These are noticed and highlighted on each Board agenda. Passage of a motion by the Board on these particular matters requires an affirmative vote of four (4) Board members.

• Each member, including the Chairman, has the right to vote when present. It is

the duty of every member to vote and, especially with significant issues, to explain his or her rationale for the vote. Abstaining from the vote should be used rarely.

• At times it may appear that an individual decision could not be made with

objectivity. If a potential personal or ethical conflict exists, the Board member is encouraged to seek legal advice regarding the need to recuse oneself from a vote. The decision to recuse is between the Board member and one’s conscience and should not be challenged.

• Board members may not vote in absentia or by proxy. On February 28, 2013, the

Board developed “Remote Participation Protocols” that are approved annually. The protocols are available on the Board’s website.


• “A motion or resolution may not be declared adopted without the concurrence of a majority of the whole board; namely: four members when the board consists of six or seven, and five members when the board consists of eight or nine.” See COMAR 13A.02.01.01A.

• A quorum of five members requires five (5) votes in either the affirmative or the

negative, except in those cases where the Student Member is ineligible to vote. In those cases, four (4) votes in the affirmative or negative are sufficient for Board action. A two/thirds vote (which is needed to affirm a Board member’s “call the question”) of six is required if the Student Member is eligible to vote on the matter; five, if the Student Member is ineligible, in either the affirmative or the negative.

• The Board adopts its agenda at the beginning of a business meeting. Unless

changed by the Board, the order in which items appear on an agenda will be followed. Any changes in the adopted agenda are made by consensus or by majority vote.

• Any Board agenda item introduced which involves a matter of policy first shall be

presented as a report. Generally, 30 days following the presentation of the report, a public hearing will be held. Normally, action will be taken at the next regular meeting.

A Board member’s personal integrity and core values play a significant part in how that person votes on key issues. Votes should not be “traded.” Voting requires a logical, consistent approach, but it is also emotional at times. One of the key lessons of survival on the Board is to not dwell on losses. One must remember that, after consideration of the facts and what is best for the students, after hearing from constituents, and after considering the advice of the Superintendent and staff, reasonable people may still reasonably disagree. It is not appropriate to be disagreeable.

Board members should always remember that the educational process and Board leadership must always move forward. Tough votes are taken, and once they’re taken, you move on. Collegiality is especially important. The Board member whose vote you needed and wasn’t with you may be the supporting vote you receive at the next meeting. Furthermore, it is unprofessional to criticize another Board member’s vote and stated position. After a difficult meeting, it is highly recommended that Board members make an effort to re-establish cordial relations and to relieve the accumulated tension. See Appendix B, Parliamentary Motions Guide, and Appendix C, Phrases for the Presiding Officer. F. Meetings

All meetings of the Board of Education are public meetings, except for closed meetings as permitted under Maryland law. The Board is legally required to hold public meetings at least 22 times each year, with at least one meeting in July and August and two Adopted - November 20, 2014 Amended – February 26, 2015 - 33 -

meetings during the months of September through June. In actuality, the Board meets nearly twice that often when the work sessions and public hearings are included. The meetings are held in the Board Room at the Department of Education of Howard County, 10910 Clarksville Pike, Ellicott City, Maryland, unless otherwise designated. Regular meetings, budget and attendance area work sessions, and public hearings are televised live on cable, livestreamed on the web, and are rebroadcast at least twice a week. Meeting recordings are also available on HCPSS TV online.

1. Regular Meetings

• The two monthly business meetings are usually held on the second and fourth Thursdays of the month. Every effort is made to schedule items of significant public interest at times convenient to the general public, and a special effort is made to group similar and major educational issues together during business meetings.

• See Chapter 6 Operating Procedures/Protocols for a detailed explanation of the Board’s agenda creation. The Superintendent and the Board work collaboratively to determine items for consideration.

• Public Forum: Policy 2040 Public Participation in Meetings of the Board provides that at every regular meeting approximately 15 minutes are set aside at each session for the Board to hear comments from a maximum of five citizens on educational issues. The first five speakers who contact the Board office by telephone or in person by the close of business the day prior to the Board meeting are granted three minutes to speak. Unallocated slots may be filled—first come, first served—by signing the appropriate sheet at the Board meeting. Topics excluded are any which are provided a formal hearing process, such as a specific policy, budget or attendance area adjustment proposal. Due to confidentiality requirements, a private appointment should be made with the Superintendent or the Chairman to discuss personnel issues. Speakers are also requested to provide 15 copies of their written testimony.

• Consent Agenda: Each regular meeting agenda includes under the Consent Agenda a list of routine business items and Board Minutes that normally require no discussion by the Board. The Consent Agenda is usually moved and passed by a single vote with no discussion. However, any Board member can request to have an item removed for purposes of discussion. If there is an item a Board member wishes to discuss, the Board member should contact the Chairman prior to the meeting so staff can be notified.

• Staff reports and recommendations should be clear and when appropriate, include a fiscal note. Presentations by staff are expected to be less than 15 minutes, and should not be repetitive of the written report to allow sufficient time for the Board to discuss the agenda item and take appropriate action. Program Agenda Reports are typically 20 minutes. Items that are time sensitive may be introduced and voted upon during the same meeting as introduced if the Board members agree, either by consensus or majority vote.


2. Closed Meetings Meetings of the Board are subject to the Open Meetings Act. Under Title 10 of the State Government Article of the Annotated Code of Maryland, the Board of Education is authorized to meet in closed session to discuss items that are designated by 14 specific areas. The most applicable areas are personnel matters, acquisition of real estate, pending litigation, collective bargaining issues, matters protected from public disclosure by law, and other issues including consultation with counsel to obtain specific legal advice. The following are guidelines for closed sessions:

• The Chairman may call closed sessions at any time, at the request of any member or the Superintendent. As soon as possible, prior public notice, including date, time, and place of the closed meeting must be delivered to the news media. HCPSS electronically informs the public through BoardDocs, press releases, and also posts a notice on the main bulletin board in the lobby of the Department of Education. The Board is required to first convene a public meeting and take a vote to move into closed session.

• The presiding officer conducts a recorded vote on the closing of the meeting and signs a written statement that cites the reason for closing the meeting, the specific provision of the Open Meetings Act that allows the meeting to be closed, the vote for and against, and the topics to be discussed at the closed session.

• All Board members have the responsibility to self-monitor discussion so that only the closed meeting’s identified topics are discussed.

• Board members and staff are expected to maintain the confidentiality of closed session discussions at all times.

3. Retreats The Board holds retreats from time to time primarily for team-building activities and to provide orientation to newly elected Board members. Retreats are open meetings. 4. Special Meetings Other than regularly scheduled business meetings publicized in advance, the Board may meet for work sessions, policy development sessions, annual meetings with organizations and other public bodies, meetings with students, public hearings, and public forums. These meetings are usually held at the Department of Education. The purpose is to receive information in more detail than the regular meeting’s time limitations would allow. In accordance with the Open Meetings Act, all meetings are noticed to the public. Minutes are taken at all meetings except for community meetings.

See Chapter 8 for descriptions of meetings with the community.


Chapter 6 - Operating Procedures/Protocols

A. Agenda-Setting and Board Materials Prior to April of each year, the Board of Education sets a master calendar of known Board meetings and hearings for the ensuing year. The meetings are divided into quarters, beginning with July. Quarterly agendas are created to plan staff reports and topics which the Board plans to consider. During each preceding quarter, the Board sets the agenda topics in public for each meeting in the following quarter. It is at this time that the staff adds to the agenda their known reports to be presented, and any Board member, with the consent of the majority of the Board, can place additional items that they wish to have reported on and discussions held. Before each regular Board meeting, the Board’s Administrator develops an agenda based on the Board’s approved quarterly agenda, and also lists the standard items which constitute the Consent Agenda, i.e., bids and contracts, staff personnel, financial reports, donations, minutes. The Consent Agenda is divided into Restricted* and General based on the voting rights of the Student Member of the Board. In addition, the Board’s Administrator adds items submitted by the Superintendent’s designee that have been received no less than one week prior to the Board meeting. Also added are any cyclical items, which include testing results, to be presented to the Board at the Board meeting. A citizen who requests an appointment to present an item on the Board’s agenda must receive prior consent from the Chairman before being added. The draft agenda is then sent to the Board, Superintendent, and senior staff for any necessary changes. Upon finalization of the agenda, the Board’s office staff posts the agenda, with related materials, to BoardDocs approximately one week prior to the scheduled Board meeting. Paper copies of the agenda packet will be provided only to Board members and Superintendents/Chiefs who request them. All information received after the agenda materials are posted should be provided to the Board members as soon as possible. No reports longer than two pages should be submitted after delivery. Agenda materials are normally available to the public and press via BoardDocs three days prior to the regular Board meeting. If corrections to an agenda are necessary after being sent to Board members, it is the responsibility of the Board’s Administrator to timely notify all Board members. The agenda may be amended by either the Superintendent or Board members at the time of its official approval. To add new items to the published agenda requires the approval of the majority of the Board members. The agenda is posted in BoardDocs through the HCPSS website, on the main bulletin board in the lobby of the Department of Education, and is distributed on official email to HCPSS staff, PTA Council, and Community Advisory Council (CAC). The Quarterly Agenda is regularly updated and posted on BoardDocs.


B. Appeals to the Board of Education Appeals to the Board of Education are either Paper Reviews (e.g., walking route, transportation, open enrollment, etc.) or Evidentiary Hearings, (e.g., suspension, expulsion, dismissal), which are closed unless the appellant requests otherwise. The various procedures governing appeals to the Board are contained in the Annotated Code of Maryland, Education. Appeals are primarily of three types pursuant to the Annotated Code of Maryland, Education Article, §4-205(c) disputes involving rules and regulations of the Board; §6-202(a) suspensions or dismissals of professional and/or certificated personnel; and §7-305 student suspensions or expulsions.

Once an appeal has started through the process, or the possibility of a timely appeal is still available, it is inappropriate for Board members to discuss the issue with the appellant, the public, or staff. Once the appeal is properly filed, unless the appellant subsequently withdraws the appeal or the Superintendent of Schools has granted the requested relief, only the Board itself can dismiss the appeal. It is expected that Board members will maintain the confidentiality of documents related to the appeal and will not discuss these materials with those not privy to such information. C. Approval Process - Capital Budget Adopting the annual capital budget is one of the major responsibilities of the Board. The capital budget includes construction and planning funds for new facilities, modernization and renovations, furniture and equipment associated with these projects, and countywide maintenance efforts. Facilities issues include building utilization, educational program capacity, enrollment projections, Attendance Area Adjustments, and school closings. Financing for capital projects comes primarily from three sources – local bonds, local transfer tax, and state school construction funds.

Each spring, the Superintendent reviews all Howard County Public School facilities decisions and capital budget requests. The Board holds a public hearing in August to receive the public’s priorities for new facilities, additions, and renovations. In September, the Superintendent publishes a Proposed Capital Budget, as well as a Five-Year Capital Improvement Program and a Ten-Year Long-Range Master Plan. The Board holds a public hearing on the Proposed Capital Budget, discusses it at work sessions, and adopts a Capital Budget Request to submit to the Interagency Committee on School Construction (IAC) in the fall. This budget may be revised when the Board adopts its Operating Budget Request in February. Final adoption does not occur until late May or on June 1, after the final funding allocation decisions of the IAC and the Howard County Government are known.


D. Approval Process - Operating Budget Adopting the annual operating budget is one of the major responsibilities of the Board. The operating budget includes salaries, contractual services, supplies and materials, furniture and equipment, and other funds necessary for the daily operation of the school system. The Board holds one operating budget hearing in the fall to hear the public’s priorities and one hearing in late January to hear the public’s reaction to the Superintendent’s Proposed Operating Budget.

The operating budget is developed under the direction of the Superintendent after receiving input from staff. The Superintendent presents the proposed budget to the Board in early January and recommends the budget’s adoption to the members of the Board. The Board holds work sessions prior to the adoption of the budget to secure additional information on the various line items and categories of the proposed budget and on items the Board itself is considering. The budget must be submitted to the County Executive by approximately March 15 of each year. While the County Executive may reduce the budget before sending it to the County Council, the Council may choose to restore all or a portion of the reductions. The County Council has the authority to adopt the education budget by overall and category totals, but usually extends the courtesy to the Board to recommend category totals after the County Council has decided the overall budget amount. After the County Council’s final action in late May, the Board makes final line item adjustments to the budget no later than June 1. During the fiscal year, the Board may move funds within categories, but must request approval from the County Council for any transfers among categories. E. Correspondence Procedures

The Chairman and Superintendent are charged with the responsibility of answering all

correspondence from Howard County constituents. They may delegate a specific inquiry to appropriate staff for a more knowledgeable response. Only the Chairman or the Chairman’s designee is to use Board letterhead. Correspondence on the official letterhead speaks for the entire Board. All responses are to be courtesy copied to the members of the Board of Education. The Board Administrator maintains hard copies of non-electronic incoming and outgoing correspondence to the Board and from the Board members.

Incoming correspondence via the postal service is duplicated for all Board members, the Superintendent, and any other staff who need to be informed. The Administrator assists the Chairman in preparing draft responses or directing the correspondence to the appropriate staff member. Staff prepares responses for the signature of the Board Chairman, or in special cases the Board Chairman responds personally. When the Board Chairman signs the reply, copies of the response are provided to Board members, the Superintendent, and appropriate staff.


Petitions and form letters are not necessarily duplicated for Board members. Staff may count the signatures and provide a sample page of the petition. One copy of the form letter is provided to the Board with a count of the number of form letters received. A Board response is not sent to each petitioner.

All Board members, the Board Administrator, and the Board Office Staff receive the same citizen email message when it is sent to the Board’s email address at [email protected].

• The Board Administrator is responsible for responding to the Board email and/or directing correspondence to the appropriate staff member for a response. The BOE email is always copied with responses, inquiries, etc.

• In accordance with the Annotated Code of Maryland, Education Article, §3-701

and Policy 2010 Student Representation, the following procedures will be followed for the Student Member of the Board:

If a matter is legally confidential and the Student Member is not voting on the issue, information about the matter will not be shared with the Student Member through either email or other means because it would violate the underlying confidentiality provisions. Since the student is not voting, the student would not have the requisite “need to know” which justifies distribution of the information to voting Board members. Where the topic is not one that is legally confidential, the Student Member is entitled to documents and emails about the subject, especially since the documents would be available to the public under the Public Information Act. As examples, the Student Member of the Board should receive emails and background information on the employment of architects, attendance area adjustments, and capital budget, even though the Student Member may not vote on these matters. The Student Member of the Board does not receive anything that has to do with personnel, appeals, students, or anything of that nature. The student receives copies of all appropriate correspondence and documents along with the other Board members. The Board Office forwards all appropriate emails from the BOE email to the Student Member on a daily basis. When appropriate, the Student Member is copied, along with the BOE email, in responses given to constituents. The Student Member receives Pony mail along with the other Board members. The student’s mail is forwarded to the school during the school year and to the student’s home in the summer. The student’s Board email includes the Board calendar and the Board Public Documents folder.


mailto:[email protected]

• Individual Board members should exercise discretion and may respond to other emails as an individual, but the response must include the phrase “I am responding as an individual Board member,” and the whole board should be copied. Board members need to be very careful that they do not interfere with processes and procedures.

F. Record of Board Meetings

The minutes of all public meetings record actions taken and the Board’s discussion. Minutes are to be approved within 30 days of the Board meeting.

Minutes and recordings of public meetings are available as a matter of public record. In accordance with state law, as the Board’s official minutes, recordings of the Board’s business meetings and public hearings are retained for a period of not less than one year. Constituents may also view past meetings online at www.hcpsstv.org. Arrangements can be made to purchase the recordings of most regular Board meetings and public hearings. There is no charge for the approved written minutes, which are also posted in BoardDocs on the HCPSS website.

Official and Confidential Minutes of closed sessions are maintained in accordance with law; state the time, place, and purpose of the closed session; and include a list of each item considered, the persons present, the action taken, and each recorded vote. The Official Approved Closed Minutes are also posted on BoardDocs.


http://www.hcpsstv.org/

G. Requests for Information from Staff by Individual Board Members 1. Board Reports/Quarterly Agenda

• Whenever possible, and as a heads-up courtesy, Board member requests for clarification of a specific upcoming Board Report or Quarterly Agenda item should be made directly to the person who is responsible for the written document prior to the meeting, and copied to the Superintendent, other Board members, and the Board Administrator. Board members should be considerate of staff time limitations during the week of a scheduled Board meeting. Any electronic correspondence after close of business the day before a scheduled Board meeting needs be coordinated through the Board’s Administrator, so that Board members and staff are made aware of any updates prior to the meeting.

2. Requests For New Information

• Other requests for information (such as data research, in-service activities, or

background on educational issues) from individual Board members may be made directly to the appropriate Chief. The Board member is expected to inform all Board members of the request. Requests for information should not be made to principals or staff below this level.

3. If the requested information is readily available, it will be included in the Friday

Memo to all Board members.

4. In accordance with Policy 2000 School Board Governance, if the information is not readily available and requires research (more than 30 minutes), the following protocol will be in affect:

• The appropriate Chief will confer with the Superintendent. • The Superintendent or designee will confer with Board member making

request. • Board member will consult the entire Board regarding future direction of the issue. If a majority agrees, the request for information is made by the Board

Chairman. • Board Chairman and Superintendent will determine the timeline for

responding and will inform all Board members.


Chapter 7 - Past Practices

A. Board Leadership Development Because we value lifelong learning for all, the Board strongly encourages members to participate in various conferences and in-service training sessions that will improve leadership capacity, expand mental horizons, and/or improve various skill areas. Remaining informed is critical to being an effective member of the education team. New Board members are expected to complete the MABE New Board Orientation sessions. It is also highly recommended that the entire Board will attend both the NSBA and MABE Conferences, which are generally held in April and October, respectively. Individual Board members are encouraged to participate in the quarterly Legal Services Association of MABE (LSA) legal sessions and to enroll in the two-year MABE Professional Board Development Academy. Registration and other costs incurred by these various training sessions are covered by the Board of Education’s budget as approved and if funds are available. Board members may also take the same administrative computing and staff development courses that are offered to HCPSS personnel. B. Commencements One of the greatest joys of a Board member is to officiate at high school commencements. A Board member typically officiates at several graduations, usually of the high schools to which he/she is assigned via the cluster school practice. By tradition, the officiating Board member delivers a one to three-minute (maximum) "speech" before presenting the diplomas and awarding the Graduation Diplomas or Certificates of Attendance to the individual students of the graduating class. Board members and other elected officials shall be granted the privilege of presenting the diploma to a member of their immediate family.

It is expected that elected officials, including Board Members who aren’t assigned that High School within his/her cluster, would be invited and given seats of honor on the stage if they attend. The school system is dependent upon the County Executive, the County Council, and the Howard County Delegation's cooperation and hard work to provide adequate operating and capital budget dollars. They like to be part of the celebration, and it is a good way to recognize their part in HCPSS' success. Parking arrangements, as well as any required graduation regalia, will be made by staff for Board members. Staff will notify Board members each year with regard to the required graduation regalia of each high school. Since high school commencements are a major milestone in every student’s life, the following suggestions will help to ensure a successful presentation by the Board member:


• Practice your speech out loud so that it is not more than two minutes, three at the

most. Board members are last on the agenda, and everyone is fidgety and tired of speeches. Your speech should begin with the words, “On behalf of the Board of Education, I bring greetings and congratulations to the (name of school) High School Class of (year).”

• In recent years most of the high schools conducted the same process to award

diplomas to the graduates. Find out from the school advisor how the diploma will be given to you, and ensure that a staff member will be at the table to assist. This process, while not necessarily obvious to the audience, can be significant to the Board member. If they expect you to turn back to receive the diploma, then turn forward to give it to the student, you may want to suggest a movement of table distance or the addition of someone to hand you the diploma to reduce the amount of turning required on your part. Some advisors do not realize that what appears to be a simple motion can be a physical challenge when multiplied 300 times.

• Before the ceremony, walk out on the stage, introduce yourself to the

photographer, and find the X mark where you are expected to stand to give the diplomas. The student should be photographed receiving the diploma cover. Most important of all, hold the diploma in your left hand and wait for the student to be within handshaking distance. Extend your right hand to shake first, making sure the student smiles (if necessary you may even say, “give me a smile”), then award the diploma over the handshake. Maintain eye contact with the student. Stay on the X. This sounds so simple and obvious, but the critical matter is to get the student within the photographer’s range, not looking awkward, and with a smile for the picture. Many students, boys especially, want to cruise nonstop across the stage.

C. Recognition of Service When a Board Member reaches the end of his/her term, a framed Board Resolution and any local and state governmental proclamation will be presented to the Board member at his/her final official meeting. A personal gift from the Board may also be presented at that time. D. Use of Email It is the expectation that Board members sign on to the official HCPSS email at least once each weekday and once on the weekend. Each member is expected to respond promptly to queries from the Chairman, the Board’s Administrator, and/or the Superintendent/designee. All email is subject to the Public Information Act and must be disclosed when requested by members of the public. In compliance with rulings of the Open Meetings Compliance Board, a quorum of the Board may NOT participate on email concurrently and/or simultaneously. The Administrator is responsible for


responding to the Board email and/or directing correspondence to the appropriate staff member for a response. The BOE email is always copied with responses, inquiries, etc. If the email to the Board of Education email is sent to a specific member, that member can respond with a courtesy copy to fellow Board members or forward it to the Chairman with a request that the Chairman respond. All email correspondence is expected to be respectful, cordial, and civil. Board members are to be mindful of the original address list. Participants are requested to observe email etiquette, especially the following:

• Include everyone in the reply who was in the original message, unless intent is made clear by the sender to not do so.

• Add no extra persons to email without the message originator's consent.

However, “flaming,” rude, or harassing messages (as indicated by precedents or as perceived by the recipient(s)) do not deserve this courtesy.

• The Superintendent and staff are expected to observe these two practices.

When the Superintendent must refer an emailed issue of concern to pertinent staff, all Board members are notified as a courtesy.

• Avoid large sized-fonts and other features which indicate “flaming” or negativity.

E. Visiting Schools School staff and students like when Board members visit their school. Board members are always welcome and encouraged to visit. Board members should plan to visit each of their cluster schools at least once during the school year. It is preferable that Board members call ahead when they plan to visit a school. Whenever Board members visit a school, they should be courteous, respectful, and supportive toward staff, students, and parents at all times. Board members should always remember and respect the time constraints of staff when visiting and follow safety protocols. The Principal/designee or another staff member often walks around with Board members. Board members should be open to listening to issues pertinent to the school community and to the school system while visiting the school. The day-to-day administration of the schools and the right to make corrections or suggestions for change do not fall under a Board member’s responsibility. It is a courtesy to notify the Superintendent of any Board member visits. The Superintendent and Board members will explore the concept of making joint visits, during which they will serve as ambassadors of the governance team.


Chapter 8 - Engaging the Community

A. Cluster Schools One recommendation of The Study Group to Review Board of Education Responsibilities and Composition Final Report (9/21/00) was to “assign schools to individual Board members, by linked feeder schools, on an annual rotating basis.” At the Board’s request, cluster school groupings were created by the Community Advisory Council (CAC). Board members choose two clusters each, one east of Route 29 and the other west of Route 29. Overseeing the welfare of all students in all schools is each Board member’s responsibility, but it is expected that Board members will visit, interact with the school community, and learn more about the schools in their annual clusters. B. Meetings with Various Organizations The Board engages in an ongoing two-way conversation with the community in many ways. The purpose of the conversation is to enable the Board to hear and understand the community’s educational aspirations and desires, to serve effectively as an advocate for school system improvement, and to inform the community of the school system’s performance and plans and initiatives. Some meetings are annually scheduled as part of the master calendar:

• Quarterly meetings with the County Council of Howard County.

• Fall and spring meetings with the PTA Presidents and the Community Advisory

Council.

• November and March luncheon meetings with Howard County Student Leaders from each high school (HCASC).

The Board may also meet informally from time to time with other elected and appointed officials, as well as education, civic, and community organizations.

• Community Meetings: Members of a community organization may request a public meeting with the Board for an hour to discuss mutual educational goals and concerns.

• Coffee and Conversation Meetings: The Board sets aside three or four evenings or Saturday mornings each year to meet at a local school with any citizens who wish to attend. The Board listens to individual concerns and answers citizen inquiries.


C. Opportunities for Public Participation Representation: In addition to the CAC, community members are sought to serve on various committees such as curriculum advisory, school construction planning, and policy. Public Forum: The Board sets aside time for up to five citizens at the beginning of each session of the regular meetings to raise subjects of praise or concern. Each speaker is limited to three minutes. To ensure being heard, citizens should first notify the Administrator to the Board of Education. Public Forum should not be used to address personnel issues, those slated for formal public hearings, or used for solicitation. See Policy 2040 Public Participation in Meetings of the Board for complete details. Letters: Citizens’ letters are welcome, to which the Board Administrator or Chairman responds, as appropriate. Incoming correspondence addressed to the Chairman is copied to all Board members and the Superintendent. Email: See Chapter 6 for details. Telephone Calls: Because Board members do not have offices at the Department of Education, calls from citizens are welcomed at Board members’ home offices. Board Member information is located in BoardDocs on the “Feature” page – Documents – Contact the Board. D. Public Hearings Public participation is encouraged at hearings held for specific topics that the Board determines to be of widespread interest and concern (i.e., individual policies, school calendar proposals, budget, attendance area adjustment proposals, etc.) Policy 2040 Public Participation in Meetings of the Board will be adhered to and general guidelines are:

• In general, a public hearing will be scheduled approximately 30 days in advance. The subject and date of the hearing will be publicized through the Board’s customary communications channels and by a release to the news media.

• Community members may pre-register to speak at a public hearing by contacting

the Board of Education Office by telephone or in person. Persons may pre-register during business hours during the three weeks prior to the hearing up to the close of business on the last working day before the hearing. Speakers will be asked to provide their name, address, phone number, and email address if available. After pre-registration has closed, community members may still register to speak at the Board meeting itself.

• Students will be allowed to speak first. Elected officials are given the courtesy of being placed at the time of their choice on the agenda. All other speakers will be called in the order of their signing up. Individuals and organizations may not cede time to others who have, or have not, signed up. If the speaker is not


present at the designated time, every effort will be made to provide an opportunity for them to speak prior to adjournment of the meeting. At the hearing’s conclusion, anyone who had not registered to speak may address the Board. Participants are asked to provide 15 written copies of their testimony before or during the hearing.

• While oral testimony is limited to three minutes, detailed written testimony is assuredly read and considered. Written statements submitted in lieu of testimony will be given equal consideration.

E. Public Participation in Board Meetings The members of the Board of Education desire to hear the views and have the advice of interested citizens. To help ensure effective public participation in the decision-making process, the Board:

• Makes agenda materials available to the public at the time of the regular Board meeting.

• Posts the agenda on BoardDocs and on the main bulletin board in the lobby of

the Department of Education.

• Involves citizens and students on advisory committees.

• Holds public hearings on the operating and capital budgets and on issues of wide public interest.

• Provides Public Forum time at its regular meetings for the public to comment on

educational issues and other matters of concern.

• Encourages citizens to communicate with Board members by publishing public telephone numbers, fax numbers, addresses, and the Board’s email address.


F. Quarterly Meetings with the County Council

1. To improve relations and to keep the communication lines open, the Board and the County Council of Howard County meet on a quarterly basis, alternating the host site of the meeting.

2. The Board’s Administrator will solicit from Council members and from the Board

members any agenda items that they may want to include. Council and Board members will be asked to submit their suggestions no later than one week after requested.

3. The Board’s Administrator is the liaison and will share the ideas from the

respective bodies and will develop a consolidated list of proposed agenda items for the chairs of the respective bodies.

4. The chairs will then confer to finalize the list. They may delete items or

determine that some items be handled in other contexts. The final agenda will be set by the chairman/chairperson no later than two weeks before the meeting date.

5. The liaison for the body hosting the meeting will prepare and distribute the

agenda.

6. Each body will comply with Open Meetings Law requirements. G. County Council Information Requests and Responses by School System Staff

1. Requests for information from the County Council are communicated to the Board Administrator and the Executive Assistant to the Superintendent.

2. The request is “logged in a database” by the Board Administrator and then

directed to the appropriate staff person for response. 3. The Board Administrator monitors the request to ensure that a response is

provided to the County Council within a two-week timeframe. The response will be copied to the Board, Superintendent, and Chiefs.

4. In case a request for information requires an expedited response, a County

Council’s Assistant (or designee) may telephone the Board Administrator and follow-up with the request by email.


H. Representation in Organizations/Community Groups At times, the Board desires to have a Board member attend the meetings of certain community groups to “keep the pulse of the community” and to share with them school system or Board of Education information. Some organizations invite Board representation. Depending upon the group, the process for selection is either volunteer or by vote of the Board at a business meeting. A potential conflict could occur when the business actions of the organization could be incompatible with the duties of Board members both philosophically and as prescribed by law. The duties of a Board member always take precedence. Board members are advised to use discretion at these meetings in taking positions and to keep the rest of the Board updated on the group’s activities. Some groups are:

• PTA Council of Howard County • Community Advisory Council • Spending and Bond Affordability Committee • APFO Task Force • Recreation and Parks • NAACP • Conexiones • MABE Committees • MABE Legal Services Association (LSA)


Chapter 9 – Resources for the Board of Education

A. Board of Education Advisory Committees The Board of Education is empowered by state law to create citizen advisory committees to advise the Board, to facilitate activities and programs in the school system, and to recommend possible changes in Board policy. The CAC is a permanent committee and is invaluable to the Board. Other committees may be created for special purposes on a short-term basis. Committees appointed by the Board are subject to the Open Meetings Act. In addition, there are advisory committees reporting to the Superintendent and/or his staff.

B. Board of Education Committees Protocols Audit Committee - Structure, Procedures and Responsibilities Introduction The committee shall serve to promote the independence and objectivity of the internal audit function, ensure broad audit coverage, adequate consideration of reports, and appropriate action on recommendations. On behalf of the Board, the committee will provide oversight and coordination of all audit activities of the school system. The judgments and recommendations of the committee are advisory in nature and shall be submitted to the entire Board for any formal action to be taken. Membership The committee shall be comprised of no more than three members of the Board. Board committee assignments will be approved during a Board meeting prior to the beginning of each school year. Board members will serve on an individual committee for a minimum of two years. If a vacancy occurs, the Board will fill the vacancy at the next regular meeting. A chairman will be elected annually by each committee at the committee’s first meeting. Meetings The committee shall hold regular meetings at least quarterly and shall hold special meetings as needed. The Internal Auditor or Superintendent/designee may also request the chairperson to convene a special meeting of the committee. The committee’s meetings shall be open to the public and conducted in accordance with the laws and regulations governing public meetings.


The chairperson shall have the responsibility for establishing meeting dates as appropriate and for developing agendas for meetings after consultation with other members of the committee and the Internal Auditor. The Internal Auditor and Superintendent/designee shall attend all meetings of the committee. The chairperson shall report to the Board on the subject matter of each regular and special meeting and bring the committee’s recommendations to the full Board for approval. Copies of the minutes shall be furnished to the Board and posted for the public. Relationship to the Staff The Internal Auditor shall report quarterly to the committee, providing the committee with copies of all issued audit reports and any other audit or study reports. The Internal Auditor shall also provide the committee with such interim audit information and data as the committee may request, including, but not limited to, audit processes, plans, reports, and operations. Responsibilities To provide oversight and coordination of all audit activities of the school system, including, but not limited to, audits conducted by the Board’s Internal Auditing Office, the State of Maryland (e.g., Office of Legislative Audits), Federal Auditors (e.g., Government Accountability Office or Department of Education), and the HCPSS External Auditor.

• To review audit plans, auditors’ draft reports, participate, as appropriate, in audit

entrance and exit conferences, and review reports generated by the Department of Finance.

• To review any plans by the HCPSS to change the audit firm(s) (hereafter referred to as the External Auditor), retained to perform the annual financial statement audit, single audit, comprehensive annual financial report, etc., or to make major changes in the scope of the audit contract(s) and/or engagement letter(s); and, with input from the Internal Auditor, Chief Accountability Officer, and Superintendent, make recommendations to the Board of Education regarding the approval of the audit contract(s) and/or engagement letter(s).

• Meet with the External Auditors, the Chief Accountability Officer, the Department of Finance, and the Internal Auditor to discuss the auditors’ management letter and shall make recommendations to the Board of Education, as appropriate, regarding specific items in the management letter.

• To make a recommendation to the Board regarding the annual work plan submitted by the Internal Auditor reflecting scheduled audits and non-audit activities.

• To evaluate the Internal Auditor’s work performance in concert with the Chief Accountability Officer.

• To provide representation on behalf of the Board to appropriate local and state agencies.


Legislative Committee - Structure, Procedures and Responsibilities Introduction The committee shall serve to ensure that the Board is informed about local, state, and federal legislation and remains proactive in legislative decision making. The judgments and recommendations of the committee are advisory in nature and shall be submitted to the entire Board for any formal action to be taken. [See, however, Protocols Regarding Legislative Issues.] Membership The committee shall be comprised of no more than three members of the Board, one of whom shall be appointed to represent the Board on MABE’s Legislative Committee. Board committee assignments will be approved during a Board meeting prior to the beginning of each school year. Board members will serve on an individual committee for a minimum of two years. If a vacancy occurs, the Board will fill the vacancy at the next regular meeting. A chairman will be elected annually by each committee at the committee’s first meeting. Meetings The committee shall hold regular meetings at least quarterly and shall hold special meetings as needed. The Superintendent/designee may also request that the chairperson convene a special meeting. The committee’s meetings shall be open to the public and conducted in accordance with the laws and regulations governing public meetings. The chairperson shall have the responsibility for establishing meeting dates as appropriate and for developing agendas for meetings after consultation with other members of the committee and the Superintendent/designee. The Superintendent/designee shall attend all meetings of the committee. The chairperson shall report to the Board on the subject matter of each regular and special meeting and bring the committee’s recommendations to the full Board for approval. Copies of the minutes shall be furnished to the Board and posted for the public. Relationship to Staff The Superintendent/designee shall meet with the committee at least quarterly and shall provide the committee with regular updates on local, state, and federal legislative issues, as well as other information and data as the committee may request. Responsibilities


• To study current legislation and legislative issues at the local, state, and federal level which are relevant to school system policies and goals to determine the specific impact on the school system.

• To make recommendations to the Board regarding positions the Board may wish to take on legislative matters and to develop and/or review proposals to the Board regarding the initiation of legislation, as appropriate.

• To monitor enacted legislation and make appropriate recommendations regarding necessary policy changes.

• To provide representation to the State Board of Education on regulatory matters; as time permits, to study and make recommendations to the local Board regarding positions on proposed COMAR revisions or new regulations.

• To act on legislative positions of the Board by working with staff to prepare testimony and by delivering testimony on behalf of the Board.

• To take a proactive stance with regard to legislation by maintaining regular contact with lawmakers, particularly during the legislative sessions; by remaining current on legislative trends and issues which may affect education; and by recommending legislative positions of the Board of Education as appropriate.

• To provide representation to MABE’s Legislative Committee, and, where practical, to MABE’s FRN Committee and Legal Services Association, and to send timely reports to all Board members.

• To provide representation on behalf of the Board to appropriate local and state agencies.

Policy Committee - Structure, Procedures and Responsibilities Introduction The committee shall develop effective long-term approaches to policy development and revision. It shall also study policy reports referred to it by the Board in greater depth in order to make recommendations to the full Board that remain advisory in nature and shall be submitted to the entire Board for any formal action to be taken. The committee is assigned the responsibility of reviewing final policy copy and verifying the incorporation Board direction and approved language prior to its publication. Membership The committee shall be comprised of no more than three members of the Board Board committee assignments will be approved during a Board meeting prior to the beginning of each school year. Board members will serve on an individual committee for a minimum of two years. If a vacancy occurs, the Board will fill the vacancy at the next regular meeting. A chairman will be elected annually by each committee at the committee’s first meeting. Meetings Adopted - November 20, 2014 Amended – February 26, 2015 - 53 -

The committee shall hold regular meetings at least quarterly and shall hold special meetings as needed. The Superintendent/designee may also request the chairperson to convene a special meeting of the committee. The committee’s meetings shall be open to the public and conducted in accordance with the laws and regulations governing public meetings.

The chairperson shall have the responsibility for establishing meeting dates as appropriate, and for developing agendas for meetings after consultation with other members of the committee and the Superintendent/designee. The Superintendent/designee shall attend all meetings of the committee.

The chairperson shall report to the Board on the subject matter of each regular and special meeting and bring the committee’s recommendations, if any, to the full Board for approval. Copies of the minutes shall be furnished to the Board and posted for the public.

Relationship to Staff

The Policy Specialist shall report to the committee on a quarterly basis. The Policy Specialist shall also provide the committee with such interim information and data as the committee may request, including, but not limited to, processes, plans, reports, and operations.

Responsibilities

• To review Policy 2020 and current procedures for policy development andrevision and to make recommendations to the Board for improvement.

• To make recommendations regarding the proposed schedule for policydevelopment activities for the following year.

• To make recommendations regarding policy reports referred to it by the fullBoard.

• To provide representation on behalf of the Board to appropriate local and stateagencies.

C. Board of Education Memberships

The Board of Education maintains membership in state and national school boards associations as well as educational associations. The Board determines which, if any, local, state, or national affiliations it wishes to add or maintain. Organizational memberships currently include the Maryland Association of Boards of Education (MABE), the Legal Services Association (LSA), the National School Boards Association (NSBA), and the Howard County Chamber of Commerce.

D. Board Member Compensation and Expense Standards The Chairman of the Board of Education is entitled to receive $17,000 annually, and the other adult members are entitled to receive $15,000 each annually as compensation. In Adopted - November 20, 2014 Amended – February 26, 2015 - 54 -

accordance with statute, the Student Member of the Board receives a $5,000 scholarship. The Board and Student Member are entitled for reimbursement of expenses as provided for in the current year’s Operating Budget. (Annotated Code, Education Article. Subtitle 7. Howard County. § 3-703.) Also, upon taking office, Board members join the State Retirement and Pension System of Maryland (SRPS).

Board members will generally follow the Howard County Public School System (HCPSS) Employee Expense Reimbursement Manual. Meals will be reimbursed at a per diem daily rate. No reimbursement will be provided for the cost of alcoholic beverages. Conference overnight stays in the Baltimore/Washington metropolitan area and elsewhere in Maryland are classified as out-of-state travel.

In order to fulfill their duties, Board members will have the option to be supplied with a file cabinet, shredder, printer/scanner/fax, and appropriate technology to meet the needs of the office. All equipment is purchased by the HCPSS for the use of a Board member and is on a replacement schedule. That equipment is the property of the HCPSS and reverts to the HCPSS at the conclusion of the member’s term of office. All Board members will comply with Policy 8080 Acceptable Use of Technology and Policy 3040 Technology Security.

E. Board Office Staff

The Administrator to the Board of Education, along with the Board Office Staff, provides general support to the Board to facilitate the discharge of their statutory responsibilities. Due to the importance of Board duties, cross-training is required. Each employee is expected to assist in maintaining a consistent level of service to the public and to the Board. Staff responsibilities are to:

• Respond to requests from members of the Board, the Superintendent, staff,public, and other governmental agencies for information on past or pendingBoard business.

• Attend all appropriate Board meetings, keep official records of Board business,and prepare the minutes within 30 days of a meeting.

• Schedule all appeal matters before the Board.• Meet the requirements of the Open Meetings Act to announce all meetings of the

Board of Education and prepare a record of the proceedings.• Assist parents, citizens, and students who have suggestions, problems,

complaints, or need information, and bring them to the attention of Boardmembers and other school officials, as appropriate.

• Carry out the responsibility of the daily administration of the office of the Board,including correspondence, calendar, and general staff support.

• Manage BoardDocs.• All other duties as assigned.


F. Legal Advice and Representation As contained in the Annotated Code of Maryland, Education Article, §4-104 Counsel, the Board is empowered to retain counsel to represent it in all legal matters.

The Board will be represented by counsel when it is exercising its quasi-judicial responsibilities in appeals and hearings and when it desires legal assistance in negotiating, interpreting, or administering its employment contract with the Superintendent. Counsel is also generally used in cases when the Board is a named party in a lawsuit or when an appeal of a decision of the Board is taken to the Maryland State Board of Education. G. Ethics Regulations and Ethics Panel The Board of Education adopted Policy 2070 Ethics and Ethics Regulations and subsequently approved by the Maryland State Ethics Commission, which apply to all members of the Board, the Superintendent, and all employees of the Board of Education of Howard County. The types of actions covered involve conflict of interest, outside employment, gifts and honoraria, use of prestige of office, and disclosure of confidential information for financial gain. Board members and selected administrators are required to make certain disclosure statements on an annual basis because of their relationship to the decision-making steps for the expenditure of public funds. Under the terms of these regulations, five Howard County residents are appointed by the Board to the Ethics Panel to serve for overlapping terms of five years. The members receive no compensation for their services except reasonable and necessary expenses as may be provided in the budget. The major duties and responsibilities of the Ethics Panel are to:

• Devise, receive, and maintain all forms generated by the Ethics Regulations. • Provide advisory opinions to persons subject to the regulations. • Process and make determinations as to complaints filed by any person alleging

violations of the regulations. • Refer findings regarding complaints and other enforcement matters to the Board

of Education for action. • Conduct an information program regarding the purposes and application of these

regulations. • Opinions of the Ethics Panel are advisory and may be reviewed by the Board.

The Ethics Panel does not initiate investigations but responds promptly to complaints or

requests for advice. Any Board or staff member may submit a request for an advisory opinion. The panel provides interpretation of these regulations based upon the facts provided or reasonably available to it.


Any person may file a complaint with the Ethics Panel alleging a violation of any provision of the regulations. Such complaints must be written and under oath or by affirmation. All actions regarding a complaint will be treated confidentially. If the Panel determines there is no violation, or insufficient facts to determine a violation, the matter will be referred to the Board with the recommendation that the complaint be dismissed. If the Ethics Panel determines there is a violation, the matter will be referred to the Board for further action. (See Ethics Regulations for full text of regulations located on the HCPSS website www.hcpss.org.) H. The Board Handbook This Board Handbook is intended to be an advisory resource for Board members and is superseded by all HCPSS policies. Prior to 2002, Board members served terms of six years in a pattern which always ensured that the incumbent Board would remain stable and in the majority after each election. This staggered pattern allows the sharing of Board protocols and practices by more experienced Board members, primarily through oral tradition, with those newly elected. A new era began with the 2002 election, in that terms changed from six to four years, and the Board could experience membership changes more rapidly. It is hoped that this Handbook will assist individual Board members in an orderly transition so that the focus remains on raising student achievement and engaging the community to achieve that goal. ADOPTED: June 22, 2004 AMENDED: November 18, 2010 EFFECTIVE: November 18, 2010


http://www.hcpss.org/

APPENDIX A Adopted – November 20, 2014

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ANNOTATED CODE OF MARYLAND

EDUCATION.

DIVISION II. ELEMENTARY AND SECONDARY EDUCATION. TITLE 4. LOCAL SCHOOL ADMINISTRATION.

Subtitle I. County Boards of Education.

§ 4-101 Control and promotion of education.

(a) Control of educational matters. -- Educational matters that affect the counties shall be under the control of a county board of education in each county. (b) Promotion of schools. -- Each county board shall seek in every way to promote the interests of the schools under its jurisdiction.

§ 4-102 County superintendent. (a) Officer of board. —(1) Except in Baltimore City and Prince George’s County, the county superintendent is the executive officer, secretary, and treasurer of the county board. * * * (3) A county superintendent is not a public officer under the Constitution or the laws of the State. (b) Attendance at meetings. -- Unless the tenure or salary or the administration of the office of the county superintendent is under consideration, the county superintendent or the county superintendent's designee shall attend all meetings of the county board and its committees. (c) Advice. -- The county superintendent may advise on any question under consideration but may not vote. § 4-103 School personnel. (a) Appointment and salary. -- On the written recommendation of the county superintendent and subject to the provisions of this article, each county board shall:

(1) Appoint all principals, teachers, and other certificated and noncertificated personnel; and (2) Set their salaries.

§ 4-104 Counsel. (a) Retention of counsel by county board -- In general. --(1) Except in Baltimore County, each county board may:

(i) Retain counsel to represent it in legal matters that affect the board; and (ii) Contract for the payment of a reasonable fee to the counsel.

(2) Funds for these fees shall be included in the annual budget. * * *


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§ 4-108 Duties in general. Each county board shall:

(1) To the best of its ability carry out the applicable provisions of this article and the bylaws, rules, regulations, and policies of the State Board;

(2) Maintain throughout its county a reasonably uniform system of public schools that is designed to provide quality education and equal educational opportunity for all children; (3) Subject to this article and to the applicable bylaws, rules, and regulations of the State Board, determine, with the advice of the county superintendent, the educational policies of the county school system; and (4) Adopt, codify, and make available to the public bylaws, rules, and regulations not inconsistent with State law, for the conduct and management of the county public schools. § 4-109 Establishment of public schools. (a) County board may establish schools. -- Subject to approval by the State Superintendent and in accordance with the applicable bylaws, rules, and regulations of the State Board, a county board may establish a public school if, in its judgment, it is advisable. (b) School as part of State program. -- On approval by the State Superintendent, any school established under this section becomes a part of the State program of public education. (c) Geographical attendance areas. -- With the advice of the county superintendent, the county board shall determine the geographical attendance area for each school established under this section. § 4-111 Curriculum guides and courses of study; study of sign language. (a) In general. -- Subject to the applicable provisions of this article and the bylaws, basic policies, and guidelines established by the State Board, each county board, on the written recommendation of the county superintendent, shall: (1) Establish curriculum guides and courses of study for the schools under its jurisdiction, including appropriate programs of instruction or training for mentally or physically handicapped children; and (2) Supply printed copies of these materials to any teacher or interested citizen. (b) Study of sign language. -- A county board may give academic credit for the study of American Sign Language. § 4-112 Advisory committees. (a) Advisory committee for county board. -- Each county board shall establish at least one citizen advisory committee to advise the board and to facilitate its activities and programs in the public schools. (b) Advisory committee for schools. -- Similar advisory committees may be established for:

(1) An individual school; or (2) A group of schools within a region.

(c) Membership. -- A committee established under this section may include parents, teachers, students, and other citizens as members.


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§ 4-115 Acquisition and disposition of real property; construction, etc., of school buildings. (a) “County council” defined. -- In this subtitle, “county council” means, in Baltimore City, the Mayor and City Council of Baltimore. (b) Acquisition of real property; construction, etc., of school buildings. -- With the approval of the State Superintendent, each county board may: (1) Buy or otherwise acquire land, school sites, or buildings; and (2) Rent, repair, improve, and build school buildings or approve contracts for doing so, if the plans conform to the bylaws, rules, and regulations of the State Board. (c) Disposition of real property. --(1) (i) Except as provided in this paragraph, if, with the approval of the State Superintendent, a county board finds that any land, school site, or building no longer is needed for school purposes, it shall be transferred by the county board to the county commissioners or county council and may be used, sold, leased, or otherwise disposed of, except by gift, by the county commissioners or county council * * * § 4-116 Selection of school sites; public hearing. (a) Consultation with planning agencies. -- (1) If there is a commission or agency with legal responsibility for county planning for land use, the county board shall:

(i) Consult with the commission or agency; and (ii) Ask its advice in choosing land for a school site.

(2) The site shall conform as far as practicable to development plans for land use in the county. (b) Public hearing. -- (1) If a county board gives preliminary approval of a school site, the county board shall hold a public hearing if

(i) It considers it desirable; (ii) 100 or more adult residents of the county petition in writing for a hearing; or (iii) The county commissioners or county council asks for a hearing.

(2) The hearing shall be held on at least 10 days’ notice, published at least once in a newspaper of general circulation in the county, to give all interested persons an opportunity to present their views. (3) Any petition by residents of the county shall be filed at the office of the county board within 15 days after the board gives preliminary approval of the site. (4) If a hearing is held, minutes shall be kept and, after deliberation, the county board shall send the minutes of the hearing and its recommendation to the State Superintendent for use in making a decision on his approval of the site. (5) A request for site approval may not be made to the State Superintendent by a county board until 15 days pass after its action recommending the site or, if a hearing is held, until after the hearing, whichever occurs last. § 4-117 Employment of architect; conformity to building regulations. (a) Architects. -- On the recommendation of the county superintendent, a county board may employ architects to assist in preparing plans and specifications for constructing or remodeling a building


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ANNOTATED CODE OF MARYLAND

EDUCATION. DIVISION II. ELEMENTARY AND SECONDARY EDUCATION.

TITLE 4. LOCAL SCHOOL ADMINISTRATION.

Subtitle 2. County Superintendent of Schools. § 4-201 Appointment; term; qualifications; vacancy; removal [Amendment subject to abrogation].

(a) Baltimore City excepted. -- This section does not apply to Baltimore City. (b) Appointment and term. —(1) The term of a county superintendent is 4 years beginning on

July 1. A county superintendent continues to serve until a successor is appointed and qualifies.

(2) By February 1 of the year in which a term ends, the county superintendent shall notify the county board whether the superintendent is a candidate for reappointment. (3) In the year in which a term begins, the county board shall appoint a county superintendent between February 1 and June 30. However, if the county board decides to reappoint the incumbent superintendent, the county board shall take final action at a public meeting no later than March 1 of that year. (4) If a county board is unable to appoint a county superintendent by July 1 of a year in which a term begins, the provisions of subsection (d) of this section apply. ******

(c) Qualifications. —(1) An individual may not be appointed as county superintendent unless he: (i) Is eligible to be issued a certificate for the office by the State Superintendent; (ii) Has graduated from an accredited college or university; and (iii) Has completed 2 years of graduate work at an accredited college or university, including

public school administration, supervision, and methods of teaching. (2) The appointment of a county superintendent is not valid unless approved in writing by the

State Superintendent (3) If the State Superintendent disapproves an appointment, he shall give his reasons for

disapproval in writing to the county board, (d) Vacancy. If a vacancy occurs in the office of county superintendent, the county board shall appoint an interim county superintendent who serves until July 1 after his appointment. (e) Removal. -- (1) The State Superintendent may remove a county superintendent for

(i) Immorality; (ii) Misconduct in office; (iii) Insubordination; (iv) Incompetence; or (v) Willful neglect of duty.

(2) Before removing a county superintendent, the State Superintendent shall send him a copy of the charges against him and give him an opportunity within 10 days to request a hearing.

(3) If the county superintendent requests a hearing within the 10-day period: (i) The State Superintendent promptly shall hold a hearing, but a hearing may not be set

within 10 days after the State Superintendent sends the county superintendent a. notice of the hearing; and


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(ii) The county superintendent shall have an opportunity to be heard publicly before the State Superintendent in his own defense, in person or by counsel. § 4-202 Salary of county superintendents. (a) In general. -- Each county superintendent is entitled to the compensation set by the county board. (b) Salary may not be decreased; full-time employee. —(1) The salary of a county superintendent may not be decreased during his term of office.

(2) Each county superintendent shall devote full time to public school business. § 4-203 Quarters, clerical equipment, transportation, and expenses. (a) Quarters and clerical equipment. — Each county board shall provide the office of the county superintendent with adequate quarters and clerical equipment. (b) Transportation. -- The county superintendent and his professional assistants shall be provided with the transportation necessary for the effective and efficient performance of their official duties. (c) Expenses. -- (1) The county superintendent and his professional assistants are entitled to reimbursement for travel and other expenses.

(2) These expenses may not be included in or counted as a part of their annual salary. § 4-204 Administration of office of county superintendent; general duties. (a) Administration of office of county superintendent -- Acting under the rules and regulations of the county beard, the county superintendent is responsible for the administration of his office. (b) General duties. -- As the executive officer of the county board, the county superintendent shall see that the following are carried out:

(1) The laws relating to the schools; (2) The applicable enacted and published bylaws of the State Board; (3) The policies of the State Board, (4) The rules and regulations of the county board; and (5) The policies of the county board.

§ 4-205 Powers and duties of county superintendent [Amendment subject to abrogation]. (a) In general. -- In addition to the other powers granted and duties imposed under this article, the county superintendent has the powers and duties set forth in this section. (b) County superintendent may administer oaths to witnesses. -- The county superintendent may administer oaths to witnesses in all appeals or cases that come before the county board. (c) Interpretation of law; controversies and disputes. — (1) Subject to the authority of the State Board under § 2-205 (e) of this article, each county superintendent shall explain the true intent and meaning of:

(i) The school law; and (ii) The applicable bylaws of the State Board.

(2) Subject to the provisions of § 6-203 and Subtitle 4 of Title 6 of this article and without charge to the parties concerned, each county superintendent shall decide all controversies and disputes that involve:

(i) The rules and regulations of the county board: and


63

(ii) The proper administration of the county public school system. (3) A decision of a county superintendent may be appealed to the county board if taken in

writing within 30 days after the decision of the county superintendent. The decision may be further appealed to the State Board if taken in writing within 30 days after the decision of the county board. (d) Approval of contracts. -- A contract made by a county board is not valid without the written approval of the county superintendent. (e) Correspondence and reports. – (l) Acting as the executive officer of the county board, the county superintendent shall:

(i) Conduct all correspondence; (ii) Receive all reports from principals and teachers; and (iii) See that all reports are made and submitted properly.

(2) The county superintendent shall prepare and submit to the county board for adoption: (i) All reports required of the county board by the State Board or the State Superintendent; and (ii) The annual report to the people of the county required by § 5-111 (b) of this article.

(f) Professional improvement of teachers. -- The county superintendent: (1) Shall advise teachers as to their further study and professional improvement; (2) Shall develop a program of in-service training for all public school personnel; and (3) May require attendance at an institution of higher education for future certification and professional improvement instead of in-service training.

(g) Visiting schools and advising with principals. -- The county superintendent and his professional assistants shall:

(1) Visit the schools; (2) Observe their management and instruction; (3) Give suggestions for their improvement; (4) Consult with and advise principals and teachers; and (5) Try in every way to awaken public interest and improve educational conditions in the county.

(h) Evaluation of program of instruction. -- In accordance with the applicable rules and regulations of the State Board, the county superintendent periodically shall:

(1) Evaluate the program of instruction in the public schools of the county; and (2) Report his findings and recommendations to the county board.

(i) Curriculum guides, courses of study, and other teaching aids. -- The county superintendent shall prepare and recommend for adoption by the county board:

(1) Curriculum guides; (2) Courses of study; (3) Resource material; and (4) Other teaching aids.

(j) List of necessary textbooks, materials, and equipment. – (1) The county superintendent shall prepare lists of the following items needed by the schools:

(i) Textbooks; (ii) Supplementary readers; (iii) Materials of instruction; (iv) Visual and auditory aids; (v) Stationery and school supplies; and (vi) School furniture, equipment and apparatus.


64

(2) The county superintendent shall recommend the purchase and distribution of these items by the county board. (k) Annual budget; securing funds from local authorities. -- (1) The county superintendent shall:

(i) Take the initiative in the preparation and presentation of the annual school budget; and (ii) Seek in every way to secure adequate funds from local authorities for the support and development of the public schools in the county.

(l) Recommendations as to buildings, land, and locations of flashing caution signs. -- (1) The county superintendent shall recommend to the county board:

(i) Condemnation of any school building that is unsanitary and unfit for use; and (ii) Any repairs of or the purchase and sale of land, school sites, or buildings.

(2) Subject to the provisions of § 2-303 (f) of this article that relate to approval by the State Superintendent the county superintendent shall prepare all plans and specifications for remodeling an old building or constructing a new building. (3) The county superintendent shall recommend to traffic safety officials of the State Highway Administration or of the county appropriate locations for posting flashing caution signs at or near the site of:

(i) A school; (ii) School construction; or (iii) School condemnation. (m) Work permits. -- The county superintendent shall provide the clerical help that is needed

to issue work permits in accordance with § 3-206 of the Labor and Employment Article.

ANNOTATED CODE OF MARYLAND EDUCATION.

DIVISION II. ELEMENTARY AND SECONDARY EDUCATION. TITLE 5. FINANCING.

§ 5-101 Annual school budget [Amendment applicable to fiscal years beginning July 1, 1997; amendment subject to abrogation]. (a) Preparation of annual budget. -- (I) Subject to the rules and regulations of the State Board and with the advice of the county superintendent, each county board shall prepare an annual budget according to:

(i) The major categories listed in this section; and (ii) Any other major category required by the State Board. (2) In addition to the information required by this section, the county fiscal authorities may

require the county board to provide details to the service areas and activities levels in the account structure within the “Financial Reporting Manual for Maryland Public Schools”.

(3) With the annual budget, each county board shall provide: (i) The number of full-time equivalent positions included within each major category; and (ii) A description of any fund balances or other moneys held by any outside source, including an

insurer, that are undesignated or unreserved and are under the direction and control of the county board. * * *


65


DIVISION II. ELEMENTARY AND SECONDARY EDUCATION. TITLE 6. TEACHERS AND OTHER PERSONNEL.

Subtitle 2. Appointment Suspension, and Dismissal of Personnel. § 6-201 Appointment tenure, and qualifications. (a) Authority of county board to employ personnel. -- The county board shall employ individuals in the positions that the county board considers necessary for the operation of the public schools in the county. (b) Appointment of professional personnel. —(1) The county superintendent shall nominate for appointment by the county board:

(i) All professional assistants of the office of county superintendent; and (ii) All principals, teachers, and other certificated personnel.

(2) As to these personnel, the county superintendent shall: (i) Assign them to their positions in the schools; (ii) Transfer them as the needs of the schools require; (iii) Recommend them for promotion; and (iv) Suspend them for cause and recommend them for dismissal in accordance with

§6-202 of this subtitle. (c) Appointment of clerical and nonprofessional personnel. -- (1) Except in Worcester County and Baltimore City, the county superintendent shall appoint clerical and other nonprofessional personnel.

(2) In Worcester County, the County Superintendent shall appoint clerical and other nonprofessional personnel with the advice and consent of the County Board:

(3) Notwithstanding any provision of local law, in Baltimore City, the appointment, tenure, and compensation of clerical and other nonprofessional personnel shall be determined in accordance with the personnel system established by the Baltimore City Board of School Commissioners under § 4-313 of this article. (d) Appointment of supervisory, and administrative personnel to be within certain ratios.—(1) Supervisory and administrative personnel shall be appointed in each county in accordance with ratios established by the rules and regulations of the State Board and within the ratio established under § 2-205 (m) of this article.

(2) These personnel shall include: (i) Supervising or helping teachers; (ii) Supervisors of pupil personnel I; (iii) Supervisors of pupil personnel II; and (iv) Visiting teachers. (e) Certificate necessary. -- An individual may not be appointed as a professional assistant or to

any position listed in subsection (d) of this section unless he holds the appropriate certificate from the State Superintendent issued in accordance with the rules and regulations of the State Board.

(f) Qualifications, tenure, and compensation of appointees. -- Subject to the provisions of this article, the qualifications, tenure, and compensation of each appointee shall be determined by the county board.

(g) Entire time of appointees to be devoted to duties. -- The county superintendent shall see that each regular appointee of the county board devotes his entire time to his duties.


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§ 6-202 Suspension or dismissal of teachers, principals and other professional personnel. (a) Grounds and procedure for suspension or dismissal. -- (1) On the recommendation of the county superintendent, a county board may suspend or dismiss a teacher, principal, supervisor, assistant superintendent, or other professional assistant for:

(i) Immorality; (ii) Misconduct in office, including knowingly failing to report suspected child

abuse in violation of § 5-704 of the Family Law Article; (iii) Insubordination (iv) Incompetence; or (v) Willful neglect of duty. (2) Before removing an individual, the county board shall send the individual a copy of the

charges against him and give him an opportunity within 10 days to request a hearing. (3) If the individual requests a hearing within the 10-day period: (i) The county board promptly shall hold a hearing, but a hearing may not be set

within 10 days after the county board sends the individual a notice of the hearing; and (ii) The individual shall have an opportunity to be heard before the county board, in

person or by counsel, and to bring witnesses to the hearing. (4) The individual may appeal from the decision of the county board to the State Board. (5) Notwithstanding any provision of local law, in Baltimore City the suspension and

removal of assistant superintendents and higher levels shall be as provided by the personnel system established by the Baltimore City Board of School Commissioners under § 4-313 of this article.

(b) Probationary period. -- (1) Except as provided in paragraph (2) of this subsection, the probationary period of employment of a certificated employee in a public school system shall cover a period of 2 years from the date of employment and shall consist of a 1-year employment contract that may be renewed by the county board.

(2) (i) A probationary period for a certificated employee in a public school system may be extended for a third year from the date of employment if the certificated employee does not qualify for tenure at the end of the second year based on established performance evaluation criteria and the employee demonstrates a strong potential for improvement.

(ii) If the probationary period of a certificated employee is extended as provided in this paragraph, a mentor shall be assigned to the employee and the employee shall be evaluated at the end of the third year based on established performance evaluation criteria.

(3) The State Board shall adopt regulations that implement the provisions of paragraphs (1) and (2) of this subsection and define the scope of a mentoring program that will be aligned with the 2-year probationary period and the 1-year extension as provided in paragraph (2) of this subsection.


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DIVISION II. ELEMENTARY AND SECONDARY EDUCATION.

TITLE 7. PUBLIC SCHOOLS. § 7-106 Textbooks, materials of instruction, and supplies (a) Selection and purchase of school materials. -- On the recommendation of the county superintendent and subject to the provisions of this article, each county board shall adopt procedures for the selection and purchase of the following necessary items, at the lowest price consistent with good quality, for use in the public schools:

(1) Textbooks; (2) Supplementary readers; (3) Materials of instruction; (4) Visual and auditory aids; (5) Stationery, and (6) School supplies. (b) Purchase of books and other materials concerning African American history. -- (1) Each

county board shall adopt procedures for the selection and purchase for use in each public school library or media center of a collection of books and auditory and visual materials concerning African American history.

(2) The collection in each library or media center shall be appropriate for students in each age group and reading level in the school.

(c) Materials to be furnished free of charge and in sufficient quantities. -- Each county board shall furnish the materials and supplies listed in subsection (a) of this section:

(1) Free of cost for use in the public schools; and (2) In sufficient quantities for the different grades in the public schools

§ 7-205 Promotion and graduation of students.

(a) Policies, rules, and regulations governing promotion and graduation. -- The promotion of students in a public school and graduation from a public high school shall be in accordance with:

(1) Policies established by the county board; and (2) The rules and regulations of the State Board. (b) Diplomas. -- (1) Each student who graduates from a public high school shall receive the same type of diploma or certificate, regardless of the high school attended or the course taken.

(2) The diploma or certificate shall state that the student has completed a program of studies satisfactorily in accordance with the requirements of the State Board.


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CODE OF MARYLAND REGULATIONS (COMAR) TITLE 13A STATE BOARD EDUCATION

SUBTITLE 02 LOCAL SCHOOL ADMINISTRATION

CHAPTER 01 LOCAL BOARDS OF EDUCATION .01 Meetings. A. Rules for Meetings. The rules generally adopted by deliberative bodies for their government shall be observed by the local board of education. A motion or resolution may not be declared adopted without the concurrence of a majority of the whole board; namely: three members when the board consists of five, four members when the board consists of six or seven, and five members when the board consists of eight or nine.

CHAPTER 03 LOCAL ADMINISTRATIVE AND SUPERVISORY STAFF

.01 Organization and Administration. A. Accommodations, Duties of Local Administrative and Supervisory Staff . The local board of

education shall provide suitable space and equipment for the administrative and supervisory staff of the local superintendent. The administrative and supervisory staff shall spend their time performing duties consistent with their positions, or as may be assigned by the local superintendent.

Parliamentary Motions Guide Based on Robert's Rules of Order Newly Revised (11

th Edition)

The motions below are listed in order of precedence. Any motion can be introduced if it is higher on the chart than the pending motion.

YOU WANT TO: YOU SAY: INTERRUPT? 2ND

? DEBATE? AMEND? VOTE?

§21 Close meeting I move to adjourn No Yes No No Majority §20 Take break I move to recess for No Yes No Yes Majority §19 Register

complaint I rise to a question of

privilege Yes No No No None §18 Make follow

agenda I call for the orders

of the day Yes No No No None §17 Lay aside

temporarily I move to lay the question on the table No Yes No No Majority

§16 Close debateI move the previous

question No Yes No No 2/3 §15 Limit or extend

debate I move that debate be limited to ... No Yes No Yes 2/3

§14 Postpone to a

certain time I move to postpone the motion to ... No Yes Yes Yes Majority

§13 Refer tocommittee

I move to refer the motion to … No Yes Yes Yes Majority

§12 Modify wordingof motion

I move to amend the motion by ... No Yes Yes Yes Majority

§11 Kill main motionI move that the motion be postponed

indefinitely No Yes Yes No Majority

§10 Bring businessbefore assembly (a main motion)

I move that [or "to"] ...

No Yes Yes Yes Majority

Jim Slaughter, Certified Professional Parliamentarian-Teacher & Professional Registered Parliamentarian 336-378-1899(W) 336-378-1850(F) P.O. Box 41027, Greensboro 27404 web site: www.jimslaughter.com Side 1

69

Adopted - November 20, 2014

Parliamentary Motions Guide Based on Robert's Rules of Order Newly Revised (11

th Edition)

Incidental Motions - No order of precedence. Arise incidentally and decided immediately.

YOU WANT TO: YOU SAY: INTERRUPT? 2ND

? DEBATE? AMEND? VOTE?

§23 Enforce rules Point of order Yes No No No None §24 Submit matter to

assembly I appeal from the decision of the chair Yes Yes Varies No Majority

§25 Suspend rulesI move to suspend the

rules which … No Yes No No 2/3

§26 Avoid main motionaltogether

I object to the

consideration of the question

Yes No No No 2/3

§27 Divide motionI move to divide the

question No Yes No Yes Majority §29 Demand rising vote I call for a division Yes No No No None §33 Parliamentary law

question Parliamentary

inquiry Yes (if urgent) No No No None

§33 Request informationRequest for

information Yes (if urgent) No No No None

Motions That Bring a Question Again Before the Assembly - no order of precedence. Introduce only when nothing else pending.

§34 Take matter fromtable

I move to take from

the table … No Yes No No Majority

§35 Cancel or changeprevious action

I move to rescind/

amend something

previously adopted... No Yes Yes Yes 2/3 or

maj. w/ notice

§37 Reconsider motionI move to reconsider the vote ... No Yes Varies No Majority

Jim Slaughter, Certified Professional Parliamentarian-Teacher & Professional Registered Parliamentarian 9/2011

336-378-1899(W) 336-378-1850(F) P.O. Box 41027, Greensboro 27404 web site: www.jimslaughter.com Side 2

70

Adopted - November 20, 2014

APPENDIX C Adopted – November 20, 2014

Jim Slaughter, Certified Professional & Professional Registered Parliamentarian 336-378-1899(W) 336-574-3993(H) web site – www.jimslaughter.com

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PHRASES FOR THE PRESIDING OFFICER 1. OPEN THE MEETING: “The meeting will come to order.” 2. RECOGNIZE A MEMBER: "The chair recognizes ..." 3. NO SECOND TO A MOTION (following request by chair "Is there a second?") "Since there is no second, the motion is not before this meeting. The next item of business is . . . "

or, "Is there any further business?" 4. STATE THE QUESTION ON A MOTION: "It is moved and seconded that [or "to"] . . ." 5. STATE THE QUESTION ON A RESOLUTION "It is moved and seconded to adopt the resolution just read." 6. STATEMENT WHEN DEBATE APPEARS TO HAVE ENDED "Are you ready for the question?" 7. TAKE A VOICE VOTE "The question is on the adoption of the motion to [or "that"] . . . Those in favor of the motion, say aye. Those opposed, say no." 8. TAKE A VOTE BY SHOW OF HANDS "The question is on the adoption of the motion to [or "that"] . . . All those in favor of the motion

will raise the right hand. . . . Lower hands. Those opposed will raise the right hand. . . . Lower hands."

10. ANNOUNCE THE RESULT OF A VOICE VOTE "The ayes have it and the motion is adopted [or "carried"]." Or, "The noes have it and the motion is lost." 11. APPROVE THE MINUTES "Are there any corrections to the minutes? If there are no corrections [or "no further corrections"],

the minutes stand [or "are"] approved [or "approved as read," or "approved as corrected"]." 12. ANNOUNCE THE NEXT PIECE OF BUSINESS "The next item of business is . . . ." or "The next business in order is . . ." (NEVER say "The next order of business.") 13. RULE A MOTION OUT OF ORDER AND THEN A MEMBER OUT OF ORDER "The chair rules that the motion is out of order [or "not in order"] because . . ." "The member is out of order and will be seated."

APPENDIX D Adopted – November 20, 2014

72

HHCCPPSSSS AACCRROONNYYMMSS HCPSS ACRONYMS

21st CCLC 21st Century Community Learning Center

504 Section 504 of the Rehabilitation Act of 1974

AAM Athletics and Activities Manager ABA Applied Behavioral Analysis AD/OD Active Directory/Open Directory ADA Americans with Disabilities Act ADHD Attention Deficit Hyperactivity Disorder AE Alternative Education AED Automated External Defibrillator AFSME American Federation of State, County,

and Municipal Employees AI Academic Intervention ALJ Administrative Law Judge ALS Academic Life Skills Alt-MSA Alternate Assessment for Maryland

Students with Disabilities AM Academic Mentors AMAO Annual Measurable Achievement

Objective AMO Annual Measurable Objectives AMT Administrative, Management, Technical AP Advanced Placement APC Advanced Professional Certificate ARD Admission, Review, and Dismissal ARL Applications & Research Laboratory ASBO Association of School Business Officials ASL American Sign Language ASPEN ASVAB Armed Services Vocational Aptitude

Battery ATA Academic Transition Assistant ATP Alternative Teacher Preparation

Program ATRT Assistive Technology Resource Team AV Audio-Visual AYP Adequate Yearly Progress BCMS Business and Computer Management

Systems BLT Building Leadership Team BSFCN Black Student Family and Community

Network BIP Behavior Intervention Plan


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BOE Board of Education BRAC Base Realignment and Closure BSAP Black Student Achievement Program BTE Bridge to Excellence CA Child Abuse CAC Central Admissions Committee CAC Community Advisory Council CAFR Comprehensive Annual Financial Report CAS Close Adult Supervision CAST Community Access Skills Training CBLC Community Based Learning Centers CC Connection Center CCA Centralized Career Academies CCC Certificate of Clinical Competence CCC-SLP Certificate of Clinical Competence in

Speech-Language Pathology CCC-A Certificate of Clinical Competence in

Audiology CCSS Common Core State Standards CDC Countywide Diagnostic Center CDS Controlled Dangerous Substance CEAL Countywide Elementary Alternative

Learning Team CEC Council for Exceptional Children CEPT Central Educational Placement Team CFT Cross Functional Team CID Central Inventory Database CIP Capital Improvements Program CIPA Children’s Internet Protection Act CIT Curriculum, Instruction, and Technology CITO Chief Information/Technology Officer CLC Collaborative Learning Community CLG Core Learning Goals CO Central Office COE Celebration of Excellence COBRA Continuation of Health Coverage COLA Cost of Living Adjustment COLA Child in an Out-of-County Living

Arrangement COLS Central Office Leadership Standards COMAR Code of Maryland Regulations CPD Continuing Professional Development CPR Cooperative Program Review CPS Child Protective Services CRD Career Research and Development CRI Consent to Release Information


74

CRS Calendar Request System CSLC Charter Schools Leadership Council CSP Charter Schools Program CSS Comprehensive Summer School

Program CSSO Coordinated Student Services Objective CTE Career and Technology Information DA Developmental Assets DHMH Department of Health and Mental

Hygiene DIBT Department of Instruction and Business

Technology DIR Developmental, Individual differences,

Relationship-based DOE Department of Education DOSS Division of Organizational Support

Services DPT District Planning Team DR Document Repository DRP Degrees of Reading Power DSE Department of Special Education DSFCS Department of Student, Family and

Community Services DSS Department of Social Services EAP Employee Assistance Program EB Early Beginnings ECAC Elementary Curricular Advisory

Committee ED Emotionally Disturbed EDI Electronic Database of Interventions EIS Early Intervention Services EL Early Learner ELL English Language Learner EOB Explanation of Benefits ERP Enterprise Resource Planning system ESEA Elementary and Secondary Education

Act ESOL English Speakers of Other Languages ESP Education Support Professionals ESY Extended School Year ETM Education that is Multicultural ETS Educational Testing Service FAPE Free Appropriate Public Education FACO Family and Community Outreach FACS Family and Consumer Sciences FARMS Free and Reduced Meal Subsidies


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FAT Fixed Asset Tag FBA Functional Behavioral Assessment FDIC Federal Deposit Insurance Corporation FEA Future Educators Association FERPA Family Educational Rights and Privacy

Act FICA Federal Insurance Contributions Act FIRN Foreign Born Information Referral

Network FMCLA Federal Motor Carrier Safety

Administration FMLA Family and Medical Leave FRC Faulkner Ridge Center FRC Federal Resource Center FSA Food Service Association FSA Flexible Spending Accounts GASB Government Accounting Standards

Board GED General Educational Development GFOA Government Finance Officers

Association GSS Grant Support Services GT Gifted and Talented HCAA Howard County Administrators

Association HCARC Howard County Association for Retarded

Citizens HCASC Howard County Association of Student

Councils HCC Howard Community College HCDP Howard County Department of Police HCEA Howard County Education Association HCEA-ESP Howard County Education Association-

Education Support Professionals HCFA Health Care Finance Administration HCITP Howard County Infants and Toddlers

Program HCPSS Howard County Public School System HCTA Howard County Teachers Association

Credit Union HEART Howard County Association of Retired

Teachers HHTA Home and Hospital Teachers

Organization HI Home Instruction HIPAA Health Insurance Portability and


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Accountability HMO Health Maintenance Organization HOUSSE High, Objective, Uniform State Standard

of Evaluation HSA High School Assessment HVAC Heating, Ventilation, and Air-

Conditioning System IAES Interim Alternative Educational Setting IAQ Indoor Air Quality ICS Incident Command System IDEA Individuals with Disabilities Act IEP Individualized Education Program IFAS Integrated Financial and Administrative

Solution IFSP Individualized Family Service Plan IKC Informal Kinship Care INROADS Intranet Repository of Accountability

Data Systems InvT Inventory Tag IPM Integrated Pest Management IRI Informal Reading Inventory ISRC International Student Registration Center ITL Instructional Team Leader JRA Juvenile Referral Arrest LAC Local Accountability Coordinator LAN Local Area Network LD Learning Disabled LDA Learning Disabilities Association LEA Local Education Agency LEP Limited English Proficient LPG Lesson Plan Generator LSA Legal Services Association of MABE LSS Local School System LRE Least Restrictive Environment MAC Mathematics Advisory Committee MABE Maryland Association of Boards of

Education MEPP Mathematics Education Partnership

Program MDA Maryland Department of Agriculture MEEC Maryland Education Enterprise

Consortium MESA Mathematics, Engineering, Science

Achievement MFD Multi-function Device MFD Multiple Family Disclosure


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MINC Multiple Intense Needs Classrooms MIST Math Instructional Support Teachers MNS Maryland Negotiation Service MOD-HSA Modified Maryland School Assessment MOU Memorandum of Understanding MSA Maryland School Assessment MSDE Maryland State Department of Education MSDS Material Safety Data Sheets MSRA Maryland State Retirement Agency MTSSA Maryland Technology Standards for

School Administrators MTTS Maryland Teacher Technology

Standards MV McKinney-Vento Homeless Assistance

Act MVS Maryland Virtual School NACSA National Association of Charter School

Authorizers NAEP National Assessment of Education

Progress NASDSE National Association of State Directors of

Special Education NBC National Board Certification NCLB No Child Left Behind NEA National Education Association NICHY National Information Center for Children

of Youth with Disabilities NNPS National Network of Partnership Schools NSBA National School Boards Association NTO New Teacher Orientation NTSS Network and Technical Support Services OAB On, Above, Below Grade Level

designations OAH Office of Administrative Hearings OCR Office for Civil Rights ODW Open District Wizard OEA Office of Equity Assurance OESE Office of Elementary and Secondary

Education OISFS Office of International Student and

Family Services OISS Office of International Student Services OIT Office of Information Technology OLA Operational Level Agreement OMET Office of Media Education Technology OOC Out of County


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OOD Out-of-District OOS Out of State OSEP Office of Special Education Programs OSHA Occupational Safety and Health

Administration OST Out-of-School Time OT Occupational Therapy PAC Public Access Catalog PACER Parent Advocacy Coalition for Education

Rights PARCC Partnership for the Assessment of

Readiness for College and Careers PBIS Positive Behavioral Interventions and

Support PCSP Public Charter School Program PD Professional Development PDA Personal Digital Assistants PDMS Professional Development Management

System PDP Professional Development Plan PDS Professional Development School PDSA Plan, Do, Study, Act PDSP Professional Development Schools

Program PECS Picture Exchange Communication

System PFS Prepare for Success PKP Preschool-Kindergarten Program PLANS Planning, Learning, and Achieving

Necessary Skills PLTW Project Lead the Way PM Project Management POD Professional and Organizational

Development PONY School delivery system PPO Preferred Provider Organization PPW Pupil Personnel Worker PSAT Preliminary Scholastic aptitude Test PT Physical Therapy PTA Parent-Teacher Association PTSA Parent-Teacher-Student Association R-LEP Released Limited English Proficient R & R Rights and Responsibilities for Caregiver

Status RAP Reading Accelerated Program RDI Relationship Development Intervention


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REC Reinstatement and Enrollment Committee

RECC Regional Early Childhood Center R- ELL Reclassified English Language Learner RFP Request for Proposal ROTC Junior Reserve Officers Training RPS Real Property Search RRC Regional Resource Center RTTP Race to the Top SA Student Assistant SAC School Accountability Coordinator SACBEP Supt. Adversary Council Business

Education Partnership SAP Software Approval Process SAP Student Assistance Program SAPE Student Assessment, Program

Evaluation, and Strategic Planning SAT Scholastic Aptitude Test SDC Staff Development Center SEA State Education Agency SEAL Student Enrichment for Accelerating

Achievement and Leadership Program SECAC Special Education Community Advisory

Committee SEMS Substitute Employee Management

System SET School-wide Evaluation Tool SIMS Student Information Management

System SIP School Improvement Plan SITH Students in Temporary Housing SIU School Improvement Unit SLA Service Level Agreement SLC Summer Learning Camp SLD Specific Learning Disabilities SLP Speech Language Pathologist SMART Student Mathematics Activity Resource

Tools SOW Statement of Work SP Standard Professional SRO School Resource Officer SRPS State Retirement and Pension System of

Maryland SST School Support Team STEM Science, Technology, Engineering, and

Mathematics


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SWIS School-wide Information Systems TAC Technology Advisory Committee TACM Test Administration and Coordination

Manual TAP Technology Approval Process TCOE The Council of Elders TEACCH Treatment and Education of Autistic and

Related Communication Handicapped Children

TL8 Technology Literacy by Grade 8 TPB Third Party Billing TRP Technology Review Process TSC Technology Service Center VBA Verbal Behavioral Analysis VETSL Vision of Exemplary Teaching for

Student Learning VIP Variety of Insurance Programs VPN Virtual Private Network VSC Voluntary State Curriculum VSP Vision Service Plan WAN Wide Area Network WAP Wireless Access Point WL/ESOL World Language/English for Speakers of

Other Languages

Appendix E Adopted – November 20, 2014

81

HISTORY

D. Belief Statement on Minority Achievement (Put in archive section 2002- July 10, 2014) In order to strengthen the above Belief Statements and to emphasize the school system’s longstanding commitment to closing the achievement gap for all students, the Board of Education adopted on May 9, 2002, the following Belief Statement on Minority Achievement. These tenets were produced from work done at retreats by the Board of Education and the Superintendent’s Cabinet. WE BELIEVE:

· All minority children can learn. · The academic achievement of minority students is a fundamental responsibility of

this school system. · Our beliefs, attitudes, and behaviors have a powerful impact on minority

achievement. · Effective educational practice includes culturally relevant instructional strategies. · Consistent and focused educational leadership is crucial to minority

achievement. · Strong, trusting relationships between educators and families enhance minority

achievement. · Our democracy is diminished daily, and will eventually fail, unless every child is

well educated.

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