Library General Master Board Modules Participants Manuals Select todays module title Florida School Boards Association Electronic Materials Access 1 Welcome and Start Ups School Board 2 Welcome and Start-Ups Governance The Requirements of Law Parliamentary Procedure Agenda Preparation Practice, Procedure and/or Policy Practical Application 3 Consider how the four (4) governance roles of school board members impact meetings. Evaluate current practices to determine any gaps in policy, procedure, and practice as it relates to the effectiveness of conducting business meetings in the district. Examine the school boards process for creating an agenda for board meetings. 4 Discuss meeting requirements pursuant to Florida Statute, Sunshine Law, and Public Records Laws Use scenarios for practical application of Roberts Rules of Order, legal and ethical considerations, and general best practices in conducting effective meetings. 5 Understanding appropriate roles and functions enhance the day-to-day operations of the leadership team. Compliance with the Florida Sunshine, Public Records Laws, Administrative Procedures Act, and Roberts Rules of Order are critical to conducting effective meetings. Leaders must regularly evaluate and apply necessary procedures and policy to assist with responsible decision making. 6 participate as much as possible. be responsible for self. listen with openness and respect. withhold judgment of others beliefs and concerns. voice concerns as we go and be honest with yourself and others. 7 Gentle Reminder: Only YOU know if you are in the sunshine! 8 Governance Responsibilities School Board 9 10 Vision, mission, and strategic priorities guide decision making Discussions focus on student achievement Reports and presentations are relevant to student outcomes. 11 12 Improving student learning is the primary focus of the school boards decision making. The leadership team understands that student achievement is their primary responsibility. Discussions reflect high expectations for students. Time: 5 minutes Governance responsibilities: Policy Budget Strategic Plan Personnel Curriculum Meetings and structure: Agendas Procedures Policy 13 14 The school board has adopted policies regarding the structure of meetings. The leadership team knows all agreed upon procedures which apply to the school boards regular meetings, workshops, and any other meetings deemed necessary. Time: 5 minutes Boards develop an internal accountability system to judge the effectiveness of the school system. A portion of every board meeting concerns how well programs are progressing to achieve the districts goals. Decisions are based on data. 15 16 School board members respect opposing viewpoints, freely express their own position, and vote their personal convictions. The school board uses methods such as study sessions, workshops, public forums, and/or meetings to review, analyze, and build understanding before making a decision. Time: 5 minutes Informs the public. Encourages public discourse. Communicates freely with locally elected officials about student achievement issues, activities, and progress. Who will speak for us? Can we rely on you? 17 18 Time: 5 minutes School board members in their decision making process represent the entire school district. Provide a specific example when this leadership team advocated for a non- traditional student. 19 Use a recent school board meeting agenda to find examples of any agenda items that do NOT fall within one of the following governance responsibilities: Vision Accountability Structure Advocacy 10 minutes to search 10 minutes to share and discuss Legal Requirements School Board 20 Organizational Meeting Section , F.S. Election years: must occur the 2nd Tuesday following the general election Non-election years: must occur in November Regular Board Meetings Section , F.S. The school board shall hold not less than one regular meeting each monthaccording to a schedule arranged by the district school board. 21 Section , F.S. The school board may hold SPECIAL meetings. ALL special meetings are called by the superintendent: 1) upon his/her initiative; 2) at the chairman's request; OR 3) at the request of the majority of the board. If the superintendent fails to call a meeting upon request, the chairman or the majority of the school board members may call a meeting by giving two (2) days written notice of the time and purpose of the meeting to all school board members and the superintendent. 22 Regular Board Meeting Agenda = Section (2), F.S. Special Meeting Agenda = Section (1), F.S. Emergency Meeting = Section (3), F.S. 23 An emergency meeting is convened due to an immediate danger to the public health, safety, or welfare which requires immediate action. Public notice of any action taken at the emergency meeting is required after the fact. Section (1), F. S. All meetings of any board or commission of any state agencyincluding meetings with or attended by any person electedbut who has not yet taken office, at which official acts are to be taken are declared to be public meetings open to the public at all times, and no resolution, rule, or formal action shall be considered binding except as taken or made at such meeting. 24 QUESTION What constitutes a meeting under the Sunshine Law? ANSWER all meetings of any board or commission at which official acts are to be taken are... open to the public at all times. 25 QUESTION How does the Circuit Court define a secret meeting? ANSWER A secret meeting occurs when public officials meet at a time and place to avoid being seen or heard by the public. When at such meetings...transact or agree to transact business at a future time in a certain manner, they violate the government in the Sunshine Law, regardless of whether the meeting is formal or informal. 26 QUESTION What are the four (4) circumstances that boards can meet out of the sunshine and still be in compliance with the law? ANSWER 1.Matters relating to current or pending employee negotiations 2.Student expulsion hearings 3.Meeting with the attorney to develop legal strategies or consider settlement options with respect to pending litigations 4.Meeting which would reveal a security system plan or a portion thereof. Note: These exceptions require public notice! 27 QUESTION Must advisory committees comply with all requirements of Sunshine Law? ANSWER An Advisory board or committee charged with making recommendations to the board IS subject to the Sunshine Law. An Advisory board or committee charged with gathering information and facts and submitting a report of findings IS NOT subject to the Sunshine Law. 28 QUESTION Must the public always be given an opportunity to be heard at every meeting of the school board? ANSWER Members of the public must be given a reasonable opportunity to be heard on a proposition before a board. The opportunity need not occur at the meeting when official action is taken as long as it occurs during the decision making process within reasonable proximity of time to the meeting at which official action will be taken. 29 Every person has the right to inspect or copy any public record made or received in connection with the official business of any public body, officer, or employee of the state Florida voters, 1992 Constitutional Amendment Chapter 119, F. S. 30 all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. Section (12), F.S. 31 QUESTION Must a board member permit any person who requests to see a document have access to that document? ANSWER Article 1, Section 24 Florida Constitution constitutional right of access to any public record made or received in connection with the official business of the board $500 fine for any public officer who unknowingly violates the Public Records Law (noncriminal infraction) $1,000 fine and imprisonment for up to one (1) year for any public officer who knowingly commits a violation 32 Section (12), F.S. QUESTION Are personal notes or work papers exempt from the public records law? ANSWER NO!!!! Exception: those papers that are prepared exclusively for use in collective bargaining sessions 33 Section (12), F.S. 34 All school board meetings are conducted pursuant to the Florida Sunshine and public Records Laws. The board meeting time and location accommodates board members, district, staff, and the public. The school board allows for public input during board meetings. Materials in support of the meeting agenda are provided to the school board members seven (7) days prior to the scheduled meeting. Time: 10 minutes Parliamentary Procedure School Board 35 90% use Roberts Rules of Order Newly Revised, Eleventh Edition 8% use the Standard Code of Parliamentary Procedure 3% use other authorities - Demeters Manual of Parliamentary Law and Procedure - Riddicks Rules of Procedure Where is it stated which form of parliamentary procedure shall be practiced by this school board? 36 expedite business ensure legality protect the rights of the minority Caution! Just saying that parliamentary procedure is used is not enoughthe school board must actually follow the rules and procedures in order to conduct an effective meeting. 37 1.Only one (1) main motion is handled at a time. 2.Only one (1) person can speak at a time. 3.The same motion can only be made one (1) time per meeting. 4.For a decision, a quorum is needed. 5.Everyone must vote every time. 6.Each member has equal voice. 38 MOTION PROCESS 1. A member makes a motion. 2. Another member seconds the motion. 3. The chair states the motion, formally placing it before the assembly. 4. The members engage in debate. 5. The chair puts the motion to a vote. 6. The chair announces the results of the vote. A motion is a proposal on which a group takes a specific action or stand. 39 Refrain from: discussing personalities of people involved. questioning the motives of others. making any derogatory remarks including, but not limited to, name calling Stay on target Assure debate remains civil. Do not let the speaker wander 40 The Show- Off The Timid Leader The Sidebar Fly The Critic The Selfie The Unprepared The Early Leaver The Head Shaker The Broken Record The Drop Out The Late Arriver The Rambler 41 42 School board meetings follow adopted parliamentary procedures. One person speaks at a time during board meetings. School board members refrain from sidebar discussions during the meeting.. The public is required to speak through the meeting chair. Discussion and debate are cordial among school board members. Time: 5 minutes 43 Agenda Preparation School Board 44 45 listing topics for discussion. identifying the presenter or resource person for each topic. providing a focus for the meeting. furnishing a public record of the school boards work. setting a time allotment for each topic and outlining the meeting. * Communicates important information by: 46 Who will do it? Superintendent Chairman Combination When will it be done? Schedule time to set the meeting agenda. Determine when all material will be sent to board members. What is the format? Standard Paperless What is the process for adding items to the agenda? School Board Members Community Members POLICIES: Handout 2 Charlotte County Highlands County Marion County Palm Beach County Pinellas County AGENDAS: Handout 3 Alachua County* Broward County Duval County Hendry County* Pinellas County* St. Johns County Taylor County* 48 49 DIRECTIONS: Read your school district's policy/policies on meetings and agenda preparation. 1.Compare and contrast your districts policy to the assigned policy from another district. Refer to Handout 2. 2.Compare and contrast your districts agenda format to that of the assigned school district. Use Handout 3. 3.Discuss the leadership teams findings. TIME: 20 minutes 50 The school board and superintendent follow agreed upon procedures for developing each meeting agenda. The Chair works collaboratively with the Superintendent to create a meeting agenda that reflects the school boards concerns* Copies of the school board agenda and corresponding material for agenda items are made available to the audience. The agenda is adhered to and the leadership team remains focused on action items. Time: 5 minutes Policy and Procedure Check School Board 51 52 Task: Search the school districts policy manual to find adopted policies which apply to meetings (conduct, structure, etc.). TIME: 5 minutes to search Policies and/or Procedures which are in place. Areas in need of policy and/or Procedure. + Instructions: Identify the leadership teams strengths and areas in need of improvement directly related to conducting effective board meetings. 53 TIME: 10 minutes Handout 4, Effective Meeting Best Practices Handout 5, Regular and Workshop Meeting Needs Assessment Handout 6, Sample School Board Workflow Chart Page F-2 Meeting Management Resource Handouts 54 Practical Application School Board 55 School board member A has been selected by her/his fellow board members to be vice chairman. The school board always rotates the vice chairman into the chairmanship the following year. The school board uses Roberts Rules of Order to manage its meetings. School board member A has never chaired a meeting nor received training in parliamentary procedures. The other board members are unaware that board member A has not acquired the necessary knowledge or skills. 56 The school board has been through a very controversial issue that has touched the passions of both the school board members and the community. After a lengthy meeting and demanding debate, the school board votes to adopt the controversial recommendation of the superintendent. School board members and the superintendent have received reports that board member B has been speaking against the decision and promising to return the issue for a vote when the school board membership changes. 57 The superintendent and district staff are consistently late when furnishing the school board with supporting material for agenda items prior to the board meeting. Often the material is handed to the school board members as they enter the meeting room. 58 School board member L does not attend most board functions, is not involved in any ongoing board development activities, and rarely picks up his/her board packet until the morning of the meeting. During meetings, school board member L questions district staff members harshly about information that was included in the background material. He/She routinely makes accusations that district staff members are hiding information or have provided inaccurate or fraudulent information to the board. 59 During a school board meeting, Board member J asks for some specific statistical data regarding an agenda item. The Superintendent and staff were unaware the information was going to be requested and have no immediate data to provide; however another member of the board, School Board Member K, notes that she does in fact have that information with her to share with the rest of the board and begins to pass out and discuss the data she has brought. 60 School board members of the Acme School District have begun to notice that a good deal of agenda items are being presented as add-ons at the beginning of their regular meetings. At the most recent meeting, the School Board Attorney requested an add-on for the board to approve funds to pay for her online Law News subscription. 61 School Board Member Z has wanted to place an item on the agenda for quite some time. He has made requests to both the Chairman and the Superintendent to no avail. Frustrated, Board Member Z chooses to use the board member comments portion of the meeting to bring up the fact that he has been unable to add an item to the agenda that he deems to be of great importance. He goes on to accuse the Chair and the Superintendent of purposely trying to shut him and his ideas down. 62 During a school board meeting, a motion is made, seconded, and discussion ensues. Several school board members tell the Superintendent about specific information they want before they will be ready to vote on the item at hand. The discussion continues for thirty minutes and the Chair then states that the item needs to be brought back at another time. Everyone on the board seems to agree that the item should be brought back at the next board meeting. The Superintendent states, Ill address your concerns and bring this back for your consideration at the next meeting. The Chair then moves on to the next agenda item. 63 64 Please complete the evaluation School Board 65 66 67 The Timid Leader 68 The Show- Off The Timid Leader The Selfie 69 The Show- Off The Timid Leader The Critic The Selfie The Head Shaker 70 The Show- Off The Timid Leader The Critic The Selfie The Head Shaker The Broken Record The Rambler 71 The Show- Off The Timid Leader The Critic The Selfie The Unprepared The Head Shaker The Broken Record The Rambler 72 The Show- Off The Timid Leader The Sidebar Fly The Critic The Selfie The Unprepared The Head Shaker The Broken Record The Drop Out The Rambler 73 The Show- Off The Timid Leader The Sidebar Fly The Critic The Selfie The Unprepared The Early Leaver The Head Shaker The Broken Record The Drop Out The Late Arriver The Rambler 74