Indian Prairie School District 204 Board Process Agreements and Code of Conduct

2013-14

Our Purpose as a Board of Education

As elected officials of Indian Prairie District #204, the Board of Education recognizes that as a collective group we are representatives of our community and must continually strive to understand and articulate the aspirations for our school system. As trustees, we must responsibly direct our community’s resources in order to reinforce our district’s mission to inspire all of our students to achieve their greatest potential.

Roles and Board Norms

The Board PresidentThe board is a group of seven equals and the board president is the first in the line of equals. Each board member takes full responsibility for board activity and behavior. 1. The task of the board president is the facilitation of the work of the board and its ability to comply

with its working agreements and mutual expectations. The board president will also assume some responsibility for facilitating the relationship between the superintendent and the board.

2. The board president will work with the superintendent in the development of the meeting agenda and ensuring it provides for the transaction of essential business identified by the superintendent and meets the needs and priorities of the school board. The president shall preside at all meetings to assure that such meetings start promptly, keep moving in a positive direction, and facilitate the exchange of different viewpoints.

The Board As well intentioned members of the Indian Prairie District #204 Board of Education, we collectively and individually take responsibility for board work and agree that we will adhere to the following standards and principles of performance.1. We will prepare for, attend and actively participate in school board meetings. In the event a board

member is not able to attend or will be late for a meeting, the board president and/or the superintendent must be notified.

2. We will strive continually to understand our individual jobs and collective responsibilities and remain knowledgeable about local, state, and national and global education issues.

3. We will encourage diversity of viewpoints. We will listen for understanding and ensure a safe environment for the productive exchange of ideas. Each contribution is to be valued and considered. Yet, we affirm that problems are solved in a collaborative process where all participants support the decision and actively work toward its implementation (i.e. speak as “one voice” after a vote or consensus has been reached).

4. We understand that no individual board member or subset of the board of education has the authority to act or speak on behalf of the entire board without prior consent. We will build trust and move the district forward.

5. We affirm our role as policy makers. We understand that a Board of Education delegates authority to the Superintendent to both manage the district and provide leadership to the staff. Yet, the

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Board of Education will continually monitor district performance and compliance with policy and participate in an annual and semi-annual evaluation of the superintendent’s performance.

6. We will keep confidentiality of privileged information a priority. Discussions and documents connected with closed session will not be shared privately or publicly.

7. We will make continual efforts to hear and engage our community. The board agenda will allow time for public comment on matters before the board as well as general concerns the community may wish to share with the board. It will be a time for the board to listen and learn from the community, it is not a time to re-engage with the public. The board will remind members of the public to be cognizant that the open meeting is available to all age groups, and will expect age appropriate comments from the public.

8. The board will begin to seek venues beyond the board meeting where we can collectively engage community members and listen to their concerns. We will continually educate community members that one board member has no individual authority to fix a problem, and to follow the chain of command when a concern arises.

9. We will attempt to be in touch with all stakeholders and all segments of the community, not just those who seek us out. The board will monitor our efforts in this area, asking the question “which community voices are not a part of board considerations, and how can we allow these voices to be heard?

10. Board members our encouraged to visit schools as appropriate, but will channel visitations/tours through the superintendent’s office. Extracurricular and co-curricular events are at the discretion of each board member.

Board Meeting Procedure

The board’s agenda is an expression of what the board understands its work to be and how it intends to pursue that work. The meeting is done in public to promote transparency and trust within the community.

Expectations during the meeting

1. Board members will be will wait until presentations to the board are concluded before asking questions (unless otherwise directed by the presenter).

2. Board members will be recognized by the board president before speaking (simple gesture that you wish to speak or be next to speak will suffice).

3. Board members will not stray from the agenda.

Communication with Staff and AdministrationWe recognize that a collaborative approach with cabinet members and staff establishes a trusting working relationship. We agree to praise in public, critique in private.

1. In our communication with staff and administration, we will make every effort to provide questions at least 5 days ahead of board meetings to allow staff appropriate time to research questions, expedite decision-making, and prevent fellow Board members and Cabinet members from being “surprised” by a question at any time during a Board meeting.

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2. Cabinet members are not expected to follow-up on a Board question, request, or new initiative, unless follow-up is requested by a majority of the Board. This operating rule would only apply to proposals or ideas that require significant staff time or involve a substantial sum of money; it would not apply to routine Board questions for which an answer is readily available.

3. In order to maintain OMA compliance, all questions and comments to staff and administration will be communicated via emails. Questions should first go to the superintendent (don’t copy board). Staff will answer and copy board as necessary. Board president should be copied on follow-up questions, if any.

Adding Agenda ItemsWe will seek to focus our board work by asking “is this connected to policy?” or “is this a board issue?” before requesting to add an item to the Agenda. Agenda items can be added as a discussion item if there is an agreement of 4 or more Board members. The determination as to when an agenda item will appear on a future meeting agenda will be made by the Superintendent and Board President.

Consent Agenda

We will make every effort to minimize Board meeting time on consent agenda items. Items can be pulled if there is a lack of critical information or a case can be made against approving. If a board member believes a consent agenda item needs further consideration, the Board president must be contacted and informed prior to the board meeting.

VotingEach board member will respect the right of the other members to have a dissenting vote. On important matters, board members may explain the reasons for their vote either during deliberation or before casting their vote.

Board Member Development

1. We will commit to developing our individual skills in order that each member can contribute to effective board leadership. We commit to take advantage of board member development opportunities. We also commit to at least one annual workshop to complete a board self-evaluation and review governance team agreements, processes, and norms.

2. The board takes initiative in helping new members learn, understand and practice effective governance. The superintendent and president shall meet with new board member(s), prior to being seated, to answer questions and acquaint the member(s) with the district. A veteran member will be identified as a mentor for new board members.

3. Finally, we affirm the fact that we will all make mistakes during the course of our term of office. We recognize that conflict can be positive. We are committed to learn how to deal with conflict so that negativity is minimized. After reflection, we will take individual responsibility to discuss our mistakes with the entire Board to further our collective collegiality. We realize that in extreme cases the Board will need to take responsibility for itself and hold each other accountable for breaches of our agreement.

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