Board Governance Handbook

PRINCIPLE

Critical to the ability of trustees to make informed decisions is timely access to information.

➔   The Superintendent endeavors to be responsive to requests for information, maintain the focus on district priorities, and balance the management of staff time.

PROTOCOL

• Trustees will always work through the Superintendent when asking or requesting additional information on Board meeting agenda items.
• The Superintendent will ensure timely responses to requests and will provide the information or direct Board members to the correct source. As appropriate, the Superintendent will distribute answers to all Board members.
• The Board will be aware of staff time constraints when requesting information. Length of time to provide the information will be based on the time needed to research the information.

PRINCIPLE

The Board meeting is a meeting to conduct district business in public. Well-run efficient meetings model leadership, promote trust and confidence, and provide opportunities to demonstrate strategically moving the district forward and planning for the future.

➔   The governance team wants to let the public know that the Board maintains the focus on professionalism.

➔   The Board meeting provides opportunities to conduct the District’s business and share educational philosophy among the governance team members and with the community.

PROTOCOL

The principal/Superintendent reports will explicitly demonstrate the relationship to the district goals.

• The Board members agree to share accountability for Board deliberations that demonstrate that the “right” amount of time is spent on the “right” things while valuing the input of each member of the governance team.
• Board member comments at the Board meeting will focus on goals, professional learning, response to community activities or concerns, or educational trends, as they relate to the school district.
• As needed, the Board will schedule study sessions and Board conversations linked to the district’s strategic priorities.
• An item that has no action, is unresolved, or has new information may be brought back for further discussion and placed on the agenda at the request of any Board member, per Board Bylaw 9322(a).
• The Governance team will create an annual Governance Calendar to balance the workload, determine length of agenda, and set the meeting duration to ensure that meetings are effective and that statutory deadlines are met.

PRINCIPLE

The Board has an obligation to set an example of good government in action for the community.

➔   The Board intends for meetings to proceed professionally, efficiently, and effectively.

➔   The Board president sets the tone and shapes the public’s perception of the school Board.

➔   Each Board member must have the opportunity to express his or her viewpoint during Board deliberation.

PROTOCOL

The role of the Board president is to:

• Confer and prepare the agenda and other aspects of the meeting with the Superintendent before the Board meeting, as necessary. Another Board member is asked to join this meeting.
• Facilitate the Board meeting, supporting the effective flow of the discussion and encouraging input from all Board members while staying on task, moving forward, and maintaining proper meeting decorum.
• Model the tone and behavior that the Board wishes to convey to the community.
• Following the Board meeting, the Board president with the Superintendent will ensure there are appropriate follow-up actions and clarification of possible options for the Board.
• The Board president serves as the primary spokesperson for the Board.

PRINCIPLE

The tenets of parliamentary procedure help ensure the orderly conduct of Board meetings.

➔   Establishing clear and simple rules leads to wider understanding and participation, fostering a healthy exchange of ideas.

➔   Motions are the vehicles for orderly decision-making by the Board.

PROTOCOL

The Board president will introduce the agenda item and present the opportunity for the Superintendent and staff to report on the issue at hand and to provide staff recommendations.

• Members of the public will be afforded the right to address the Board before or during consideration of the item. (Government Code 54954.3)
• The Board president will open the item for discussion so that Board members may exchange thoughts or ask the Superintendent and staff for further clarification if necessary.
• The Board president will call for a motion. A Board member may act by saying, “I move that….” Another Board member may second the motion by saying, “I second the motion.”
• The Board president will acknowledge the motion and second and ask if any further discussion by the Board is necessary.
• The Board president will ask Board members to signify by saying “Aye” and raising their hands.
• Any Board member abstaining or voting “No” may provide a brief statement regarding his/her/their position.
• The Board president announces the result of the vote and clarifies Board direction for the Superintendent and the record keeper.
• The majority vote sets direction for the district; and when asked questions about a Board decision by the public and the media, members in the minority will state something to the effect of, “Even though I was in the minority, I support the Board decision.”

PRINCIPLE

➔   Individual Board members may request items to be added to the Board Meeting Agenda.

➔   A consent agenda allows the Board to approve items together without discussion or individual motions.

➔   Consent agendas help streamline meetings by allowing procedural decisions that are likely to be noncontroversial to be made through a single motion.

PROTOCOL

At any time as well as during Board meetings, individual Board members may request that an item be added for future agenda items. 

Board members, staff, or members of the public can request an item be pulled from the Consent Agenda for individual consideration.

• A typical reason to remove an item from the Consent Agenda is to:
  • Discuss the item,
  • Query the item,
  • Register a vote against the item.
• Ideally, requests to remove an item from the Consent Agenda and the reason for the request should be made during approval of the agenda, or at the beginning of the Consent Agenda.
• Consent items should include, but are not limited to, approval of minutes, field trips, conference requests, personnel, etc., as well as items which have been reported and fully discussed in an earlier Board meeting.
• Items removed from the Consent Agenda will be discussed separately from the Consent Agenda or later in the meeting.

PRINCIPLE

Newly elected members to the Board of Trustees and School Board candidates may not be familiar with State open meeting laws, meeting procedural policies, Board bylaws, the district budget, goals, and other district-related issues.

➔   The governance team wants to provide all the tools necessary to help the new members and candidates.

➔   Having resources related to Board meeting procedure and pertinent district information will help prepare new Board members for Board meetings and will facilitate integration into the governance team.

➔   School Board candidates will benefit from understanding Board related information.

PROTOCOL

• The Superintendent will invite School Board candidates to an orientation meeting to share and review the resources available for Board candidates, including CSBA materials, and a general overview of the District’s Governance Handbook and Calendar, and Board meeting dates. Candidates will be also directed to District resources, including budget, policies, etc.
• Newly elected Board members will receive the following resources upon election and prior to the first Board meeting: Board Meeting Agenda link and other materials as appropriate, Brown Act Handbook, The Governance Core, SBUSD Governance Handbook and Governance Calendar, Annual Board Meeting Calendar and Board Bylaws/Policies, Strategic Plan, LCAP, District Budget, District Budget Development and Calendar, and District Leadership Staff List and roles.
• The governance team will schedule a workshop/conversation meeting prior to or at the first Board meeting held with newly elected Board member(s).
• The Superintendent will schedule an orientation meeting with new Board members, to introduce her/him/them to the cabinet and allow for questions and clarifications regarding roles and responsibilities.

PRINCIPLE

Establishing district multi-year and annual goals is critical to a forward- thinking, proactive Board that is committed to continuous learning.

➔   Important to the work of the Board is the ability to track progress over multiple years.

➔   Critical to governance work is data-driven decision-making that promotes clarity of direction, focus, and alignment. Setting goals ensures that the work of the district is focused.

PROTOCOL

The annual goal-setting process, district mission, and the Superintendent evaluation will follow an established calendar.

• June – Review past year accomplishments and status of goals.
• July/August – Set annual goals, including those in the District LCAP, and establish a schedule of progress reports.

PRINCIPLE

It is essential that important and accurate information be communicated to members of the Board, the staff, and the community in as timely a manner as possible.

➔   The governance team recognizes that some situations have legal or other considerations that may place restrictions on what may be told to the media or public.

PROTOCOL

The governance team commits to speaking with one voice. The designated spokesperson will vary depending on the issue or situation:

• Crisis/Disaster: The Superintendent is the primary spokesperson and may involve the Board president at his/her discretion.
• Meeting Information: (e.g., Board meetings, agenda items, study session): The Board president and the Superintendent will serve as primary spokespersons or may choose a designee.
• Core Values, Vision, District Priorities, and General District Information: All governance team members may serve as spokespersons utilizing developed and agreed upon, key messages.

For requests via email regarding Board business:

• If a Board member receives an email request from a member of the public, the trustee will respond and copy the Board president and Superintendent on the response, as needed.
• If the request is sent to the Superintendent, she/he will copy the answer to all the Board members.
•   If the email is sent to some or all Board members, they will refer the request to the Board president with a copy to the Superintendent (if the Superintendent is not already copied). The Board president or Superintendent will agree on which of them will respond, copying all trustees.

For requests from the media:

• A Board member may answer a request from the media or recommend that the request be directed to the Board president or the Superintendent.
• If the Board member answers the request directly via email, he/she will copy the Superintendent and Board president. If the trustee answers the request directly via conversation or phone call, he/she will inform the Superintendent and Board president.

PRINCIPLE

Board members want to be accessible, responsive, consistent, and fair in dealing with complaints, concerns and recommendations from staff and the community.

➔   The Board values open communication and timely resolution of issues.

➔   Board members understand that receiving concerns, complaints and recommendations may be an opportunity to explain the role of the school Board.

PROTOCOL

When approached with an issue or concern, trustees agree to:

• Listen openly, being careful to remain neutral.
• Remind staff and members of the community that no individual trustee has the authority to solve the issue/concern.
• Encourage addressing this with the person who can most directly help with his/her concern, e.g., teacher, principal, or Superintendent.
• As appropriate, explain the district complaint or grievance process.
• Board members will notify the Superintendent of the issue or concern, as appropriate.
• As appropriate, District/school staff will acknowledge concern and respond in a timely manner.

PRINCIPLE

The governing Board recognizes the importance of maintaining the confidentiality of information acquired as part of a Board member’s official duties.

PROTOCOL

The responsibility of the Board includes being privy to closed sessions or confidential information about district litigation, personnel, negotiations, Superintendent evaluation, or other issues permitted under the Brown Act.

• The Board will work to maintain the public’s trust by not breaching confidentiality.
• If Board members inadvertently or accidentally violate a confidential issue, the Board will take immediate responsibility for their action.
• Confidential items will be reserved for full Board discussion.

PRINCIPLE

The Board wants to be informed about instructional practices and the needs of the students and staff with regard to school programs.

➔   The Board respects the busy schedules of staff and the concern that can be created by well-meaning, but unannounced visits to schools.

➔   The Board members understand that certain roles and relationships require extra care when visiting schools.

PROTOCOL

• As a professional courtesy, Board members will schedule school visits when the intent of visiting in an official capacity.
• In most cases, the Superintendent, principal, and/or designee will accompany Board members on these classroom visits.
• Board members requesting a meeting with school staff or administration will schedule this meeting through the Superintendent.
• The Superintendent will ensure that staff is aware of the process and protocols for Board members visiting the classroom.
• Board members are encouraged to visit schools and attend school events.
• When visiting with teachers of their own children, Board members will make it clear that they are acting as parents rather than Board members.

PRINCIPLE

Board members should understand and be involved in the collective bargaining process to ensure that the District is represented well by those selected to negotiate on behalf of the Board and the community, while also ensuring that the ethical, fiscal, and educational goals of the SBUSD community are presented in the actions taken throughout the collective bargaining process.

PROTOCOL

To achieve this, the Board members should:

• Participate by providing direction and guidance to those selected to represent the Board (District Negotiating Team). A Board member will not participate in the individual negotiation sessions, either directly (at the table) or indirectly (observing the District’s negotiation team).
• Create the most positive environment possible to support the negotiation process; (e.g., Superintendent will endeavor to hold regular monthly employee-employer relations (ERR) meetings with each union’s Lead Negotiator and President). The Superintendent and management team member shall endeavor to hold regular meetings to maintain consistent positive communication.
• Set the District’s collective bargaining parameters for its negotiation team.
• Expect, as the representative of the Board, that the Superintendent will ensure that the Board, collectively and individually, is informed of the issues and strategies implemented within the collective bargaining process.
• Expect, as the representative of the Board, that the Superintendent will recommend, for approval of the Board, the Chief Negotiator and the members of each of the District’s negotiation teams.
• Encourage open communication to all those impacted by negotiations, within allowed parameters.
• Expect, while the negotiation process is taking place, that the Superintendent will be available to address the challenges related to the district. As the representative of the Board, the Superintendent will guide the development of the bargaining strategy and will be primarily responsible for facilitating the collective bargaining process.

PRINCIPLE

To enhance communication and collaboration between the Governing Board and the student body and to teach students the importance of civic involvement, the Board recognizes the importance of student voice and supports the participation of high school students in district governance.

PROTOCOL

In January 2021, the SBUSD adopted Board Bylaw 9150 to create the position of Student Board Member, including the selection process and the description of the position:

• Annually, the Board reviews/approves the job description for Student Board Member and directs Staff to promote schoolwide outreach and an election process at the high schools. All high school students are encouraged to apply.
• One finalist from each high school shall be nominated. The Board shall interview each of the finalists in Closed (Executive) Session and shall then choose the Student Board Member from among the finalists, by majority vote of the Board in Closed Session.
• The term of the Student Board Member shall be one year, commencing on July 1.
• The Student Board Member:
  • Has preferential advisory voting rights.
  • May attend all meetings except closed sessions.
  • May be appointed to subcommittees (if student is willing and able).
  • Is seated with Board members for meetings and invited to all events.
  • Receives all materials when Board members receive them (except Closed Session).
  • May receive mileage reimbursement.
  • May receive elective credits for school Board service.
  • Is not liable for acts of the Board.
• The Superintendent or designee, at district expense, may provide learning opportunities to the Student Board Member through trainings, workshops, and conferences, such as those offered by the California School Boards Association and other organizations, to enhance their knowledge, understanding, and performance of leadership skills and their Board responsibilities.