213.0 Advisory Committees Policy

ADVISORY COMMITTEES POLICY

I. PURPOSE

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

II. GENERAL STATEMENT OF POLICY

1. It is the policy of the school board to designate school board committees or subcommittees when it is determined that a committee process facilitates the mission of the school board. A committee is defined as a subordinate group to which the school board refers matters for consideration or investigation.
2. The school board has determined that certain permanent standing committees, as described in this policy, do facilitate the operation of the school board and the school district.
3. A school board committee or subcommittee will be formed by school board resolution which shall outline the duties and purpose of the committee or subcommittee.
4. A committee or subcommittee is advisory in nature and has only such authority as specified by the school board.
5. The school board will receive reports or recommendations from a committee or subcommittee for consideration. The school board, however, retains the right and has the duty to make all final decisions related to such reports or recommendations.
6. The school board also may establish such ad hoc committees for specific purposes as it deems appropriate.
7. The school board reserves the right to limit, create or abolish any standing or ad hoc committee as it deems appropriate.
8. A committee of the school board shall not appoint a subcommittee of that committee without approval of the school board.
9. The school board values involvement of staff and citizens on committees, and seeks to include staff and citizens on committees whenever appropriate.

III. APPOINTMENT OF COMMITTEES

1. The school board will establish, by resolution, for each standing or ad hoc committee the number of members, the term, and the charge or mission of each such committee.
2. The school board chair will approve the membership of each standing or ad hoc committee of the board subject to final board approval.
3. If an advisory committee is required by state or federal law, its composition and appointment shall meet the guidelines established for that particular type of committee.
4. In general, the composition of advisory committees shall be broadly representative. When a committee includes community members, efforts should be made to ensure that the number of staff members on the committee does not outweigh the number of community members on the committee whenever appropriate.
5. Composition of advisory committees shall reflect the specific tasks assigned to the committee, for example, where technical expertise is needed, individual(s) with specific technical expertise should be included on the committee.
6. The school board chair will instruct each committee of the board regarding:

 

1. The length of time each member is being asked to serve;
2. The service the advisory committee is to render and the extent and limitations of its responsibility;
3. The resources which will be provided by the district;
4. The approximate dates on which major reports are to be submitted.

G. Standing Committees: The board has determined that certain standing committees of the board are important to the operation of the board and the district. The following standing committees have been established by the school board:

 

1. Curriculum, Instruction and Assessment Committee (CIAC)
2. Policy Review/Advisory Committee
3. District Health, Wellness, and Safety Committee
4. Student Services Leadership Team
5. Student Services Advisory Committee (SSAC)
6. Community Education Advisory Committee
7. Staff Development Advisory Committee
8. District-AHEM Labor Management Committee

IV. PROCEDURES FOR COMMITTEE MEETINGS

A. Meetings shall be open to the public as required by the Open Meeting Law, and notice shall be given as prescribed by law.

B. Each committee shall determine its own meeting schedule.

 

1. Agenda for each meeting shall be available to the public at the meeting.
2. A copy of all materials prepared for a committee meeting that is given to committee members shall be available at the meeting for public review.

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

D. The committee chairperson must assume general responsibility for:

1. Making adequate physical arrangements, e.g., scheduling rooms, etc.
2. Providing adequate notice of meeting times and locations
3. Preparing the agenda

E. Actions of a committee or subcommittee of the board shall be by majority vote and be consistent with the governing rules of the school board. The committee chair shall designate a secretary who will record the minutes of actions of the committee.

F. A committee or subcommittee of the board is advisory in nature and the full school board retains the right and duty to make final decisions on all matters before the board.

V. COMMITTEES OF THE ADMINISTRATION

A. The superintendent may create or authorize the creation of committees advisory to administration. Such committees may, but are not required to, include members of the community.

B. Whenever a committee of the administration is established which includes members of the community, the superintendent will inform the board.

C. The superintendent shall provide the board an update on the work of committees of the administration on such schedule as the school board chair requests, but at least annually.

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