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Section B - School Board Operations
Section B - School Board Operations
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It has been established in practice and is hereby adopted in policy to permit the hiring or consideration of hiring of relatives of the school superintendent. Tannehill School District will not consider for employment any relative of a Tannehill School Board member who is related within the second degree by affinity or consanguinity to the board member. Such relatives include the following persons:
Board Member's: Spouse's:
spouse child (adopted)
child parents (mother-in-law, father-in-law)
child's spouse (son-in-law, daughter-in-law) grandchild (step-grandson, step-granddaughter)
parent grandparents (grandmother-in-law, grandfather-in-law)
parent's spouse (stepmother, stepfather) brother/step-brother (brother-in-law)
grandchild sister/step-sister (sister-in-law)
grandchild's spouse (grandson-in-law, granddaughter-in-law)
grandparent
grandparent's spouse (step-grandmother, step-grandfather)
brother (half-brother)
brother's spouse/half-brother's spouse (sister-in-law)
sister (half-sister)
sister's spouse/half-sister's spouse (brother-in-law)
If the relationship is based on affinity (marriage), then those members of the board who are serving on September 1, 1995, may complete the term for which they were elected and any successive terms for which they may be elected unless it is the member's spouse who is a member of the board of education or an employee of the school district. In which case, the prohibition against employment or serving as a school board member will apply. The board member may not participate in any regular or executive session of the board held to consider any personnel matter or litigation relating to said relative except that the board member may vote on collective bargaining agreements for the renewal of contracts as a group if the vote is necessary to establish a quorum. If more than one board member is related to a teacher or employee, only the minimum number of board members necessary to establish a quorum may vote. Length of service on the board of education shall be used in order to determine which of these board members shall be allowed to vote when necessary to establish a quorum.
The following relatives of a board member may be employed by the school district:
Aunt/Uncle (third degree)
Niece/Nephew (third degree)
Great-grandparent (third degree)
Great-grandchild (third degree)
Cousin (fourth degree)
The prohibitions in this policy shall not apply to the employment of substitute teachers or to the employment of temporary substitute support employees, as long as the district’s ADM is less than 5,000 students.
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A school district elector, qualified to vote in any school district election, is any person who is registered with the county election board within the school district. A candidate for a board of education vacancy must have been a resident of, and a registered voter of, the school district and the election district (or ward) for at least six months immediately preceding the filing period. No person can file for school board election unless the person has been awarded a high school diploma or a certificate of high school equivalency. A person who has been convicted of a misdemeanor involving embezzlement or of a felony or who has entered a plea of guilty or nolo contendere to such crime shall not be eligible to be a candidate for or to be elected to a school board position for a period of 15 years following completion of the sentence or during the pendency of an appeal.
No person can be a candidate for or serve as a board member if the person is currently employed by this school district or is related within the second degree by affinity or consanguinity to any other member of the board or to an employee of this school district.
If the relationship is based on affinity (marriage), then those members of the board who are serving on September 1, 1995, may complete the term for which they were elected and any successive terms for which they may be elected unless it is the member's spouse who is a member of the board of education or an employee of the school district. In which case, the prohibition against employment or serving as a school board member will apply. The board member may not participate in any regular or executive session of the board held to consider any personnel matter or litigation relating to said relative except that the board member may vote on collective bargaining agreements for the renewal of contracts as a group if the vote is necessary to establish a quorum.
REFERENCE: 26 O.S. §5-105a
26 O.S. §13A-101, et seq.
70 O.S. §5-107A, et seq.
70 O.S. §5-113; §5-113.1
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It is the policy of the Tannehill Board of Education that as mandated by Oklahoma Statute, Title 26, Section 13A‑103, an annual election, held for the purpose of electing a member or members of the board of education, shall be held on the second Tuesday in February, unless another date is established by the state legislature. Every candidate for a position on the board shall file a notification and declaration for that office with the Pittsburg County election board between the hours of 8 a.m. on the first Monday in December and 5 p.m. on the following Wednesday.
To be eligible to file a notification and declaration of candidacy, the prospective candidate must have been a registered voter in the election district, or ward, and a resident residing within said election district for at least six months immediately preceding the filing period. No person is eligible to be a candidate or to be elected to a board of education unless the person has been awarded a high school diploma or certificate of high school equivalency.
Board members shall be elected to serve a term of 3 (three) years or until such time as their successors are duly appointed or elected and have qualified as prescribed by law. Terms of office shall be staggered so that one member shall retire from the board each year.
A vacancy on the board of education will occur by law when a board member:
1. Dies;
2. Resigns;
3. Moves out of the school district;
4. Fails to timely complete required workshop hours;
5. Is convicted of any felony or any offense involving a violation of the member's official oath;
6. Pleads guilty or nolo contendere to a felony or any offense involving a violation of the member's oath;
7. Abandons the office; or,
8. Assumes the duty of a second public office when the holding of such office and being a board member violates the dual office-holding provisions of the law. This does not apply to any elected or appointed member of a local school board who is a member or an officer of a volunteer fire department; and directors or officers of a rural water district, chiefs of municipal fire departments or rural fire districts who are appointed or elected to an unsalaried office, except where the duties of the office would create a conflict of interest.
9. Ceases to be a resident of the board district or ward for which the person was elected.
The board of education shall determine if and when a vacancy occurs on the board. Such vacancy shall be filled by appointment and the appointee shall serve until the next regular election if the person is appointed to fill such vacancy in the first half of the term of office for the board position. If the person is appointed to fill such vacancy after the first half of the term of office for the board position, then the appointee shall serve for the balance of the unexpired term. If no one is appointed within sixty (60) days of the date the board declared the seat vacant, a special election shall be held and the elected member shall fill the vacancy for the unexpired term.
Each board member is expected to attend all board meetings. If an emergency situation should arise which will prevent a board member from attending a scheduled meeting, the board member should notify the board president or the superintendent. Four (4) or more consecutive unexcused absences from board meetings may constitute abandonment of office and the board may declare the position vacant and fill the vacancy as prescribed by law.
BOARD VACANCIES (Cont.)
REFERENCE: 26 O.S. §13A-103, §13A-110
51 O.S. §6
70 O.S. §5-107A
70 O.S. §13A-105, §13A-110
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Each member of the board of education and the treasurer and assistant treasurer shall take and subscribe to the following oath:
I, (name of officer), hereby declare under oath that I will faithfully
perform the duties of (name of position) of Tannehill Public Schools
to the best of my ability and that I will faithfully discharge all of the duties pertaining to said office and obey the Constitution and laws of the United States and Oklahoma.
REFERENCE: 70 O.S. §5-116
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The Tannehill Board of Education will be guided by the following Code of Ethics,
As a member of the board of education I will:
1. Remember always that my first and greatest concern must be the educational welfare of all students attending school in our district, and ensuring that they have the opportunity to reach their highest potential;
2. Strive to improve boardsmanship by studying educational issues and participating in board training opportunities;
3. Respect and obey the laws of Oklahoma and the United States, working to bring about desired changes through policies adopted by the board of education and through legal and ethical procedures;
4. Formulate legislative goals, policies, and strategic plans for the district, delegating to administrators the administrative functions of the school(s);
5. Recognize that I, as an individual board member, have no legal authority outside the meeting of the board and will take no private action that will compromise the board or administration;
6. Refrain from local board actions locally that would substantially interfere with or injure the program of education elsewhere;
7. Make every effort to be prepared, punctual, and in attendance at every board meeting;
8. Respect the confidentiality of privileged information and refrain from disclosing information that may be injurious to individuals or the school(s);
9. Encourage the free expression of opinion by all board members and staff, seeking systematic communications between board members and the public inside and outside the school district;
10. Be committed to promoting a cooperative atmosphere in order for the board to effectively serve the students;
11. Recognize and reward excellence in student achievement, teacher performance, and administrative leadership;
12. Refrain from using my board position for personal or partisan gain.
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The school board in modern America faces a difficult set of challenges. It must fashion a quality educational program to prepare children for an unpredictable tomorrow. It must decide complex issues of policy and principle. It must oversee the prudent management of our community’s extensive school facility. It is right and proper for the public to expect its elected and/or appointed board members to demonstrate high qualities of leadership as they deal with affairs of the public schools. It is also right and proper for a school board to expect public support for its efforts to enlarge the horizons and abilities of its members.
The board of education places a high priority on the importance of a planned and continuing program of in-service education for its members. The central purpose of the program is to enhance the quality and effectiveness of public school governance in our community. The board shall plan specific in-service activities designed to assist board members in their efforts to improve their skills as members of the policy-making body; to expand their knowledge about trends, issues, and new ideas affecting the continued welfare of our local schools; and to deepen their insights into the nature of leadership in a modern democratic society.
Funds may be budgeted annually to support the program. Individual board members shall be reimbursed for out-of-pocket expenses incurred through participation in approved activities. The board, as a whole, shall retain the authority to approve or disapprove the participation of members in planned activities. The public shall be kept informed through the news media about the board’s continuing in-service education and about the programs anticipated for short- and long-range benefits to our schools.
The board regards the following as the kinds of activities and services appropriate for implementing this policy:
1. Participation in school board conferences, workshops, and conventions held by the state and national school boards associations.
2. District-sponsored training sessions for board members.
3. Subscriptions to publications addressed to the concerns of board members.
In order to control both the investment of time and funds necessary to implement this policy, the board establishes these principles and procedures for its guidelines:
1. A calendar of school board conferences, conventions, and workshops shall be maintained by the superintendent. The board will periodically decide which meetings appear to be most promising in terms of producing direct and indirect benefits to the school district.
2. Funds for participation at such meetings will be budgeted on an annual basis. When funds are limited, the board will designate which of its members would be the most appropriate to participate at a given meeting.
3. Reimbursement to board members for their travel expenses will be in accordance with the travel expense policy for staff members. (See policy DEE and DEE-R.)
DEVELOPMENT OPPORTUNITIES: BOARD MEMBERS (Cont.)
4. When a conference, convention, or workshop is not attended by the full board, those who do participate will be requested to share information, recommendations, and materials acquired at the meeting.
School board members are encouraged to attend workshops presented by the county, state, and national school boards associations. Professional journals and books in the school libraries shall be made available to every board member. The Superintendent shall provide information to the full school board as to the status of school board member training credits under an appropriately worded agenda item. The report shall include the number of new or incumbent credits, as well as the number of continuing education credits each board member has earned. This report shall be provided to the members of the board of education at the August, November, February, and May regular meetings of the board of education.
By March 1, the Oklahoma State Department of Education will notify school board members who have not yet completed training requirements that they are required to do so. If the board member fails to earn training credits in the timeline set by statute, the Oklahoma State Department of Education will notify by certified mail the school boards and the superintendent that a board member has failed to earn the required training credits. The board of education will then have thirty (30) days to declare the seat vacant.
REFERENCE: 70 O.S. §5-110
70 O.S. §5-110.1
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The Tannehill Board of Education shall be reorganized at the beginning of the first meeting following the annual school election and certification of election of new members. The term of office of newly elected board members shall begin at the first regular, special, or emergency board meeting after the member has been certified as elected.
The board shall elect from its membership, at the first meeting, a president and clerk, each of whom shall serve for a term of one year and until a successor is elected and qualified. The board shall also elect a clerk and, in its discretion, a deputy clerk, either of whom may be one of the members of the board, and each of whom shall hold office during the pleasure of the board and each of whom shall receive such compensation for services as the board may allow.
Board President
The president of the board of education serves as the presiding officer, appoints all committees, and performs other duties that are delegated to him or her by state law or by order of the board of education.
Board Clerk
It shall be the duty of the clerk to perform all of the duties of the president in case of the president's absence or disability.
REFERENCE: 70 O.S. §5-107A
70 O.S. §5-119
70 O.S. §5-120
70 O.S. §5-121
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The board of education has established the following duties for the clerk of the board of education:
1. It shall be the duty of the clerk of the board of education to attend all meetings of the board and to countersign all warrants for school moneys drawn upon the treasurer by the board; and perform such other duties as the board may direct.
2. The clerk shall, in addition to performing the duties specifically imposed upon him/her by the school code, cooperate with the superintendent of schools, the board treasurer, the minutes clerk, and the encumbrance clerk in the management of the business affairs of the school.
3. The clerk shall attest, in writing, the execution of all deeds, contracts, reports, and other instruments that are to be executed by the board of education.
4. The clerk shall furnish, whenever requested, any and all reports concerning the school affairs, on such forms and in such manner as the State Board of Education or the Superintendent of Public Instruction may require.
5. The clerk is authorized to destroy all claims, warrants, contracts, purchase orders and any other financial records, or documents, including those relating to school activity funds, on file or stored in the offices of the board of education of such district for a period of longer than five (5) years.
6. Performs such other duties as are required by the board of education.
REFERENCE: 70 O.S. §5-119, §5-122
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The board of education has combined the positions of minutes clerk and encumbrance clerk and has established the following duties for the minutes/encumbrance clerk:
1. Attend all meetings of the board and keep an accurate journal of the proceedings thereof;
2. List the approved encumbrances in the minutes of the board meetings;
3. Furnish requesting newspapers in the county with copies of tentative minutes;
4. Keep all books and documents of this school district;
5. Enter the authorized amounts of appropriations in the various appropriations accounts;
6. Charge the appropriate appropriation accounts and credit the affected encumbrances outstanding accounts with approved encumbrances after determining that the encumbrances do not exceed the balance of the appropriation charged;
7. Receive certification from the proper district employee that services or merchandise billed to the district have been received, file bills and invoices in official records, debit encumbrances outstanding account and credit the accounts payable account for the amounts of the approved bills.
8. Pay approved bills by issuing warrants against the designated funds, charging the warrants against the appropriate accounts payable account and crediting to the appropriate warrants issued account, or, by notifying the board treasurer that the bills are approved for payment in lieu of issuing warrants so that the treasurer can record payments by check, wire transfer, direct payroll deposit or other disbursement through the Federal Reserve System.
9. Receive all warrants, certificates of indebtedness, or bonds from the treasurer after the treasurer has registered the warrants in numerical order.
10. Perform such other duties as directed by the board of education.
The minutes/encumbrance clerk will post a surety bond in the amount of $1,000.00 before discharging any duties as minutes/encumbrance clerk.
REFERENCE: 70 O.S. §5-119
NOTE: The minutes and encumbrance clerk cannot be a member of the board of education. Superintendents, principals, treasurer, assistant treasurer, instructors, and teachers employed by the board may not serve as the encumbrance clerk, except that a treasurer or assistant treasurer may serve as a minutes clerk.
NOTE: School boards may elect to employ one person to act as both encumbrance and minutes clerk. In that case, this policy may be adopted in lieu of BD-R2 and BD-R3.
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It is the policy of the Tannehill Board of Education to employ a treasurer for the district. The treasurer shall serve at the pleasure of the board and for such compensation as the board may determine, and shall perform those duties previously performed by the county treasurer of Pittsburg County, and any other duties as the board may in its discretion confer upon said treasurer including the following:
The treasurer shall maintain the following records:
1. SEI 208 Treasurer's General Ledger
2. SEI 2061 Treasurer's Cash Ledger
3. SEI 2062 Treasurer's Investment Ledger
4. SEI 207 Treasurer's Warrant Register
5. SEI 411 Treasurer's Receipt
6. SEI 410 Treasurer's Check
7. SEI 1141 Bond Register
8. Deposit Books
9. Such other books or records as may be deemed advisable or useful.
The treasurer shall maintain adjunct files of:
1. Paid warrants.
2. Voided warrants.
3. Paid bonds and coupons.
4. Canceled bonds and coupons.
5. Bank and fiscal agency statements, including deposit tickets and paid checks.
6. County Clerk's remittance advices.
7. Copies of any directive from the County Clerk or County Excise Board supplementing, changing, or transferring appropriation balances.
8. State Board of Education notices and allocation of state and federal aid.
9. School board resolutions pertinent to the conduct of the treasurer's office and duties.
10. A copy of the claim and encumbrance clerk's certificate to substantiate the registration of a warrant or warrants.
11. Letters, memos, and other supporting data pertaining to transactions of the school district or to the operation of the treasurer's office.
12. Any other files which may be considered advisable or useful.
13. The board of education shall require a minimum bonding capacity of $50,000.00 when using an independent treasurer and may increase that amount as circumstances warrant.
When deposits are made for the district in accordance with the Security for Local Public Deposits Act, the treasurer shall not be liable for any loss resulting from the default or insolvency of a public depository in the absence of negligence, malfeasance, misfeasance, or nonfeasance on the part of the treasurer.
The board of education shall review the investment performance of the treasurer each month at its regularly scheduled board meeting. Such review shall include, but is not limited to, a determination of whether the treasurer is making informed investment decisions regarding the safety, return, liquidity, costs, and benefits of various investment options in selecting investments for the school district.
BOARD OF EDUCATION OFFICERS, TREASURER (Cont.)
Within nine (9) months of employment, the district treasurer shall complete at least twelve (12) hours of instruction on school finance laws of this state, accounting, ethics, and the duties and responsibilities of a school district treasurer. In addition to these requirements, the district treasurer is required to complete a minimum of twelve (12) hours of continuing education every three (3) years. Any instruction completed by the treasurer within three (3) years prior to employment in the position shall count towards satisfying the requirements of this section. The requirements of this paragraph shall not apply to any county treasurer who also acts as a school district treasurer.
NOTE: Standard forms for the treasurer's General Ledger, Cash Ledger, Investment Ledgers, Warrant Registers, Bond Registers, Receipt Books, and Check Books have been designed to facilitate and standardize the treasurer's bookkeeping system.
REFERENCE: 51 O.S. §8
62 O.S. §517.1, et seq.
70 O.S. §5-114, §5-190
Atty. Gen. Op. No. 80-292 (January 19, 1981)
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The board of education has established the following duties for the office of the treasurer:
1. The treasurer shall execute a surety bond in an amount equal to the largest estimated account balance that will be on hand at any one time during the current year. However, the bond shall not, in any event, be required to be in an amount greater than that of the county treasurer of the county. The bond must be approved by the board of education.
2. The treasurer shall receive all state appropriations, district school taxes, and all other funds belonging to the school district, and report same to the clerk to be reported to the board of education.
3. The treasurer shall promptly pay, out of funds belonging to the school district and on proper orders approved by the board, all bills according to the provisions of the school code.
4. The treasurer shall deposit the funds belonging to the school district in the school accounts as provided by law and make available to the members of the board of education such information.
5. The treasurer shall perform such other acts and duties pertaining to the district as the board of education may direct or be required by law to perform.
6. The treasurer shall, at the end of his/her term in office, pay over to his/her successor the balance of any and all money remaining in the treasurer’s hands and shall deliver to the successor all books, accounts, and other property of the district.
7. The treasurer shall submit his/her accounts for the audit of the finances of the school district.
8. The treasurer shall keep general accounts showing all of the receipts, appropriations and expenditures of the district, and have the same available for inspection by members of the board of education and the superintendent of schools.
REFERENCE: 70 O.S. §5-115
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The Tannehill Board of Education shall transact all business at official meetings of the board. A "meeting" is defined as the gathering of a majority of members of a public body to discuss school business. Board meetings shall be regarded as public meetings. No meetings will be held by teleconference. These may be either regular, special, or emergency meetings, defined as follows:
Regular Meeting - the usual, official legal action meeting held regularly.
Special Meeting - an official legal action meeting called between scheduled regular meetings to consider specific topics as listed on the agenda.
Special meetings of the board may be called by the Superintendent/Board of Education at any time.
Emergency Meeting - an official legal action meeting held only for dealing with situations involving either injury to persons or damage to public or personal property or an immediate financial loss so severe that the 48-hour notice period of a special meeting would be impractical and increase the likelihood of injury or damage or immediate financial loss.
Notification of Meetings
Notice of all meetings of the board of education shall be made in accordance with the Oklahoma Open Meeting Law except that federal confidentiality laws take precedence and except that a board of education is not considered a public body and is not subject to the Oklahoma Open Meeting Law when the board meets for the sole purpose of considering recommendations of a multidisciplinary team and deciding the placement of any child who is the subject of such recommendations. Otherwise, a written notice of the date, time and place of the meeting will be mailed and delivered to each person, newspaper, wire service, radio station, and television station that has filed a written request for such notice. Procedures for insuring proper notice, preparing agendas, etc., are as follows:
1. Prior to December 15 each year, the board of education shall provide the county clerk a listing of the time, date, and place of all regular meetings for the coming calendar year.
2. Any change in the date, time, or place of a regular meeting shall be provided in writing to the county clerk at least ten days prior to implementing the change.
3. At least 24 hours prior to a regular or special meeting, an agenda shall be posted which shall include the date, time, and place of the meeting and the business to be undertaken at the meeting.
4. Notice of the time, date, and place of a special meeting shall be provided to the county clerk in person, in writing, or by telephone at least 48 hours prior to the meeting.
5. Emergency meetings may be held without the required public notice if it is reasonably believed that delay would increase the likelihood of personal injury, property damage, or immediate financial loss to the district. The person calling an emergency meeting shall give as much advance notice as is possible in person or by telephone.
BOARD OF EDUCATION MEETINGS AND NOTIFICATION PROCEDURES (Cont.)
6. Any person, newspaper, wire service, radio station, and/or television station may file a written request with the board clerk to receive written notice of meetings of the board of education. Such requests must be renewed annually. Persons or entities requesting written notification will not be charged a notification fee.
REFERENCE: 70 O.S. §5-118
25 O.S. §302, §303, §304, §307.1, §311
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As executive officer of the Tannehill Board of Education, the superintendent of schools, in consultation with the president and other members of the board, is responsible for the preparation of the agenda for board meetings. Items for the agenda may be suggested by board members, staff members, students, or patrons of the district. The inclusion of items suggested by staff members, students, or patrons will be at the discretion of the superintendent.
If the item "new business" is on the regular meeting agenda, matters that qualify as "new business", because they were not known or could not have been reasonably known 24 business hours prior to the meeting, may be considered and may be acted upon.
Proposals for executive sessions will be included on the agenda, including a reference to the specific section of the Oklahoma Statutes which authorizes an executive session for the proposed item. The proposal must contain sufficient information to advise the public that an executive session will be proposed, what matters are proposed to be discussed, the names of school employees (if any) to be discussed, and what action, if any, is contemplated. Executive sessions must be authorized by a vote of the majority of members in attendance.
The agenda and any supporting material will be distributed to members of the board as far in advance of the meeting date as possible, but not less than 2 (two) calendar days. Copies of the agenda will be made available to the media and the public upon request. The school district will offer and consistently maintain an email system for distribution of the agenda and a process for people to obtain a copy of the agenda at the school district during normal business hours at least twenty-four hours prior to the meeting. Those interested in receiving a copy of the agenda via email should contact the business office of the school district during normal business hours. In addition, a copy of the agenda will be posted on the school district’s Internet web site located at www.tannehill.k12.ok.us
REFERENCE: 25 O.S. §311
74 O.S. §3106.2
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The Tannehill Board of Education may, at its discretion, enter into executive session after the executive session is authorized by a vote in open session only if a proposed executive session is listed on the agenda and the specific section of law authorizing an executive session is also listed on the agenda. If new business arises within the statutory time limitations and otherwise qualifies for an executive session, it may be discussed in executive session.
The board may enter into executive session for any of the following reasons:
1. To discuss the employment, hiring, appointment, promotion, demotion, disciplining, or resignation of any or all of the employees or volunteers of the school district. 25 O.S. §307 (B) (1) [including the appointment of an individual to fill a board vacancy pursuant to 70 O.S. §5-118]
2. To discuss negotiations concerning employees and representatives of employee groups. 25 O.S. §307 (B) (2)
3. To discuss the purchase or appraisal of real property. 25 O.S. §307 (B) (3)
4. To have confidential communications with its attorney concerning a pending investigation, claim, or action if the school district, with the advice of its attorney, determines that disclosure will seriously impair the ability of the district to process the claim or conduct a pending investigation, litigation, or proceeding in the public interest. 25 O.S. §307 (B) (4)
5. To hear evidence and discuss the expulsion or suspension of a student when so requested by the student, the parent, an attorney, or the legal guardian. 25 O.S. §307 (B) (5)
6. To discuss matters involving a specific handicapped child. 25 O.S. §307 (B) (6)
7. To discuss any other matter where disclosure of information would violate confidentiality requirements of state or federal laws. 25 O.S. §307 (B) (7)
8. To engage in deliberations or to render a final or intermediate decision in an individual proceeding pursuant to Article II of the Administrative Procedures. 25 O.S. §307 (B) (8)
9. To discuss the following, all of which should be cited 25 O.S. §307 (B) (9):
A. The investigation of a plan or scheme to commit an act of terrorism;
B. Assessments of the vulnerability of government facilities or public improvements to an act of terrorism;
C. Plans for deterrence or prevention of or protection from an act of terrorism;
D. Plans for response or remediation after an act of terrorism;
E. Information technology of the public body but only if the discussion specifically identifies:
1. design or functional schematics that demonstrate the relationship or connections between devices or systems;
EXECUTIVE SESSIONS (Cont.)
2. system configuration information;
3. security monitoring and response equipment placement and configuration;
4. specific location or placement of systems, components, or devices;
5. system identification numbers, names, or connecting circuits;
6. business continuity and disaster planning, or response plans; or
7. investigation information directly related to security penetrations or denial of services; or
F. The investigation of an act of terrorism that has already been committed.
The term “terrorism” means an act of violence resulting in damage to property or personal injury perpetrated to coerce a civilian population or government into grating illegal political or economic demands; or conduct intended to incite violence in order to create apprehension of bodily injury or damage to property in order to coerce a civilian population or government into granting illegal political or economic demands. Peaceful picketing or boycotts and other nonviolent action shall not be considered terrorism (21 O.S. § 1268.1).
No action, decision, or vote shall be taken while the board is in executive session. The board shall reconvene the open meeting after an executive session prior to adjourning the meeting.
An executive session for the purpose of discussing the purchase or appraisal of real property shall be limited to members of the public body, the attorney for the public body, and the immediate staff of the public body. No landowner, real estate salesperson, broker, developer, or any other person who may profit directly or indirectly by a proposed transaction concerning real property which is under consideration may be present or participate in the executive session, unless they are operating under an existing agreement to represent the public body.
In the interest of maintaining confidentiality of the information discussed during executive sessions, under no circumstances will audio/video recording or camera photos of executive sessions be permitted. Board members and those persons requested to enter an executive session are required to turn off all cellular telephones prior to the start of the session, unless there is a legitimate reason of personal health or safety involved.
REFERENCE: 25 O.S. §307
70 O.S. §5-118
Atty. Gen. Op. 82-114 (April 12, 1982)
NOTE: The “unless they are operating under an existing agreement to represent the public body” does not go into effect until November 1, 2015.
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All regular, special, and emergency meetings of the Tannehill Board of Education shall be open to the public.
The board wishes to hear the viewpoints of citizens throughout the district and considers the responsible presentation of these viewpoints vital to the efficient operation of the school system. The board also recognizes its responsibility for the proper governance of the schools and the need to conduct its business in an orderly and efficient manner. The board, therefore, directs the superintendent to establish procedures providing for limited participation at school board meetings for the citizens of this district.
REFERENCE: 70 O.S. §5-118
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I request permission to address the Board of Education on the following topic:
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(Date) (Name)
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(Street Address)
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(City) (State) (Zip)
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(Representing)
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In accordance with the policy of the board of education, the following regulation shall govern visitors attending board meetings.
1. Any individual wishing to address the board of education shall communicate such wish to the superintendent by letter. The letter must state the nature of the matter to be discussed, the full name of the person making the request, and what is expected from the board. The letter must be received by the superintendent at least 72 hours prior to the next regularly scheduled meeting in order to be placed on the agenda. (The agenda must be posted twenty-four business hours prior to the meeting.) The superintendent must inform the board president of any individual or organization denied the opportunity to address the board of education.
2. The board clerk shall ask all visitors to list their names in the visitor's register.
3. Board members and administrative staff will not respond to questions from the public at the board meeting. Proper questions from members of the public may be referred to the superintendent for later report to the board. The board will not, in most instances, be able to vote on matters brought forward by the public during public participation time if such matters are not specific agenda items. Such items may be placed on the agenda for the next meeting.
4. The president of the board shall recognize speakers, maintain proper order, and adhere to time limits, if any established by the board. Specifically, the president may require all proponents of one side of an issue to elect one spokesperson. Repetitive comments by consecutive individuals will not be allowed.
5. Members of the public shall not be recognized while the board is conducting its official business.
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The Tannehill Board of Education recognizes that the board speaks through its board meeting minutes. The minutes clerk shall record the minutes of each board meeting. The superintendent shall maintain the minutes in a fireproof vault. The approved minutes are public records and may be examined by any citizen of the district upon proper request except for minutes of executive sessions.
The media is entitled to tentative minutes of school board meetings. Upon request, the school district will provide tentative minutes to the media within four business days, excluding the date of the meeting, after the meeting. Business days will not include Saturday, Sunday, or holidays legally declared by the State of Oklahoma.
In order to protect the school board and to maintain the integrity of executive session, upon the return of the board to open session, an announcement should be made stating:
1. Names of those present and absent during the executive session;
2. All matters considered and that no other matters were discussed; and
3. The fact that no action was taken.
These items recorded in the minutes constitute executive session minutes. Generally, a verbatim transcript of what is said during an executive session is not information that is available for public record due to the inherent confidentiality of the information.
In the interest of maintaining confidentiality of the information discussed during executive sessions, under no circumstances will audio/video recording or pictures of executive sessions be permitted.
Refer to BEF-P for procedures on preparing board minutes.
REFERENCE: 25 O.S. § 115 and 312
70 O.S. §5-119
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It is the policy of the Tannehill Board of Education that, upon the recommendation of the administrator, the board will adopt general and personnel policies to serve as a basis for the administration of the school and as a guide to the administrator and other employees in conducting their respective duties. The policies will be in published form and available to employees, patrons, and the Department of Education. School board policies will be updated annually.
In cases where action must be taken involving the operation of the school district and where no guidelines have been established by board of education policy, the superintendent will have the authority to act. In such cases, the superintendent shall use his/her own best judgment based on what he/she believes the policy would be if it existed. Such emergency policy decisions will be reported to the president as soon as practical and to the board of education at its next meeting. The board will then determine whether a permanent policy should be established.
REFERENCE: Department of Education, Administrator's Handbook
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The Tannehill Board of Education believes that the formulation of school policy is its primary function and responsibility.
School policies are statements that set forth the goals of the community and the board of education. School policies serve as guidelines for the successful and efficient functioning of the school system. They create a framework within which the administrative staff can successfully discharge its responsibilities in organizing and carrying out a sound educational program.
Policies may be cooperatively formulated by the board of education working with students, teachers, and parents, but the final authority rests solely with the board. The implementation of school policy is the responsibility of the superintendent and the administrative staff.
A board policy statement may be added or an existing policy statement may be changed or deleted at any board meeting by the approval of a majority of the membership, provided such action is properly announced by the agenda of that meeting.
REFERENCE: 70 O.S. §5-105, et seq.
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The Tannehill Board of Education recognizes that the superintendent of schools is the executive officer of the board of education and the administrative head of the school system. The superintendent must hold an administrator's certificate recognized by the State Board of Education. If the superintendent is employed for the first time in Oklahoma, he or she must attend training seminars as required by the Oklahoma Department of Education. The following duties have been established for the office of the superintendent of schools.
1. The renewal of the superintendent’s contract shall be considered by the board in accordance with the superintendent's contract and announced or tabled annually. It is the duty of the president of the board to notify the superintendent as soon as possible following the board's decision.
2. The superintendent is the executive officer of the board and the leader of the educational forces of the community. The board shall seek the superintendent's recommendation on school matters.
3. The superintendent shall attend all meetings of the board, be a nonvoting member, and advise the board on all school matters.
4. The superintendent shall make recommendations to the board of candidates for principal, teacher, and supervisory positions, as well as other employees of the school system as the need arises. The board shall not normally employ a school employee against the recommendation of the superintendent. The board will direct the superintendent to make additional recommendations if necessary.
5. The superintendent shall devote himself or herself to the study of public educational trends, keep the board informed on conditions of the schools of the district, and present recommendations for the determination of policy. The superintendent shall, once policies have been established, devise ways and means for their operation and make periodic reports on the success of such policies.
6. All purchases of supplies, materials, or equipment shall be made on authority of a purchase order approved by the superintendent, within the limits established by the board.
7. Responsibility for the operation and maintenance of the child nutrition program is delegated to the superintendent. Monthly reports regarding the financial status of the program shall be made available to the board of education.
8. The superintendent shall, each year, compose a calendar reflecting the days on which school will be dismissed, when school will end for the year, etc. The calendar shall be subject to approval by the board of education.
9. The superintendent shall prepare procedures for admitting non-resident children who apply for permission to attend school in this district, and for the transfer of children who apply to attend schools in other districts.
10. The superintendent shall be responsible for the supervision of student disciplinary actions.
11. The superintendent shall be responsible for providing the ways and means for teaching the subjects required by the State Board of Education and such other subjects as may be designated or approved by the TANNEHILL Board of Education.
BOARD OF EDUCATION, EXECUTIVE OFFICER - SUPERINTENDENT (Cont.)
12. The superintendent shall administer a complete curriculum as adopted by the board of education, in conformity with the regulations established by the State Department of Education.
13. The superintendent shall have all school accounts audited each year, and a copy of it filed with the secretary of the board of education.
14. The superintendent shall visit personally all the schools of the district as often as practical, carefully observing the methods of instruction and the classroom management of teachers; suggest improvements; provide remediation of professional skills, if necessary; advise as to the best methods of instruction and classroom management; and pay special attention to the classification of students, the program of studies, and the apportionment of time allotted to each of the prescribed subjects.
15. The superintendent shall secure adequate plant facilities; standardize supplies, equipment and other materials used in the school; and formulate standard procedures for purchasing equipment in all departments of the school.
16. The superintendent shall prepare a well-coordinated budget by requiring the various divisions of the school system to participate in its development. At least quarterly, the superintendent shall provide to the board a financial analysis indicating the expenditures of the district and an opinion of the general financial condition of the district.
17. The superintendent shall have the authority to close any of the public schools in case of emergency.
REFERENCE: 70 O.S. §1-115, §116, §5-106
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The superintendent of the Tannehill Public Schools shall be employed for a term specified by this board and will be employed on a twelve-month basis, with vacation time to be agreed upon. The salary of the superintendent, including all fringe benefits, if any, will be determined prior to the execution of an employment contract and shall be stated therein.
It is the policy of this board to consider the issuance of the superintendent's contract each year to insure continuity and stability in the office. The renewal of the contract shall be considered in January each year, or at some other date as determined by the board. In its discretion, the board may contract with the superintendent for a term as mutually agreed upon but not to exceed three years beyond the fiscal year in which the contract is approved by the board and accepted by the superintendent.
Prior to considering the superintendent's contract for renewal, the board shall complete and present to the superintendent an evaluation form pertaining to the superintendent's performance.
The superintendent's employment contract shall include terms and conditions as agreed upon in writing by the board and the superintendent and will be filed by the superintendent with the State Department of Education within 15 days after it is signed. The board may not pay any salary, benefits, or other compensation not specified in the contract on file and may not pay any amounts for accumulated sick leave or vacation leave benefits not calculated on the same formula used for determining payments for such benefits for other full-time employees of the district.
REFERENCE: 70 O.S. §5-106
70 O.S. §5-141
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The Tannehill Public School Board, in recognition of its accountability to the people of Tannehill School District and its obligations under the statutes of the State of Oklahoma shall conduct annual formal evaluations of the Superintendent of Tannehill Public School. Said evaluations shall be conducted toward the goal of improving Tannehill Public School through an improving superintendency.
Members of the Board will first evaluate the Superintendent independently, using a written form adopted for this purpose by the Board. The Board will convene to discuss the assessments and prepare a composite evaluation which will be discussed by the fill Board and the Superintendent. The Board and the Superintendent will each retain a copy of the written evaluation report.
Evaluation of the Superintendent shall be conducted in such manner as to:
1. Provide positive and constructive feedback to the Superintendent that will support and promote his/her professional growth and development.
2. Help the Board evaluate their work in planning the educational program in this community.
3. Strengthen the working relationship between the Board and the Superintendent by providing a comprehensive vehicle of communication.
The Superintendent’s evaluation will take place during a special session of the Board of Education prior to February 15 of each year. The Board may choose to renew the Superintendent’s contract at the time of the evaluation.
REFERENCE: 70 O.S. §6-101.10
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Name of Superintendent _____________________________________________ Date_____________________
All items rated with a “1” require additional explanation. The reverse side of the page may be used for explanations and additional comments. The school board is no longer required to have any of the items marked with an asterisk in the evaluation instrument. Each board of education should carefully review this document to determine which items the board wishes to utilize in the evaluation of the performance of the Superintendent. The board of education is certainly free to adopt any or none of the items enumerated below.
3 - Commendable 2 - Meets Expectations 1 - Needs Improvement
ADMINISTRATION 3 2 1
1. The superintendent exhibits strong educational leadership, develops a strong management team,
and delegates responsibility.
2. The superintendent achieves the board's goals and policies successfully . ___________
3. The superintendent employs a team effort in analyzing, planning, implementing, and
evaluating policies, programs, and personnel. __________
4. The superintendent recommends for employment personnel who have proper certification and
skills for the position. ___________
5. The superintendent organizes the roles and responsibilities of staff members so as to optimize
their effectiveness and to encourage harmonious relationships among various segments of the
school system.
6. The superintendent provides to the board and the general public an organized and informative
annual report on the state of the district. __________
7. The superintendent maintains communications with state and federal legislators, as well as
other outside agencies, in efforts to accomplish legislation needed for school improvement. __________
8. Discipline – The superintendent works with staff to develop and communicate defined
standards of conduct which encourage positive and productive behavior. * __________
9. The superintendent provides written discipline policies to which students are expected
to perform. * __________
10. Learning Environment – The superintendent establishes and maintains rapport with staff
and students, providing a pleasant, safe and orderly climate for learning. * __________
COMMENTS:______________________________________________________________________________
_________________________________________________________________________________________
________________________
Rating for this Category
SUPERINTENDENT EVALUATION FORM (Cont.)
In the area of administration, what is the superintendent’s strongest asset?________________________________
_________________________________________________________________________________________
What specific area could be most improved?_______________________________________________________
_________________________________________________________________________________________
3 - Commendable 2 - Meets Expectations 1 - Needs Improvement
INSTRUCTION 3 2 1
1. The superintendent identifies and facilitates instruction and student achievement as the focal __________
2. The superintendent identifies instructional objectives for students and implements programs
to meet their diverse needs.
3. The superintendent maintains a working knowledge of current educational research, reports,
and useful new concepts and shares that information with the board.
4. The superintendent keeps the board informed of the analysis, planning, implementation,
and evaluation of instructional activities.
5. The superintendent keeps the community informed about the program of instruction and
plans for school improvement.
COMMENTS:______________________________________________________________________________
_________________________________________________________________________________________
________________________
Rating for this Category
In the area of instruction, what is the superintendent’s strongest asset?____________________________________
_________________________________________________________________________________________
What specific area could be most improved?_______________________________________________________
_________________________________________________________________________________________
3 - Commendable 2 - Meets Expectations 1 - Needs Improvement
RELATIONSHIP WITH THE BOARD 3 2 1
1. The superintendent works with the board in analyzing, planning, implementing,
and evaluating policies.
SUPERINTENDENT EVALUATION FORM (Cont.)
2. The superintendent informs the board about issues, operations, the instructional program,
and needs of the school system.
3. The superintendent informs the board about educational activities at the state and national
levels.
4. The superintendent maintains a harmonious working and professional relationship with
members of the board.
5. The superintendent interprets and supports board policy and decisions to the public and staff.
6. The superintendent provides board members with reports and information that will enable
them to sufficiently review the operations of the district.
7. The superintendent gives constructive advice and guidance to the board regarding
opportunities for district improvement.
8. The superintendent states his/her convictions in matters before the board.
9. The superintendent utilizes the strengths of individual board members and the board itself
in the decision-making process.
10. The superintendent offers professional advice to the board on items requiring board action,
with appropriate recommendations based on thorough study and analysis.
COMMENTS:______________________________________________________________________________
_________________________________________________________________________________________
________________________
Rating for this Category
In the area of board relationships, what is the superintendent’s strongest asset?_____________________________
_________________________________________________________________________________________
What specific area could be most improved?_______________________________________________________
_________________________________________________________________________________________
3 - Commendable 2 - Meets Expectations 1 - Needs Improvement
RELATIONSHIP WITH THE STAFF 3 2 1
1. The superintendent encourages the participation of faculty and staff in the establishment and
implementation of district-wide goals, objectives, and programs.
SUPERINTENDENT EVALUATION FORM (Cont.)
2. The superintendent promotes programs for staff growth and development.
3. The superintendent strives to maintain positive morale by:
A. Avoiding arbitrary decision-making and favoritism; __________
B. Offering fair and impartial treatment to all parties to a dispute; and __________
C. Granting recognition and appreciation for a job well done. __________
4. The superintendent instills confidence and self-respect among staff. __________
5. The superintendent meets and confers with employee groups and represents the interests
and directives of the board.
6. The superintendent effectively communicates the concerns of employee groups to the board
and board responses to these concerns to employee groups.
COMMENTS:______________________________________________________________________________
_________________________________________________________________________________________
________________________
Rating for this Category
In the area of staff relationships, what is the superintendent’s strongest asset?______________________________
_________________________________________________________________________________________
What specific area could be most improved?_______________________________________________________
_________________________________________________________________________________________
3 - Commendable 2 - Meets Expectations 1 - Needs Improvement
RELATIONSHIP WITH THE COMMUNITY 3 2 1
1. The superintendent facilitates communication within the community through an effective
public information program based on the needs and successes of the district.
2. The superintendent seeks meaningful community involvement in the establishment,
implementation, and evaluation of district-wide goals, objectives, priorities, and programs.
3. The superintendent develops and maintains a cooperative relationship with the news media.
4. The superintendent establishes a procedure for investigating and responding on complaints,
criticisms, and concerns of individuals and/or the community.
SUPERINTENDENT EVALUATION FORM (Cont.)
5. The superintendent is actively involved in the community.
6. The superintendent maintains a professional posture with other public officials and
community leaders.
7. The superintendent has the ability to face controversy and work through it effectively.
8. The superintendent understands and responds to the unique and changing needs of the
community.
9. The superintendent solicits and considers input from interested groups and individuals in
the decision-making process.
COMMENTS:______________________________________________________________________________
_________________________________________________________________________________________
________________________
Rating for this Category
In the area of community relationships, what is the superintendent’s strongest asset?_________________________
_________________________________________________________________________________________
What specific area could be most improved?_______________________________________________________
_________________________________________________________________________________________
3 - Commendable 2 - Meets Expectations 1 - Needs Improvement
PERSONAL QUALITIES 3 2 1
1. The superintendent defends professional principle and conviction in the face of pressure
and partisan influence, yet is able to reasonably compromise.
2. The superintendent maintains high standards of ethics, honesty, and integrity in all matters.
3. The superintendent uses grammar effectively in dealing with staff members, the board, and
the public.
4. The superintendent employs strong speaking skills before large and small groups,
expressing ideas in a logical and forthright manner.
5. The superintendent accepts and shares failure as well as success.
SUPERINTENDENT EVALUATION FORM (Cont.)
6. The superintendent is able to identify and discuss his/her own strengths and weaknesses.
7. The superintendent welcomes questions and open discussion when presenting ideas.
8. The superintendent exercises good judgment and involves others as appropriate in the
decision-making process.
9. The superintendent maintains a balance of professional development by reading, attending
conferences, working on professional committees, visiting other districts, and meeting with
other superintendents.
10. The superintendent plans time effectively so that matters of greatest importance are dealt with
thoroughly.
COMMENTS:______________________________________________________________________________
_________________________________________________________________________________________
________________________
Rating for this Category
In the area of personal qualities, what is the superintendent’s strongest asset?______________________________
_________________________________________________________________________________________
What specific area could be most improved?_______________________________________________________
_________________________________________________________________________________________
3 - Commendable 2 - Meets Expectations 1 - Needs Improvement
FINANCIAL 3 2 1
1. The superintendent keeps informed of the needs of the school program--supplies, equipment,
plant, and facilities.
2. The superintendent assumes responsibility for the overall financial planning of the district,
including short-term priorities and long-range planning.
3. The superintendent coordinates the preparation of the annual budget utilizing teacher and staff
input and submits the budget to the board for input and approval.
4. The superintendent evaluates the district’s financial needs and makes timely recommendations
for adequate funding.
SUPERINTENDENT EVALUATION FORM (Cont.)
5. The superintendent ensures that funds are spent and invested wisely and that adequate
controls and accounting are achieved.
6. The superintendent provides leadership in solving major problems and achieving maximum
utilization of resources.
COMMENTS:______________________________________________________________________________
_________________________________________________________________________________________
________________________
Rating for this Category
In the area of finances, what is the superintendent’s strongest asset?_____________________________________
_________________________________________________________________________________________
What specific area could be most improved?_______________________________________________________
_________________________________________________________________________________________
COMMENTS:______________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
Signed: ___________________________
President of the Board
___________________________
Superintendent
Date: