1000 Series


1000—LEGAL STATUS AND OPERATION

The board of directors of the Raymond School District is the corporate entity established by the state of Washington to plan and direct all aspects of the district’s operations to ensure quality in the content of the district’s educational program and provide students with an opportunity to achieve those skills recognized as requisite to learning.

The policies of the board define the organization of the board and its manner of conducting official business. The board’s operating policies are those that the board adopts from time to time to facilitate the performance of its responsibilities.

Organization

The corporate name of this school district is Raymond School District No. 116, Pacific County, state of Washington. The district is classified as a second class district and is operated in accordance with the laws and regulations pertaining to second class districts.>

In order to achieve its primary goal of providing each child with the necessary skills and attitudes, commensurate with his/her ability, to become effective citizens, the board will exercise the full authority granted to it by the laws of the state. Its legal powers, duties and responsibilities are derived from state statute and regulation. Sources such as the school code (Title 28A RCW), attorney general’s opinions, regulations of the State Board of Education (Title 180 WAC), and the State Superintendent of Public Instruction (Title 392 WAC) delineate the legal powers, duties, and responsibilities of the board.

Number of Members and Terms of Office

The board will consist of five members, elected by ballot by the registered voters of the district. Except as otherwise provided by law, board members will hold office for terms of four years and until their successors are elected and qualified. Terms of board members will be staggered as provided by law.

Newly-elected directors will take office at the first official meeting of the board of directors after the election results have been certified by the county auditor. Prior to beginning their term, directors will take and subscribe to an oath of office.

Cross References:
Model Policy 1111 Oath of office

Legal References:
RCW 28A.150.230 Basic Education Act — District school directors’ responsibilities
RCW 28A 300.065 Classification and numbering system of school districts
RCW 28A.315.035 Organization of school districts
RCW 28A.320.010 Corporate powers
RCW 28A.320.020 Liability for debts and judgments
RCW 28A.320.040 Directors — Bylaws for board and school government
RCW 28A.343.300 Director —Terms — Numbers
RCW 28A.343.320 Directors — Declarations of candidacy — Positions as separate offices
RCW 28A.343.330 Directors — Ballots — Form
RCW 28A.343.360 Directors — Oath of Office
RCW 29A.20.030 Local officers, beginning of terms — Organization of district boards of directors
RCW 29A.20.040 Local elected officials, commencement of term of office — Purpose

Adoption Date: 9/22/05
Raymond School District #116
Technical Fix: 01/07/2013


1005—KEY FUNCTIONS OF THE BOARD

Acting on behalf of the people of each community, the school board will fulfill the following functions:

Responsible Governance:

The board, with participation by the community, will envision the future of the school district’s educational program and formulate goals, define outcomes and set the course for the school district. This will be done within the context of racial, ethnic and religious diversity and with a commitment to education excellence and equity for all students.

Creating Conditions for Student and Staff Success:

To achieve the vision, the board will establish a structure which reflects local circumstances and creates an environment designed to ensure all students the opportunity to attain their maximum potential through a sound organizational framework. This includes employing a superintendent, developing and approving policies, formulating budgets, setting high instructional and learning goals for staff and students, and nurturing a climate conducive to continuous improvement.

High Expectations for Student Learning

The board will continuously articulate the belief that all students can learn and that each student’s learning can improve regardless of existing circumstances or resources. The board will act as leaders of a vision of shared learning that is supported by individual schools and the community.

Accountability for Student Learning:

The board’s accountability for student learning will include adopting a system of continuous assessment of all conditions affecting education, including assessments for measuring staff and student progress towards goals. The public will be kept informed about programs and progress. Staff and board training will be provided to ensure continuous improvement of student achievement.

Community Engagement

The board will serve as education’s key advocate on behalf of students and their schools. The board will work to advance the community’s vision for its schools, pursue the district’s goals, encourage progress and energize systemic change and ensure that students are treated as whole persons in a diversified society.

Cross References: Board Policy
0100 Commitment to Strategic Planning
0300 Planning Process
0700 Strategic Plan Evaluation
310 Policy Adoption, Manuals and Administrative Procedures
1810 Annual Governance Goals and Objectives
1820 Board Self-Assessment

Management Resource:

Washington School Board Standards (Adopted June 27, 2009)
Policy News, February 2012 Model Policies Aligned with Washington School Board Standards

Adoption Date: April 26, 2012
Raymond School District #116


1105—Electoral System

It is the responsibility of the board of directors to establish the electoral system used for electing board members.

Authority under RCW 28A.343.040

The board of directors, with the assistance of the administration, the educational service district, the state redistricting commission, and consultants (e.g., attorneys, demographic experts, etc.) as appropriate, will prepare for the division or redivision of the district into director districts no later than eight months after any of the following:

A. Receipt of federal decennial census data from the redistricting commission;

B. Consolidation of the district with one or more other districts into one district;

C. Transfer of territory to or from the district or dissolution and annexation of the district; or

D. Approval by a majority of the district’s registered voters of a proposition to divide the district into director districts pursuant to RCW 28A.343.030.

The districting or redistricting plan shall be adopted according to the procedure established under RCW 29A.76.010.

Authority under Washington Voting Rights Act

The district will ensure that its voting system does not impair the ability of a protected class or classes, as defined by the Washington Voting Rights Act, to have an equal opportunity to elect candidates of their choice as a result of the dilution or abridgment of the rights of voters who are members of a protected class or classes.

To remedy a potential violation of the Washington Voting Rights Act, the district may change its electoral system, which may include, but is not limited to, implementing director districts.

Legal References: RCW 28A.343.030 Certain school districts — Election to authorize division in school districts not already divided into directors’ districts
RCW 28A.343.040 Division or redivision of district into director districts
RCW 28A.343.050 Dissolution of directors’ districts
RCW 28A.315.195 Transfer of territory by petition — Requirements — Rules
RCW 28A.315.199 Transfer of territory or dissolution of financially insolvent school district by petition – Notification to affected districts – Mediation – Request for hearing – Notification to regional committee – Costs
RCW 28A.315.205 Transfer of territory or dissolution by petition – Regional committee responsibilities – Rules – Appeals
RCW 28A.315.215 Transfer of territory or annexation of financially insolvent district by agreement or order – Approval – Order – Previously approved and imposed excess tax levies
RCW 29A.76.010 Counties, municipal corporations, and special purpose districts
Chapter 44.05 RCW Washington State Redistricting Act
Laws of 2018, ch. 113, § 104 Washington Voting Rights Act

Management Resources:
2018 – May Issue
2015 – December Issue
2011 – June Issue
Policy News, August 2008 Restructuring First Class Director Districts
Washington State Redistricting Commission – http://www.redistricting.wa.gov/

Adoption Date: 07/26/18
Raymond School District #116


1105P—Electoral System

Division or Re-division of District into Director Districts under 28A.343.040

If the district decides to create director districts or re-divide director districts under RCW 28A.343.040, the district will develop a plan consistent with the following criteria:

A. Each director district will be as nearly equal in population as possible;

B. Each director district will be as compact as possible and consist of geographically contiguous area;

C. Population data will not be used for purposes of favoring or disfavoring any racial group or political party; and

D. Each director district will, to the extent feasible and if not inconsistent with the basic enabling legislation for the district, coincide with existing recognized natural boundaries and will, to the extent possible, preserve existing communities of related and mutual interest.

During the adoption of its plan, the district shall ensure that full and reasonable public notice of its actions is provided. The district will publish a draft plan and hold a meeting, including notice, and comment, within ten days of publishing the draft plan and at least one week before adopting the plan. The district will amend the draft plan as necessary after receiving public comments and resubmit any amended plan for additional written public comment at least one week before adopting the plan.

Any registered voter residing in an area affected by the redistricting plan may request review of the adopted local plan by the superior court of the county in which he or she resides, within fifteen days of the plan’s adoption. Any request for review must specify the reason or reasons alleged why the local plan is not consistent with the applicable redistricting criteria. The district may be joined as respondent. The superior court shall thereupon review the challenged plan for compliance with the applicable redistricting criteria.

Changing the Electoral System under the Washington Voting Rights Act

If the district changes its electoral system to remedy a potential violation of the Washington Voting Rights Act by implementing director districts, then the district will develop a plan consistent with the following criteria:

A. Each director district will be as nearly equal in population as possible;

B. Each director district will be as compact as possible and consist of geographically contiguous area;

C. Each director district will, to the extent feasible and if not inconsistent with the basic enabling legislation for the district, coincide with existing recognized natural boundaries and will, to the extent possible, preserve existing communities of related and mutual interest; and

D. Director-district boundaries will not be drawn or maintained in a manner that creates or perpetuates the dilution of the votes of the members of a protected class or classes.

Before adopting its plan, the district will provide public notice to its residents about its proposed remedy. If a significant segment of its residents have limited English proficiency and speak a language other than English, then the district will provide accurate written and verbal notice of the proposed remedy in languages that diverse residents of the district can understand and air radio or television public service announcements describing the proposed remedy in the languages that diverse residents of the district can understand. The district will also hold at least one public hearing at least one week before the district’s plan is adopted.

Dissolution of Director Districts

Upon receipt by the educational service district superintendent of a resolution adopted by the board or a written petition from a first-class or second-class school district signed by at least twenty percent of the registered voters of the district previously divided into director districts, which resolution or petition shall request dissolution of the existing director districts and reapportionment of the district into no fewer than three director districts and with no more than two directors at large, the superintendent, after formation of the question to be submitted to the voters, shall give notice thereof to the county auditor who shall call and hold a special election of the voters of the entire district to approve or reject such proposal, such election to be called, conducted and the returns canvassed as in regular district elections.

If approval of a majority of those registered voters voting in said election is acquired, at the expiration of terms of the incumbent directors of the district their successors shall be elected in the manner approved.

Adoption Date: 07/26/18
Raymond School District #116


1110—ELECTION

Board elections shall be held on the Tuesday following the first Monday in November of odd-numbered years.

A person is legally qualified to become a board member who is a United States citizen and a qualified voter resident in the school district and appropriate director district, if any.

A person may become a candidate for a place on the board by filing a declaration of candidacy with the county auditor during the May filing period as prescribed by law. If the school district includes territory in two or more counties, the declaration of candidacy shall be filed with the county auditor of the county designated by the Superintendent of Public Instruction as the county to which the district belongs, pursuant to RCW 28A.323.040.

In the event that there are more than two candidates for any position on the board, a primary election shall be held on the first Tuesday of August in the manner prescribed by law. The two candidates receiving the greatest number of votes will appear on the election ballot in November.

If, prior to the first day of the regular filing period, a vacancy occurs in a school director position that is not scheduled to appear on the general election ballot, leaving an unexpired term for which a successor must be elected at the next general election, filings for that position will be accepted during the regular filing period. The filing officer will provide notice of the vacancy and filing period to newspapers, radio, and television in the county, and online. The position will appear on the primary and general election ballots unless no primary is required.

If, on the first day of the regular filing period or later, a vacancy occurs in a school director position that is not scheduled to appear on the general election ballot leaving an unexpired term, the election of the successor will occur at the next succeeding general election that the office is allowed by law to have an election.

If following the regular filing period and deadline to withdraw, but prior to the day for the primary, a void in candidacy occurs, the filing officer will reopen the filing period of three normal business days. The filing officer will provide notice of the special filing period to newspapers, radio, and television in the county, and online. The candidate receiving a plurality of the votes cast for that school director in the general election is deemed elected.

Cross Reference:
Board Policy 1115 Vacancies
1610 Conflicts of Interest

Legal References:
RCW 28A.323.040 Joint school districts — Designation of county to which joint school district belongs
RCW 28A.343.300 Directors — Terms — Numbers
RCW 28A.343.320 Directors — Declarations of candidacy —

Positions as separate offices
RCW 28A.343.330 Directors — Ballots — Form
RCW 28A.343.340 Directors — When elected — Eligibility
RCW 29A.04.151 Residence
RCW 29A.24.141 Void in candidacy—exception
RCW 29A.24.151 Notice of void in candidacy
RCW 29A.24.181 Reopening of filing —before eleventh Tuesday
RCW 29A.24.191 Scheduled election lapses, when
RCW 29A.52.210 Local primaries
RCW 42.12.010 Causes of vacancy<

Management Resources:
Policy News, August 2011 Legislature clarifies law on vacancies and voids in candidacy, primary election date changes
Policy News, October 2006 Changes in Election Law

Adoption Date: 11/22/11
Raymond School District #116


1110P—CANDIDATE ORIENTATION

Candidates for appointment or election to the board are urged to attend public meetings of the board. All public information about the school system will be made available to them.

Additionally, the board directs the superintendent to cooperate impartially with all candidates in providing them with information about school governance, board operations and school programs. Information to board candidates may include:

A. Notifying the candidate of open meetings of the board, and providing an agenda;
B. Meeting with the candidate to provide background information on the school system and board service and/or arranging such other candidate orientation sessions as the candidate may reasonably request;
C. Providing each candidate with access to publications of the district, materials from the Washington State School Directors’ Association, the official minutes of board meetings and the district policy manual;
D. Reviewing the district budget and related fiscal documents; and
E. Providing each candidate with information regarding the Public Disclosure Act, Open Public Meetings Act and conflict of interest laws.


1111—OATH OF OFFICE

According to statutory provision, each newly elected, re-elected, or appointed director will take an oath or affirmation to support the constitutions of the United States and the state of Washington and to promote the interests of education and to faithfully discharge the duties of his/her office to the best of his/her ability. A school district officer or notary public authorized to administer oaths must certify to this oath and the signature of the member. After completion, the oath of office will be filed with the county auditor.

Legal References: RCW 28A.343.360 Oath of office

Adoption Date: 4/26/18
Raymond School District #116


1112—DIRECTOR ORIENTATION

The board will help newly-elected or appointed directors to understand the policies and procedures of the board. To facilitate this process, new directors will be provided with:

  • WSSDA publications (e.g., Evaluation of School Personnel, Parliamentary Procedure)
  • Goals for the school district and strategic plan, if developed
  • Board policies and administrative procedures
  • Student rights, responsibilities and conduct
  • District staff handbook
  • Student and staff handbooks from individual schools
  • Collective bargaining agreements
  • School budget
  • Financial status reports (most recent copies)
  • Board minutes (past year)
  • Test results
  • Staff member job descriptions
  • Achievement

The superintendent will assist each new director in the review of these materials and will review the role and function of the various administrators employed by the district. The superintendent will also clarify, as per district policy, how to (1) arrange for visits of school or administrative offices, (2) request information regarding school operations, (3) respond to a complaint concerning staff or program, and (4) handle confidential information.

Directors will be encouraged to attend meetings, workshops and conferences to increase their knowledge and competencies.

Adoption Date: 8/26/97
Raymond School District #116


1113—BOARD MEMBER RESIDENCY

A school director must remain a resident of the school district to be eligible to continue to serve as a school board member. If a director’s residence changes to a place outside the district, the director must resign and his/her eligibility to serve ends with the change of residence.

If a director is required to live within a specific director area of the district in order to be elected or appointed to the school board, and the director’s residence changes to a place outside the director area, but within the district, the director may continue to serve on the school board until the next regular school district election (the fall of odd numbered years), at which time an election will be held to fill the board position for the director area the director no longer resides in. If the change of residence occurs after the filing period for the regular school district election, but before the election, and the director is in the first two years of his/her term, he/she may continue to serve from a residence outside the director area, but within the district, until the end of the term he/she was elected to.

If a director’s director area boundaries are redrawn during his/her term of office, the director may serve out the term he/she was elected to.

Cross References:
Board Policy 1105 Director District Boundaries
Board Policy 1110 Elections
Board Policy 1114 Board Member Resignation
Board Policy 1115 Vacancies

Legal References:
RCW 28A.343.340 Directors — When elected — Eligibility
RCW 28A.343.350 Residency
RCW 29A.04.151 Residence
RCW 29A.76.010 Redistricting by counties, municipal corporations, and special purpose districts
RCW 42.12.010 Causes of Vacancy
AGO 1975 No. 8 Vacancy upon voluntary change of residence out of director district (note modification by 1999 amendment codified as RCW 28A.343.350)

Adoption Date: 9/22/05
Raymond School District #116


1114—BOARD MEMBER RESIGNATION AND VACANCY

Resignation

Upon receipt of a director’s written resignation, the board will acknowledge and announce the resignation at its next regularly scheduled meeting. The resignation will be effective immediately unless otherwise stated. If a future date is stated, the resignation may be withdrawn any time prior to the effective date.

Board members who have resigned may not vote on the selection of their replacement.

Vacancy

In case of a board vacancy, the remaining board members will fill such vacancy by appointment. The board will receive applications from any qualified persons seeking to fill the position after suitable public notice. Interviews of candidates for vacant positions will take place in a meeting open to the public. The board will appoint one of the candidates to serve until the next regularly scheduled board election, at which time a director will be elected for the unexpired term, if any.

The appointment will be approved, by roll call vote, by not less than three members of the board. If there exists fewer than three members, the educational service district board members will appoint a sufficient number to constitute a legal majority of the board. Should the board fail to fill a vacancy within ninety (90) days from the creation of such vacancy, the educational service district board members shall fill such vacancy. Appointees shall be United States citizens and qualified voter residents of the school district and appropriate director district, if any.

Cross References:
Board Policy 1450 Absence of Board Member

Legal References:
RCW 28A.310.030 ESD Board — Membership — Board member district boundaries
RCW 28A.343.370 Directors — Vacancies
RCW 28A.330.020 Certain board elections, manner and vote required — Selection of personnel, manner
RCW 29A.04.151 Residence
RCW 42.30.110(h) Executive sessions — Board member interviews in open public session

Management Resources:
Policy News, October 2011 Policy Manual Revisions
Policy News, June 2009 Board Member Resignations

Adoption Date: 12/12/11
Raymond School District #116


1114P—BOARD MEMBER RESIGNATION AND VACANCY

When a vacancy occurs on the board, it is in the best interest of the district to encourage as many able citizens as possible to consider becoming a school director. To that end the following procedures will be used to identify and appoint citizens to fill board vacancies:

A. Announcement of the vacancy and the procedure for filling it will be made in the general news media as well as general district publications;

B. All citizens will be invited to nominate candidates for the position provided that the nominees will be registered voters who reside in the director district in which the vacancy occurs;

C. The board secretary will notify all nominees by sending them a summary of director responsibilities and requesting from them a biographical sketch as well as a statement about their interest in being a board member. Upon their request, the board secretary will provide nominees with orientation information;

D. The board will screen the nominees;

  1. If there are more than five, it will select for interviews the five whose prior experience and expressed interest suggest that they will be most able to contribute breadth of view to the board’s deliberations as well as effectively represent a large segment of the community.
  2. Possible topics to discuss during the interview are:

a. Review the WSSDA Board Standards with the group of board nominees.
b. Give a brief biographical sketch of self: training, interests, experience on policy boards, community and/or school activities, etc.
c. Describe the major strengths of the district.
d.  Describe the major shortcomings of the district.
e. Describe how your experience, training and interest can contribute to the improvement of the district.
f. Identify any commitments which might prevent you from attending regularly scheduled meetings, participation in workshops, reviewing study materials, etc.
g. Allow the nominee an opportunity to ask any questions.

E. The board will appoint the nominee who in the judgment of at least three members of the board is most likely to contribute to the growth and development of the district’s educational programs and operations; and

F. The board secretary will prepare for the signatures of all board members a letter thanking all nominees for the position and commending them for their interest in the district.

Adoption Date: 02/23/12
Raymond School District #116


1115—VACANCIES

In case of a board vacancy, the remaining board members shall fill such vacancy by appointment. The board will receive applications from any qualified persons seeking to fill the position after suitable public notice. The board will appoint one of the candidates to serve until the next regularly scheduled board election, at which time a director shall be elected for the unexpired term, if any.

The appointment shall be approved, by roll call vote, by not less than three members of the board. If there exists fewer than three members, the educational service district board members shall appoint a sufficient number to constitute a legal majority of the board. Should the board fail to fill a vacancy within ninety (90) days from the creation of such vacancy, the educational service district board members shall fill such vacancy. Appointees shall be United States citizens and qualified voters resident in the school district and appropriate director district, if any.

Cross Reference:
Board Policy 1114 Board Member Resignation
Board Policy 1450 Absence of Board Member

Legal References:
RCW 28A.310.030 ESD Board
RCW 28A.315.530 Directors–Filling vacancies
RCW 28A.330.020 Certain board elections, manner and vote required
RCW 42.30.110 Board member interviews in open public session

Adoption Date: 10/15/00
Raymond School District #116


1115P—VACANCIES

When a vacancy occurs on the board, it is in the best interest of the district to encourage as many able citizens as possible to consider becoming a school director. To that end the following procedures shall be used to identify and appoint citizens to fill board vacancies:

A. Announcement of the vacancy and the procedure for filling it shall be made in the general news media as well as general district publications to patrons.

B. All citizens shall be invited to nominate candidates for the position provided that the nominees shall be registered voters who reside in the director district in which the vacancy occurs.

C. The board secretary shall notify all nominees by sending them a summary of director responsibilities and soliciting from them a biographical sketch as well as a statement about their interest in being a board member. Upon their request, the board secretary shall provide nominees with orientation information.

D. The board shall screen the nominees.

  1. If there are more than five, it shall select for interviews the five whose prior experience and expressed interest suggest that they will be most able to contribute breadth of view to the board’s deliberations as well as effectively represent a large segment of the community.
  2. Possible topics to discuss during the interview are:
    a. Review the WSSDA Code of Governance with the group of board nominees.
    b. Give a brief biographical sketch of self: training, interests, experience on policy boards, community and/or school activities, etc.
    c. Describe the major strengths of the district.
    d. Describe the major shortcomings of the district.
    e. Describe how your experience, training and interest can contribute to the improvement of the district.
    f. Identify any commitments which might prevent you from attending regularly scheduled meetings, participation in workshops, reviewing study materials, etc.
    g. Allow the nominee an opportunity to ask any questions.

E. The board shall appoint the nominee who in the judgment of at least three members of the board is most likely to contribute to the growth and development of the district’s educational programs and operations.

F. The board secretary shall prepare for the signatures of all board members a letter thanking all nominees for the position and commending them for their interest in the district.


1210—ANNUAL ORGANIZATIONAL MEETING,
 ELECTION OF OFFICERS

At the first regular meeting at which newly-elected board members are seated in election years and at the first regular meeting in December in non-election years, the board shall elect from among its members a chair, vice president and a legislative representative to serve one-year terms. A newly appointed board member will not be eligible to serve as an officer unless a majority of the board has been appointed.

If a board member is unable to continue to serve as an officer, a replacement shall be elected immediately. In the absence of both the chair and the vice president, the board shall elect a president pro tempore who shall perform the functions of the chair during the latter’s absence.

The superintendent shall act as board secretary. In order to provide a record of the proceedings of each meeting of the board, the superintendent shall appoint a recording secretary of the board.

The normal order of business shall be modified for the annual organizational meeting by considering the following matters after the approval of the minutes of the previous meeting:

A. Welcome and introduction of newly elected board members by the chair.

B. Call for nominations for chair to serve during the ensuing year.

C. Election of a chair (roll call vote).

D. Assumption of office by the new chair.

E. Call for nominations for vice chair to serve during the ensuing year.

F. Election of a vice chair (roll call vote).

Policies shall continue from year to year and board to board until and unless the board changes them.

Legal References:
RCW 28A.330.010 Board president, vice-president or president pro tempore — Secretary
RCW 28A.330.020 Certain board elections, manner and vote required — Selection of personnel, manner
RCW 28A.330.050 Duties of superintendent as secretary of the board
RCW 28A.400.030 Superintendent Duties
RCW 29A.20.040 Local elected officials, commencement of term of office — Purpose

Adoption Date: April 28, 2011
Raymond School District #116


1220—BOARD OFFICERS AND DUTIES OF BOARD MEMBERS

Chair

The chair shall preside at all meetings of the board and sign all papers and documents as required by law or as authorized by action of the board. The chair shall conduct the meetings in the manner prescribed by the board’s policies, provided that the chair shall have the full right to participate in all aspects of board action without relinquishing the chair, including the right to vote on all matters put to a vote.

It shall be the responsibility of the board chair to manage the board’s deliberation so that it shall be clear, concise, and directed to the issue at hand; summarize discussion and/or action before moving on to the next agenda item; and to generally manage the meeting so that the agenda is treated in an expeditious manner.

The chair shall be the official recipient of correspondence directed to the board and shall provide, or cause to be provided to other board members and the superintendent, copies of the correspondence received on behalf of the board.

The chair is authorized to consult with the superintendent on issues prior to presentation to the full board and perform tasks to facilitate board meetings.

In dealing with the media and the public in general, the chair or his/her designee will serve as the spokesperson of the board. The chair is authorized to report and discuss those actions which have been taken and those decisions made by the board as a body. The chair shall avoid speculating upon actions or decisions which the board may take but has not yet taken.

The chair shall confer with the superintendent regarding board meeting, study session and board retreat planning.

Officers of the Board: Vice Chair

The vice chair shall preside at board meetings in the absence of the chair and shall perform all of the duties of the Chairman in case of his/her absence or disability.

Legislative Representative

A legislative representative shall serve as the board’s liaison with the Washington State School Directors’ Association Legislative Assembly. The legislative representative shall assume office January 1st in an even year for a two-year period. The legislative representative shall attend Washington State School Directors’ Association Assemblies, conveying local views and concerns to that body and participating in the formulation of state legislative programs. The legislative representative shall monitor proposed school legislation and inform the board of the issues.

Duties of Individual Board Members

The authority of individual board members is limited to participating in actions taken by the board as a whole when legally in session. Board members shall not assume responsibilities of administrators or other staff members. The board or staff shall not be bound in any way by any action taken or statement made by any individual board member except when such statement or action is pursuant to specific instructions and official action taken by the board.

Each board member shall review the agenda and any study materials distributed prior to the meeting and be prepared to participate in the discussion and decision-making for each agenda item.

Each member is obligated to attend board meetings regularly. Whenever possible, each director shall give advance notice to the president or superintendent of his/her inability to attend a board meeting. A majority of the board may excuse a director’s absence from a meeting if requested to do so. The board may declare a board member’s position vacant after four consecutive unexcused absences from regular board meetings.

Legal References:
RCW 28A.343.390 Directors — Quorum — Failure to attend meetings
RCW 28A.320 Provisions applicable to all districts
RCW 28A.330.100 Additional powers of the board
RCW 28A.330.030 Duties of president
RCW 28A.330.080 Payment of Claims — Signing of warrants
RCW 28A.330.200 Organization of the board — Assumption of superintendent’s duties by board member, when
RCW 28A.330.040 Duties of vice-president

Adoption Date: 2/21/08
Raymond School District #116


1230—SECRETARY

The superintendent as board secretary shall be responsible for:

A. Maintaining an accurate and complete record of all board proceedings;
B. Taking charge of the board’s books and documents;
C. Drawing and signing all warrants authorized by the board;
D. Sending out notices of meetings and other relevant communications to board members and the public;
E. Preparing agendas and supplementary documents as authorized by the board;
F. Submitting required reports to the educational service district and to state and national agencies;
G. Authorizing the investment of district surplus funds by the county treasurer; and
H. Carrying out other duties as directed by the board and required by law.

Legal Reference:
RCW 28A.400.030 Superintendent’s duties

Adoption Date: 8/26/97
Raymond School District #116


1240—COMMITTEES

Committees of the board may be created by a majority of the board. No more than two board members will serve on any board appointed committee. The board chair will appoint board members to serve on such committees, the purpose and terms of which will be determined by a majority vote of the board.

Cross Reference:
Board Policy 4110 Citizen’s Advisory Committees

Legal Reference:
RCW 28A.320.040 Directors — Bylaws for board and school government

Adoption Date: 02/23/12
Raymond School District #116


1250—STUDENTS ON GOVERNING BOARDS

The Raymond Board of Directors recognizes the value of communicating with students and receiving their input and perspectives. To foster this relationship with students, the board will annually seat a student representative as advisory non-voting members of the board.

Student representatives on the board are expected to attend all meetings. The student members will contribute to board discussion by providing student insight and perspective, serve as a liaison for the associated student body and report to students about the work of the board and district activities. Student representatives will not attend executive sessions, make motions or hold board offices.

Adoption Date: 08/23/11
Raymond School District #116


1250P—STUDENTS ON GOVERNING BOARDS

Term of Office

A student representative will be selected by the RHS Associated Student Body in the spring of the year to serve on the board for the following year. The student representative will serve a one-year term beginning in July and concluding in June. After the student representative is selected he/she will receive an orientation session provided by the superintendent (or designee) and a member of the board of directors.

Qualifications

The student must be entering his/her junior or senior year at the time of selection and in good academic standing, and maintain good academic standing throughout his or her term. Selected students should also have a history of leadership and involvement in extra-curricular and civic activities.

Responsibilities

Student representatives will obey all the rules and regulations pertaining to board members. Student representatives will receive copies of all regular meeting agendas, minutes and other relevant information, excluding executive session materials.

The board may remove a student representative during the term if he/she becomes ineligible or fails to fulfill their responsibilities. In the event a vacancy arises prior to the expiration of the term, an alternate from the same school will be appointed by the school to fill the vacancy.

Adoption Date: 08/23/11
Raymond School District #116


1310—POLICY ADOPTION, MANUALS AND ADMINISTRATIVE PROCEDURES

Policy Adoption

Proposed new policies and proposed changes in existing policies will be presented in writing for reading and discussion. Unless it is deemed by the board that immediate action would be in the best interests of the district, the final vote for adoption will take place not earlier than the next succeeding regular or special board meeting. Any written statement by any person relative to a proposed policy or amendment should be directed to the board secretary prior to the second reading. The board may invite oral statements from staff members or community members as an order of business.

When the board of directors is considering a district policy or amendment to policy that is not expressly or by implication authorized by state or federal law, but which will promote the education of kindergarten through twelfth grade students in public schools or will promote the effective, efficient or safe management and operation of the district, the proposed policy will be described in any notice of the meetings at which the policy will be considered, if the notice is issued pursuant to the Open Public Meetings Act, Ch. 42.30 RCW. The board of directors will provide an opportunity for public written and oral comment on such policies before adoption or amendment.

In the event that immediate action on a proposed policy is necessary, the motion for its adoption will provide that immediate adoption is in the best interest of the district. No further action is required. All new or amended policies will become effective upon adoption, unless a specific effective date is provided in the motion for adoption.

Policies as adopted or amended will be made a part of the minutes of the meeting at which action was taken and will also be included in the district’s policy manual.

Non-substantive editorial revisions and changes in administrative, legal and/or cross references need not be approved by the board.

Policy Manuals

The superintendent will develop and maintain a current policy manual which contains the policies of the district.

The manual is intended as both a tool for district management as well as a source of information to community members, staff and others about how the district operates. To that end, each administrator will have ready access to the manual. In addition, a manual will be available as the superintendent may determine for the use of staff, students and community members.

All policy manuals distributed to anyone will remain the property of the district. They will be subject to recall at any time.

Administrative Procedures

The superintendent will develop such administrative procedures as are necessary to ensure consistent implementation of policies adopted by the board.

When a written procedure is developed, the superintendent will submit it to the board as an information item. Such procedures need not be approved by the board, though the board may request a revision when it appears that they are not consistent with the board’s intentions as expressed in its policies. Procedures need not be reviewed by the board prior to their issuance; however, on controversial topics, the superintendent may request prior board consultation.

Legal References:
RCW 28A.320.010 Corporate powers
RCW 28A.320.040 Directors — By laws for board and school government
RCW 42.30.060 Ordinances, rules, resolutions, regulations, etc., adopted at public meetings — Notice— Secret voting prohibited

Adoption Date: 02/23/12
Raymond School District #116


1320—SUSPENSION OF A POLICY

A policy of the board shall be subject to suspension by a majority vote of the members present, provided all board members have received notice of the meeting and the notice included a proposal to suspend the policy and an explanation of the purpose. If such proposal is not made in writing in advance of the meeting, a policy may be suspended only by a unanimous vote of all board members present.

Legal References:
RCW 28A.320.010 Corporate powers
RCW 28A.320.040 Directors–Bylaws

Adoption Date: 8/26/97
Raymond School District #116


1330—ADMINISTRATION IN THE ABSENCE OF POLICY OR PROCEDURE

The superintendent and other staff to whom administrative or supervisory authority has been delegated shall be authorized to use their best judgment in the absence of a specific policy or procedure, provided that such action shall not be in conflict with the general aims and objectives of the district or with any local, state or national ordinances, statutes, regulations or directives. In the event there is doubt as to the appropriate course of action or if it is apparent that the consequences could be serious, the staff member is expected to contact the superintendent or other administrator who could provide appropriate assistance.

Whenever action in the absence of specific policy has been taken by a staff member which creates a potential for controversy or a potential for the incurring of district financial obligation or where the situation is likely to recur frequently, then such action shall be brought to the attention of the board at its next regular meeting. In situations where a reasonable person could determine that the above actions taken by a staff member should be brought to the immediate attention of the board, the superintendent shall be notified and he/she shall immediately consult with the board president/chairman as to the advisability of calling a special board meeting to review the staff member’s action.

Adoption Date: 8/26/97
Raymond School District #116



1400—MEETING CONDUCT, ORDER OF BUSINESS AND QUORUM

The board will schedule its meetings in compliance with the law, and as deemed by the board to be in the best interests of the district and community. The board will function through (1) regular meetings, (2) special meetings, and (3) emergency meetings.

Regular Meetings
Regular meetings are held at 6:00 p.m. on the fourth Thursday of each month in the RHS Flex Center or at other times and places as determined by the presiding officer or by majority vote of the board. An agenda of the business the board will transact must be posted on the district website not less than twenty-four (24) hours in advance of the published start time of the meeting, unless the district does not have a website or employs fewer than ten full-time equivalent employees.

If the board will hold regular meetings at places other than the RHS Flex Center, or if the board adjourns to times other than a regular meeting time, the board will provide notice of the meeting in the same manner as provided for special meetings. All regular meetings of the board will be held within the district boundaries.

Special Meetings
Special meetings may be called by the chair/president or at the request of a majority of the board members. A written notice of a special meeting, stating the time and place of the special meeting and the business to be transacted will be delivered to each board member. Written notice will also be delivered to each newspaper and radio or television station that has filed a written request for such notices. Written notice may be delivered personally, by mail, facsimile, or electronic mail. The notice must be posted on the district’s website unless the district 1) does not have a website, 2) employs fewer than ten full-time equivalent employees; or 3) does not have an employee whose job description or employment contract provides a duty to maintain or update the website.

The district must also prominently display the notice at the main entrance of the district’s headquarters as well as at the location of the meeting if the meeting is held at a location other than the headquarters.

All required notices must be delivered or posted not less than twenty-four (24) hours prior to the meeting.

A board member waives the written notice requirement if he or she:

1. Submits a written waiver of notice to the board secretary at or prior to the time the meeting convenes. The waiver may be given by telegram, fax, or electronic mail; or

2. Is actually present at the time the meeting convenes.

The board will not take final disposition on any matter other than those items stated in the meeting notice.

Emergency Meetings
In the event of an emergency involving fire, flood, earthquake, possible personal injury, or property damage, the board may meet immediately and take official action without prior notification.

Public Notice
The board will give proper public notice for any special meeting; whenever a regular meeting is adjourned to another time; or, when a regular meeting is to be held at a place other than the RHS Flex Center.

All meetings will be open to the public with the exception of executive or closed sessions authorized by law. The board will take final action resulting from executive session discussions during a meeting open to the public as required by law.

Individuals with disabilities who may need a modification to participate in a meeting should contact the superintendent’s office no later than three days before a regular meeting and as soon as possible in advance of a special meeting so that special arrangements can be made.

During the interim between meetings, the office of the superintendent, as board secretary, will be the office of the board. The district’s public records will be open for inspection in the manner provided by and subject to the limitation of the law.

Quorum and Voting
A quorum consists of the majority of all board members. For school boards with five members, three board members constitute a quorum. A quorum is required for the transaction of business, including voting. Board members are not required to be physically present to attend a board meeting. Any or all board members may attend a board meeting and vote via any communication platform that provides simultaneous aural communication with those in attendance. Additionally, any meeting held via a communication platform must: 1) include proper notice with any required passwords or authorization codes; 2) be known and accessible to the public; and 3) accommodate any member of the public who wishes to participate.

The board will take no action by secret ballot at any meeting required to be open to the public. Generally, the board votes on motions and resolutions by “voice” vote, unless a board member requests to vote by oral roll call, in which case the board will do so. A motion passes when a majority of those board members present and voting vote in favor. However, a majority vote of all board members is required to elect or select a superintendent or board officer and the board must vote on these matters by an oral roll call. The board will vote by an oral roll call whenever required by law.

Meeting Conduct and Order of Business
The board will conduct all board meetings in a civil, orderly, and business-like manner. The board uses Roberts Rules of Order (Revised) as a guide, except when board bylaws or policies supersede such rules. During board meetings, board members will refrain from communicating electronically (e.g., by e-mail, text, social media) with their fellow board members.

The board will use the agenda to establish its regular order of business. However, either the superintendent or a board member may request additions or changes to the prepared agenda, and the board may adopt a revised agenda or order of business by a majority vote of the board members present. At a special meeting, the board may take final action only on that business contained in the notice of the special meeting.

Public Attendance and Comment
Any member of the public may attend board meetings, including individuals who do not live within district boundaries. The board will not require people to sign in, complete questionnaires, or establish other conditions for attendance.

The board recognizes the value of public comment on educational issues and the importance of involving members of the public in its meetings. In order to permit fair and orderly expression of public comment, the board will provide a period at the beginning of the meeting during which visitors may address the board on any topic within the scope of the board’s responsibility. The board may structure the public comment period, including determining the total time allotted for public comment and equally apportioning the minutes for each speaker. The board is not obligated to provide additional public comment time to accommodate everyone in attendance who wishes to speak. Any structure the board imposes will be content neutral.

The board may require those who wish to speak (but not all attendees) to sign in so that the board has a tally of individuals who wish to speak and can call them forward. When called forward, individuals will identifying themselves and proceed to make comments within the time limits established by the board.
The board is not obligated to respond to questions or challenges made during the public comment period and the board’s silence will not signal agreement or endorsement of the speaker’s remarks. The board may control the time, place, and manner of public comment. The chair/president may terminate an individual’s statement when the allotted time has passed and may interrupt a speaker to require the same standard of civility that the board imposes on itself. Examples of uncivil comments include comments that:
• Are libelous or slanderous;
• Are an unwarranted invasion of privacy;
• Are obscene or indecent pursuant to the Federal Communications Act or any rule or regulation of the Federal Communications Commission;
• Violate school district policy or procedure related to harassment, intimidation, bullying, or discrimination;
• Incite an unlawful act on school premises or violate a lawful school regulation; or
• Create a material and substantial disruption of the orderly operation of the board meeting

The board as a whole has the final decision in determining the appropriateness of all such rulings and can maintain order by removing those who are disruptive. However, the board recognizes the distinction between uncivil discourse, which it will not tolerate, and comments about the board, district, and / or staff that are negative yet still civil in nature, and will exercise its authority to maintain order in a content neutral manner.

In addition to the public comment period at the beginning of the meeting, the board will identify the agenda items that require or would benefit from opportunity for public comment and provide those opportunities as part of the meeting agenda before taking final action. Individuals or groups who wish to present to the board on an agenda item are encouraged to request and schedule such presentations in advance. Opportunity for public comment—both oral and written—is required before the board adopts or amends a policy that is not expressly or by implication authorized under state or federal law, but which will promote the education of K-12 students, or will promote the effective, efficient, or safe management and operation of the district. Additionally, the board will provide an opportunity for a representative of a firm eligible to bid on materials or services solicited by the board to present about his or her firm.

Cross References: 1420 – Proposed Agenda and Consent Agenda
1410 – Executive or Closed Sessions
1220 – Board Officers and Duties of Board Members

Legal References: RCW 28A.330.020 Certain board elections, manner and vote required – Selection of personnel, manner
RCW 28A.320.040 Bylaws for board and school government
RCW 28A.330.070 Office of board — Records available for public inspection
RCW 28A.343.370 Vacancies
RCW 28A.343.380 Meetings
RCW 28A.343.390 Quorum — Failure to attend meetings
RCW 42.30.030 Meetings declared open and public
RCW 42.30.050 Interruptions – Procedure
RCW 42.30.060 Ordinances, rules, resolutions, regulations, etc., adopted at public meetings — Notice — Secret voting prohibited
RCW 42.30.070 Times and places for meetings – Emergencies – Exception
RCW 42.30.080 Special Meetings
42 U.S.C. 12101-12213 Americans with Disabilities Act

Management Resources: 2018 – August Issue
2014 – June Issue
2013 – April Issue
2012 – June Issue
Policy News, June 2005 Special Meeting Notice Requirements

Adoption Date: 12-18-18


1400P—MEETING CONDUCT, ORDER OF BUSINESS AND QUORUM

The district must advertise all meetings, including study sessions and retreats, as meetings that are open to the public. If a board wishes to devote all or most of a special meeting to an issue(s) to be discussed in executive session (Policy 1410), the special meeting should be called to order and recessed to an executive session. The purpose of the executive session should be announced at the meeting and recorded in the minutes (e.g., real estate matters, litigation).

All regular meetings must be held within the district boundaries. Special meetings may be held outside the district with proper notice of the time and location.

Meeting Notices
All public notices of board meetings should inform persons with disabilities that they may contact the superintendent’s office, so that the district can arrange for them to participate in board meetings.
A regular meeting does not require a public notice if held at the time and place provided by board policy.
If the board does not meet at its regular location, the meeting should be treated as a special meeting with proper notice to the press stating the time, place, and purpose of the meeting.

For special meetings, a district is required to notify those newspapers and radio and television stations that have filed a request for such notification. The districts must also provide written notice and a printed or electronic copy of the agenda to each school director 24 hours prior to the meeting. Notice to a director is deemed waived if the director files a written notice of waiver with the board secretary before or at the time of the commencement of the meeting or by the director’s actual attendance at the meeting.

The district must also post notice of the meeting on the district’s website, the door of the main district offices, and the door at the location of the meeting if it is different from the district’s offices. The district does not have to post on its website if it: (1) doesn’t have one; (2) employs fewer than ten full-time equivalent employees; or (3) does not have an employee whose job description or employment contract provides a duty to maintain or update the website.

At a special meeting, the board may discuss items that were not on the original agenda, but the board cannot take final action on any topics that were not identified on the original agenda.
If the board is to discuss an item in executive session in accordance with Policy 1410, the item of business must also appear on the agenda if final action is to be taken following the executive session.

No meeting notice is required when the board is acting as a quasi-judicial body in a matter between named parties (e.g., hearing on discharge, nonrenewal or discipline of an employee, unless the employee requests a public meeting; hearing regarding suspension or expulsion of a student) or for the purpose of planning or adopting strategy or positions to be taken in collective bargaining, grievance or mediation proceedings, or reviewing such proposals made by a bargaining unit.

Meeting Recess and Continuation
The board may recess a regular, special, or recessed meeting to a specific future time. The district must post notice of such a recess and continuation at or near the door of the meeting room. Notification to the press is not required.


1410—EXECUTIVE OR CLOSED SESSIONS

Executive Sessions

Before convening in executive session, the chair/president will publicly announce the general purpose for excluding the public from the meeting place and the time when the executive session will be concluded. The executive session may be extended to a stated later time by announcement of the chair/president.

An executive session may be conducted for one or more of the following purposes:

  1. To consider, if in compliance with any required data breach disclosure under RCW 19.255.010 and 42.56.590, and with legal counsel available, information regarding the infrastructure and security of computer and telecommunications networks, security and service recovery plans, security risk assessments, and security test results to the extent that they identify specific system vulnerabilities, and other information that, if made public, may increase risk to the confidentiality, integrity, or availability of agency security or to information technology infrastructure or assets;
  2. To consider the selection of a site or the acquisition of real estate by lease or purchase when public knowledge regarding such consideration would cause a likelihood of increased price;
  3. To consider the minimum price at which real estate will be offered for sale or lease when public knowledge regarding such consideration would cause a likelihood of decreased price. However, discussion of the factors comprising the minimum value of the property, and the final action of selling or leasing public property will be taken in a meeting open to the public;
  4. To review negotiations on the performance of publicly-bid contracts when public knowledge regarding such consideration would cause a likelihood of increased costs;
  5. To receive and evaluate complaints or charges brought against a director or staff member; however, upon the request of such director or staff member, a public hearing or a meeting open to the public will be conducted on such complaint or charge;
  6. To evaluate the qualifications of an applicant for public employment or to review the performance of a staff member; however, discussion of salaries, wages, and other conditions of employment to be generally applied within the district will occur in a meeting open to the public, and when the board elects to take the final action of hiring, setting the salary of an individual staff member or class of staff members, or discharging or disciplining an employee, that action will be taken in a meeting open to the public;
  7. To evaluate the qualifications of a candidate for appointment to the board; however, any interview of such candidate and final action appointing a candidate to the board will be in a meeting open to the public; or
  8. To discuss with legal counsel representing the district matters relating to district enforcement actions, or litigation or potential litigation to which the district, the board, or a member acting in an official capacity is, or is likely to become, a party, when public knowledge regarding the discussion is likely to result in an adverse legal or financial consequence to the district.

Potential litigation means matters protected by attorney-client privilege related to litigation that has been specifically threatened; litigation that the district reasonably believes may be commenced; or the litigation or legal risks of a proposed action or current practice of the district, if public discussion is likely to result in an adverse or financial consequence to the district.

Closed Sessions/Private Meetings
The Open Public Meetings Act does not apply to certain board activities and public notice is not required prior to holding a closed session for any of the following purposes:

  1. Consideration of a quasi-judicial matter between named parties, as distinguished from a matter having a general effect on the public or a class or group; or
  2. Collective bargaining sessions with employee organizations or professional negotiations with an employee, including contract negotiations, grievance meetings, and discussions relating to the interpretation or application of a labor agreement, or that portion of a meeting in which the board is planning or adopting the strategy or position to be taken during the course of collective bargaining, professional negotiations, or grievance or mediation proceedings, or reviewing the proposals made in the negotiations or proceedings while in progress.

Legal References:
RCW 19.255.010 Disclosure, notice—Definitions—Rights, remedies.
RCW 42.30.110 Executive sessions
RCW 42.30.140 Chapter controlling—Application
RCW 42.56.590 Personal information—Notice of security breaches.

Management Resources:
2017 – July Issue
Policy News, June 2001 Legislature Addresses Executive Session

Raymond School District #116
Adoption Date: 10/26/17


1420—PROPOSED AGENDA AND CONSENT AGENDA

Proposed Agenda

The board secretary will be responsible for preparing the proposed agenda for each meeting in consultation with the board chair/president. Copies of the proposed agenda, minutes of the previous meeting and relevant supplementary information will be provided to each board member at least three (3) days in advance of the meeting and will be available to any interested citizen at the superintendent’s office twenty-four (24) hours prior to the meeting. The proposed agenda for regular and special meetings will be posted to the district website not less than twenty-four (24) hours prior to the start time of the meeting.

At a special meeting, final action may be taken only on that business contained in the original notice of the special meeting and agenda.

Consent Agenda

To expedite business at a school board meeting, the board approves the use of a consent agenda which includes those items considered to be routine in nature. The consent agenda will appear on the regular agenda following the approval of minutes of the previous meeting(s).

Any item which appears on the consent agenda may be removed on request by a member of the board and placed on the regular agenda. The remaining items on the consent agenda will be voted on by a single motion. The approved motion will be recorded in the minutes, including a listing of all items appearing on the consent agenda.

Cross References:
6215 – Voucher Certification and Approval
6020 – System of Funds and Accounts
1400 – Meeting Conduct, Order of Business and Quorum

Legal References:
RCW 42.30.080 Special meetings
SHB 2105

Management Resources:
2014 – June Policy & Legal News Issue
2012 – June Issue

Adoption Date: 9/25/14
Raymond School District #116


1420P—PROPOSED AGENDA AND CONSENT AGENDA

Agenda

  1. Call to order
  2. Flag salute
  3. Approval of minutes of previous meeting(s)
  4. Changes or Additions to the Agenda
  5. Public Comments
  6. Hearing of individuals or groups
  7. Superintendent’s Report
  8. Personnel
    A. Certificated
    B. Classified
  9. Students and school programs
  10. Buildings and grounds
  11. Transportation
  12. Food services
  13. Construction
  14. Finance
    A. Audit of payroll and vouchers
    B. Financial reports
  15. Reports by individual board members
  16. Adjournment

Consent Agenda

The basic purpose of a consent agenda is to recognize routine matters in an expeditious manner. If a debatable item appears on the consent agenda, the item may be removed at the request of a board member and inserted at an appropriate place on the agenda.

Some examples of items that may be included on the consent agenda are:

  • Authorization of superintendent to sign claim forms in behalf of district
  • Approval of personnel actions (resignations, retirements, employments, discharges) during the month
  • Approval of staff travel during the month

The board shall receive supporting information for the consent agenda items along with the regular agenda materials. Upon approval, all consent agenda items shall appear in the minutes.


1430—AUDIENCE PARTICIPATION

The board recognizes the value of public comment on educational issues and the importance of involving members of the public in its meetings. In order to permit fair and orderly expression of such comment, the board will provide a period at the beginning of the meeting during which visitors may make formal presentations. Such presentations should be scheduled in advance.

The board will also allow individuals to express an opinion prior to board action on agenda items the board determines require or will benefit from public comment. Written and oral comment will be accepted by the board before the adoption or amendment of policies not expressly or by implication authorized by state or federal law, but which will promote the education of kindergarten through twelfth grade students in public schools or will promote the effective, efficient or safe management and operation of the district. Individuals wishing to be heard by the board shall first be recognized by the president. Individuals, after identifying themselves, will proceed to make comments as briefly as the subject permits. Any representative of a firm eligible to bid on materials or services solicited by the board shall also be entitled to express an opinion. The president may interrupt or terminate an individual’s statement when it is too lengthy, personally directed, abusive, obscene or irrelevant. The board as a whole shall have the final decision in determining the appropriateness of all such rulings.

Individuals with disabilities who may need a modification to participate in a meeting should contact the superintendent’s office no later than three days before a regular meeting and as soon as possible in advance of a special meeting so that arrangements for the modification can be made.

Legal References:
RCW 42.30.030 Meetings declared open and public
42.30.050 Interruptions–Procedures
42 U.S.C. §§ 12101 – 12213 Americans with Disabilities Act

Adoption Date: 8/26/97
Raymond School District #116


1430P—AUDIENCE PARTICIPATION AT BOARD BUSINESS MEETINGS

The Board of Education includes “Citizen Participation” as an agenda item in each of its business meetings. This time occurs approximately one-half hour after the meeting begins, though this varies from meeting to meeting.

Citizens are encouraged to refer school-related problems to appropriate school personnel rather than initiate these during Board meetings. If problems have not been resolved through the administrative process, a speaker should indicate efforts made to bring about such a resolution.

The major purpose of citizens’ participation is for the Board of Education to hear citizens’ views on ways to improve the educational program and ways to improve the processes, including communication, for bringing about such improvements.

Personnel matters or matters regarding students are not appropriate topics to be discussed at regular Board meetings. The law requires that such matters be considered in closed session as arranged by the Board.

Recognizing that the purpose of citizens’ participation is to hear the opinions of citizens, not for Board debate or interaction with the public, Board members or the Superintendent should be recognized by the Chair only for the following reasons: (1) to correct misinformation presented In testimony; (2) to add information so that citizen comment may be heard in context; and (3) to ask questions for clarification. Neither Board members nor the Superintendent will be recognized to debate citizens or to express support or opposition to testimony presented on the issue being considered.

The first citizen to speak on a specific topic will be given a five-minute period to make his/her presentation. Subsequent comments on the topic will be limited to three minutes. Depending on the amount of business that must be transacted, the Chair may limit the number of speakers on a given topic when he/she feels the various opinions have been adequately expressed.

Audience Participation at Public Hearings

Recognizing that certain contemplated actions of the Board of Education have significant public impact or are of widespread public concern, the Board of Education may from time to time designate certain dates and locations for the purposes of public hearings on such announced topics.

Citizens are invited to speak regarding the topic of the public hearing. Those speaking as individuals will be allotted three minutes; those representing an organization will be allotted five minutes. No presenter may waive all or a portion of the allotted time to permit someone who has not properly registered to speak. Speakers are encouraged to provide a minimum of seven written copies of their testimony to the Board.

Recognizing that public hearings are for the purpose of hearing the opinions of citizens, not for Board debate or interaction with the public, Board members or the Superintendent should be recognized by the Chair only for the following reasons: (1) to correct misinformation presented in testimony; (2) to add information so that citizen comment may be heard in context; and (3) to ask questions for clarification. Neither Board members nor the Superintendent will be recognized to debate citizens or to express support or opposition to testimony presented on the issue being considered.


1440—MINUTES

The secretary of the board shall record the minutes of all board meetings. Minutes become official after approval by the board and shall be retained as a permanent record of the district. When issues are discussed that may require detailed record the board may direct the secretary to record the discussion verbatim. Such verbatim records shall be maintained (on file for a period of six (6) years. Any other verbatim records of a meeting shall be destroyed after the minutes have been approved. Minutes shall be comprehensive and shall show:

A. The date, time and place of the meeting.
B. The presiding officer.
C. Members in attendance.
D. Items discussed during the meeting and the results of any voting that may have occurred.
E. Action to recess for executive session with a general statement of the purpose.
F. Time of adjournment.

Unofficial minutes shall be delivered to board members in advance of the next regularly scheduled meeting of the board and shall also be available to other interested citizens. Minutes need not be read publicly, provided that members have had an opportunity to review them before adoption.

A file of permanent minutes of all board meetings will be maintained in the office of the board secretary to be made available for inspection upon the request of any interested citizen.

Cross Reference:
Board Policy 6570 Data and Records Management

Legal References:
RCW 28A.400.030 Superintendent’s duties
RCW 42.32.030 Public meetings–Minutes

Adoption Date: 8/26/97
Raymond School District #116


1450‑Absence of a Board Member

Whenever possible each board member will give advance notice to the chair/president or superintendent of his/her inability to attend a board meeting. A majority of the board may excuse a board member’s absence from a meeting if requested to do so.

The board may declare a board member’s position vacant after four (4) consecutive unexcused absences from regular board meetings, if the absences were for reasons other than: 1) illness; 2) active or training military duty; or 3) those authorized by resolution of the board.

If a board member is on active duty or training status with the military, the board will grant an extended leave of absence to cover the period of service or training. The extended leave of absence may not have the effect of extending the board member’s term. The board also has the authority to appoint a temporary successor to the absent board member’s position. The temporary successor shall serve until the board member returns or until the end of the board member’s term.

Cross References:
1220 – Board Officers and Duties of Board Members
1114 – Board Member Resignation and Vacancy

Legal References:
RCW 28A.343.390 Quorum — Failure to attend meetings
RCW 42.12.010 Causes of vacancy
RCW 73.16.041 Leaves of absence of elective and judicial officers

Management Resources:
2016 – July Issue
Policy News, October 2001 Law Grants Board Members Military Leave

Raymond School District #116
Adoption Date: 10/27/2016


1610—CONFLICTS OF INTEREST

Individual directors and the superintendent will have no pecuniary interest, directly or indirectly, in any contract, the purchase of any goods or services, or any other activity paid from school district funds, except as permitted in the following:

A. A director, or his or her spouse or dependents, or the spouse or dependents of the superintendent may be paid no more than $200 in any calendar month for unskilled day labor;

B. A director may be employed as a bus driver at the same compensation and on the same terms as other district bus drivers;

C. A director may enter into non-salaried financial transactions not to exceed $1,500 in any calendar month. The district will maintain a list of all contracts covered under this paragraph and the list will be available for public inspection and copying;

D. A school director may be designated as district clerk and/or purchasing agent;

E. The spouse of a director or the superintendent may be employed as a substitute teacher on the same terms and at the same compensation as other substitute teachers in the district, if the following conditions are met: the superintendent finds that the number of qualified substitute teachers in the school district is insufficient to meet anticipated needs for short-term and one-day substitute teachers; and the superintendent ensures that assignments of substitute teachers to available positions is done in a fair and impartial manner;

F. If a person is employed by the district under contract as a classified or certificated employee before his or her spouse becomes a director or superintendent, the contract can be renewed for further employment, provided that the terms of the contract are commensurate with the pay plan or collective bargaining agreement operating in the district or that position;

G. In school districts with fewer than 200 FTE students, the board may employ the spouse of a director or the superintendent as a certificated or classified staff member; or

H. A director may be employed as a substitute teacher or a substitute educational aide in school districts with 200 or less FTE students, provided that the terms of the contract are commensurate with the pay plan or collective bargaining agreement operating in the district for that position. The board must find that the number of qualified substitute teachers and educational aides in the district is insufficient to meet anticipated needs.

A director may not vote on the authorization, approval or ratification of a contract in which he or she is beneficially interested and to which one of the exemptions described above applies.

Prior to approval of the employment of the spouse of a school director or the superintendent, the board of directors will be advised of the number of other individuals who are qualified for and interested in the position(s) to be filled. The district will not discriminate in any way against any applicant for a certificated position or any certificated employee on the basis of a family relationship with a school director or the superintendent. All employment decisions will be made on the basis of choosing the applicant which furthers the best interests of the school district.

Whenever a director, or his or her spouse or dependent is employed by the district, the director will refrain from participating in or attempting to influence any board action affecting the employment status of the director, spouse or dependent. Actions affecting employment status include, but are not limited to, hiring, establishing compensation and fringe benefits, setting working conditions, conducting performance evaluations, considering or imposing discipline and termination.

The superintendent will maintain a log of any contract subject to this policy and annually, or when a new director assumes office, will inform the board of the existence of all such contracts.

Legal References:
RCW 28A.330.240 Employment contracts
RCW 28A.405.250 Certificated employees, applicants for certificated position, not to be discriminated against — Right to inspect personnel files
RCW 28A.635.050 Certain corrupt practices of school officials Penalty
RCW 42.23.030 Interest in contracts prohibited —Exceptions
RCW 42.23.040 Remote interests

Management Resources:
Policy News, April 2006 Conflict of Interest

Adoption Date: 02/23/12
Raymond School District #116


1620—THE BOARD-SUPERINTENDENT RELATIONSHIP

The successful operation of schools requires a close, effective working relationship between the board and the superintendent. The relationship must be one of trust, good will and candor. As the legally designated governing body, the board retains final authority within the district. The board exercises those powers that are expressly required by law and those implied by law. The superintendent is the board’s professional advisor to whom the board delegates executive responsibility, and such powers as may be required to manage the district in a manner consistent with board policy and state and federal law.

The superintendent, as executive officer of the board, shall be responsible for the administration of the schools under applicable laws and policies of the district. The board shall delineate the duties of the superintendent and shall use them as the basis for evaluating the superintendent’s performance. Unless specifically limited, the superintendent may delegate to other staff the exercise of any powers and the discharge of any duties imposed by district policy or a vote of the board. The delegation of power or duty shall not relieve the superintendent of responsibility for the actions taken under such a delegation.

In order to perform their responsibilities, board members must be familiar with the operations within the schools. The superintendent shall establish communication procedures which can enhance the board member’s understanding of student programs and school operations.

Legal References:
RCW 28A.320.010 Corporate powers
RCW 28A.330.100 Additional powers of the board (First Class Districts Only)
RCW 28A.400.010 Employment of superintendent–Superintendent’s qualifications, general powers, term, contract renewal
RCW 28A.400.030 Superintendent’s duties

Management Resources:
Policy & Legal News, February 2013 Policy Revisions

Adoption Date: 8/26/97
Raymond School District #116
Technical Fix: 03/06/13


1620P—THE BOARD-SUPERINTENDENT RELATIONSHIP

Board-Staff Communications

The following communications procedures are established:

Staff Communications to the Board

All communications or reports to the board or individual board members from principals, supervisors, teachers, or other staff members shall be submitted through the superintendent. This shall not deny any staff member’s right to appeal to the board regarding administrative decisions, provided that the superintendent shall have been notified of the forthcoming appeal and that it is processed according to the applicable procedures on complaints and grievances.

Board Communications to Staff

All official communications, policies, and directives of staff interest and concern will be communicated to staff members through the superintendent. The superintendent will employ all such media as are appropriate to keep staff fully informed of the board’s priorities, concerns and actions.

Visits to Schools

Individual board members interested in visiting schools or classrooms will make arrangements for visitations through the principals of the various schools. Such visits shall be regarded as expressions of interest in school affairs and not as “inspections” or visits for supervisory or administrative purposes. Official visits by board members will be carried on only under board authorization and with the full knowledge of staff, including the superintendent, principals and other supervisors.

Social Interaction

Staff and board members share a keen interest in the schools and in education. When they meet at social affairs and other functions, informal discussion on such matters as educational trends, issues, and innovations and general district problems can be anticipated. Discussions of personalities or staff grievances is not appropriate.


1630—EVALUATION OF THE SUPERINTENDENT

The board will establish evaluative criteria and shall be responsible for evaluating the performance of the superintendent.

The superintendent will have the opportunity for confidential conferences with the board members on no less than three occasions in each year, for the purpose of aiding the superintendent in his/her performance. The board, on the basis of the evaluation, may terminate, renew or extend the superintendent’s contract for periods not to exceed three years.

Legal References:
RCW 28A.400.010 Employment of Superintendent —superintendent’s qualifications, general powers, term, contract renewal

Adoption Date: 8/26/97
Raymond School District #116
Tech fix 2/27/14


1729—RAYMOND SCHOOL BOARD’S OPERATING PROTOCOL

For the purpose of enhancing teamwork among members of the board and between the board and the administration, we, the members of the Raymond School Board, do hereby publicly commit ourselves collectively and individually to the following operating protocol;

* Individual board members will strive to avoid any perception of a conflict of interest and commit to represent the needs and interests of all the children in our district.

* The board will lead by example. We agree to avoid words and actions that create a negative impression on an individual, the board, or the district. While we encourage debate and differing points of view, we will do it with care and respect.

* Surprises to the board or the superintendent will be the exception not the rule. We agree to ask the board chair or the superintendent to place an item on the agenda instead of bringing it up unexpectedly at the meeting.

* Communications between staff and the board are encouraged. However, board requests which will likely require considerable time or have political implications are to be directed to the superintendent.

* The board will not be a “ball carrier” for others; but rather, will encourage others to present their own issues, problems, or proposals to the person who can properly and expeditiously address their issue.

* All personnel complaints and criticisms received by the board or its individual members will be directed to the superintendent.

* Board meetings are for decision-making, action, and votes, not endless discussion. To be efficient and effective, long board meetings must be avoided. We agree to “move the question” when discussion is repetitive.

* The superintendent is the chief executive officer and should recommend/propose/suggest on most matters before the board.

* At meetings the board president will be cautious of time and consistently enforce the board’s protocol for meetings, such as audience participation.

* The board president will meet regularly with the superintendent.

* The board president or designee will be the board spokesperson.

* Individual board members do not have authority. Only the board as a whole has authority. We agree that an individual board member will respect the majority and not take unilateral action.

* Executive sessions will be held only when specific needs arise. Board members must be sensitive to the legal ramifications of their meetings and comments.

* The board will conduct a yearly self evaluation and promptly address individual problems that hinder board effectiveness, such as poor meeting attendance, tardiness or leaks of confidential information.

* The board will set clear goals for themselves and the superintendent. The board and superintendent will facilitate goal setting for the Raymond School District.

* The board will do their homework and attend training/networking opportunities.

* The board will emphasize planning, policy-making, and public relations rather than becoming involved in the management of the schools.

_________________________ _________________________
_________________________ _________________________
_________________________ _________________________

_______________

Date

Adoption: 9/28/98
Raymond School District #116


1731—BOARD MEMBER EXPENSES

The actual expenses of board members while traveling to and from and attending board meetings may be paid. The expenses of board members who attend conferences or meetings as representatives of the district may be paid. Such expenses for conferences may be paid in advance. A director may be reimbursed for gratuities not exceeding customary percentages for the cost of meals as well as reasonable amounts for such services as baggage handling when the costs are incurred while the individual is engaged in district business or other approved travel.

Cross References:
Board Policy 6212 Charge Card
Board Policy 6213 Reimbursement for Travel

Legal References:
RCW 28A.320.050 Reimbursement of expenses of directors, other school representatives and the superintendent candidates -Advancing anticipated expenses
RCW 43.03.170 Advance payment of travel expenses –Advance warrants–Issuance–Limitations

Management Resources:
Policy & Legal News, February 2013 Policy Revisions

Adoption Date: 8/26/97
Raymond School District #116
Technical Fix: 03/06/13


1731P—BOARD MEMBER EXPENSES

At a board member’s request, advance payment to cover anticipated expenses for representing the district may be made. After returning from the meeting or conference, the board member shall submit a detailed travel voucher and return the unexpended portion of the advance payment.

Reimbursable expenses are:

A. Transportation expense including fares for commercial or public carriers and mileage at the district-approved rate when using one’s own private vehicle;

B. Fees and registration costs for conferences and meetings;

C. Hotel or motel fees at a single-room rate;

D. Reasonable expenses for meals; and

E. Such incidental expenses as parking fees, reasonable duplication costs and the like which are incurred for the benefit of the district.

Expenses for personal benefit or entertainment shall not be reimbursed.


1732—BOARD MEMBER INSURANCE

The district shall maintain sufficient insurance to protect the board and its individual members against liability arising from actions of the board or its individual members while each is acting on behalf of the district and within his/her authority as a board member.

An individual board member may participate at his/her own cost in any of the personal liability, life, health, health care, accident, disability, salary protection or other form of insurance made available to district staff if plan sponsors permit such participation.

Cross Reference:
Board Policy 8310 Liability Insurance

Legal References:
RCW 4.24.470 Liability of officials and members of governing body of public agency–
RCW 4.96.010 Tortuous conduct of political subdivision–Liability for damage
RCW 28A.400.350 Liability, life, health, health care, accident, disability and salary insurance authorized–Premiums
RCW 28A.400.360 Liability insurance for officials and employees authorized
RCW 28A.320.100 Actions against officers, employees or agents of school districts and educational service districts–Defense, costs, fees–Payment of obligation
RCW 28A.320.060 Officers, employees or agents of school districts or educational service districts, insurance to protect and hold personally harmless

Adoption Date: 8/26/97
Raymond School District #116


1733—BOARD MEMBER COMPENSATION

Each board member may receive compensation of fifty dollars per day or portion thereof for attending board meetings and for performing other services on behalf of the school district, not to exceed four thousand eight hundred dollars per year. Such compensation shall come from locally collected excess levy funds available for that purpose, and shall not cause the state to incur any present or future funding obligation.

Any board member may waive all or any portion of his/her compensation for any month or months during his/her term of office, by a written waiver filed with the district. The waiver may be filed any time after the director’s election and before the date on which the compensation would otherwise be paid. The waiver shall specify the month or period of months for which it is made.

Legal Reference:
RCW 28A.343.400 Directors–Compensation–Waiver

Adoption Date: 8/26/97
Raymond School District #116


1733P—BOARD MEMBER COMPENSATION

A board member is eligible to receive compensation at the rate of fifty dollars ($50) per day, or for a portion of a day, for the following activities:

A. Attending regular or special meetings of the board;

B. Serving as a designated representative of the board, including, but not limited to, such activities as: school committees, community development and/or betterment committees, collective bargaining, etc;

C. Attending board-approved training and/or development activities, including, but not limited to: regional, state, or national school board association conferences, board inservice meetings, etc. This may also include time involved in traveling to and from the activity; and

D. Attending special board-related activities when approved by the board in advance, including, but not limited to: building dedications, commencement activities, staff retirements, and other such ceremonies.

Total compensation for a calendar year shall not exceed four thousand eight hundred dollars ($4,800.00), plus reasonable expenses incurred for travel, meals and lodging.

Any board member may waive all or any portion of his/her compensation for any month or months during his/her term of office, by a written waiver filed with the district. The waiver may be filed any time after the director’s election and before the date on which the compensation would otherwise be paid. The waiver shall specify the month or period of months for which it is made.

A board member shall submit a monthly claim which verifies the nature and amount of approved activities for which compensation is claimed during the month. A director is only eligible to make one compensation claim for a given day.


1805—OPEN GOVERNMENT TRAININGS

The board recognizes the value of meaningful, informed public participation in district deliberations and the need to conduct its affairs in a transparent manner. All board directors will participate in trainings regarding: 1) the Open Public Meetings Act; 2) the Public Records Act; and 3) Public Records Retention, within ninety (90) days of taking the oath of office following election or appointment. After the initial trainings, board directors will participate in refresher trainings on these subjects every four years that they hold office in order to remain current with new developments in open government law.

Board directors will document their completion of required trainings. The Superintendent or designee will file and maintain the documentation in the district.

Legal References:
RCW 28A.343.360, Oath of Office
RCW 40, Public Documents, Records, and Publications
RCW 40.14, Preservation and Destruction of Public Records
RCW 42.30, Open Public Meetings Act
RCW 42.56, Public Records Act
RCW 42.56.580, Public Records Officers

Management Resources:
2014 – June Policy & Legal News Issue
Attorney General’s Model Rules for compliance with the Public Records Act
Attorney General’s Open Government Trainings Act FAQs

Raymond School District #116
Adoption Date: 9/25/14


1810—ANNUAL GOVERNANCE GOALS AND OBJECTIVES

Each year the board will formulate goals and objectives to guide effective board governance. The goals and objectives may include but are not limited to board functions of :

A. Responsible school district governance;

B. Communication of and commitment to high expectations for student learning;

C. Creating conditions district-wide for student and staff success;

D. Holding the district accountable for student learning; and

E. Engagement of the community in education.

At the conclusion of the year the board will reflect on the degree to which it has met its goals and objectives by conducting a board self-assessment and engaging in board development activities where needed.

Cross References:
Board Policy 1005 Key Functions of the Board
1820 Board Self-Assessment
1822 Training and Development for Board Members

Management Resource:
Policy News, February 2012 Model Policies Aligned with Washington School Board Standards

Adoption Date: April 26, 2012
Raymond School District #116



1820—BOARD SELF-ASSESSMENT

At the conclusion of each year, the board will assess its own performance in terms of generally accepted principles of successful board operations and in relation to its annual goals and objectives and Washington School Board Standards. The board self-assessment will address performance in the key functions of school boards:

A. Board functions of responsible school district governance;

B. Communication of and commitment to high expectations for student learning;

C. Creating conditions district-wide for student and staff success;

D. Holding the district accountable for student learning; and

E. Engagement of the community in education.

The results of the self-assessment will be used in setting goals for the subsequent year.

Cross References:
Board Policy 1005 Key Functions of the Board
Board Policy 1810 Annual Governance Goals and Objectives
Board Policy 1822 Training and Development for Board Members

Management Resource:
Policy News, February 2012 Model Policies Aligned with Washington School Board Standards

Adoption Date: April 26, 2012
Raymond School District #116



1820P—BOARD SELF-ASSESSMENT

Each individual board member will annually review the WSSDA Individual School Director Standards as a basis for assessing his/her own conduct as an elected representative of the board of directors. Collectively, the board will assess its performance in terms of its five major functions:

A. Communication of and commitment to high expectations for student learning–The board will demonstrate its responsibility for providing a community vision of its schools by:

  1. Working with the community to determine the district’s educational program and what students need to know and be able to do;
  2. Formulating educational goals based on community expectations and the needs of students;
  3. Encouraging leadership, instruction and assessment, and curriculum development activities directed toward goals; and
  4. Annually reviewing the district’s progress and direction against its vision.

B. Responsible School District Governance – The board will demonstrate its responsibilities for establishing a organizational structure by:

  1. Enacting policies that provide a definite course of action;
  2. Monitoring the implementation of policies;
  3. Reviewing proposed labor agreements, staffing recommendations and staff evaluations;
  4. Formulating budgets; and
  5. Working to ensure a healthy learning and working environment that supports continuous improvement.

C. Creating conditions district-wide for student and staff success – The board will demonstrate accountability by:

  1. Employing and supporting quality teachers, administrators and other staff;
  2. Adopting and monitoring an annual budget that allocates resources based on the district’s vision, goals and priorities;
  3. Providing for learning essentials including rigorous curriculum, technology and high quality facilities;
  4. Providing for the safety and security all students and staff;
  5. Reviewing building and grounds maintenance and needs;
  6. Reviewing transportation services and other support services; and
  7. Initiating and reviewing internal and external audits.

D. Engagement of the Community in Education – The board will advocate for education and on behalf of students and their schools by:

  1. Keeping the community informed about its schools;
  2. Participating in school and community activities; and
  3. Encouraging citizen involvement in the schools.

E. Holding the district accountable for student learning – The board will oversee the district and superintendent’s performance by:

  1. Annually review district and school improvement plans;
  2. Developing written expectations for the superintendent and communicating those to the community; and
  3. Basing decisions about the superintendent’s contract on the objective evaluation of the superintendent’s achievement of performance expectations.

Adoption Date: 04/26/2012
Raymond School District #116


1822—TRAINING AND DEVELOPMENT FOR BOARD MEMBERS

In keeping with the need for continuing training and development to enhance effective boardsmanship, the board encourages the participation of its members at appropriate board conferences, workshops and conventions. Funds for participation at such meetings will be budgeted for on an annual basis.

Cross References:
Board Policy 1005 Key Functions of the Board
Board Policy 1810 Annual Goals and Objectives
Board Policy 1820 Evaluation of the Board

Adoption Date: 8/26/97
Raymond School District #116



1830—PARTICIPATION SCHOOL BOARDS’ ASSOCIATION

As required by law, the board members are members of the Washington State School Directors’ Association. Since the association establishes the rate of membership dues at its annual meeting, provides services in response to members’ needs and develops and implements a legislative program at the direction of its members, board members are encouraged to participate in the governance of the association.

Legal Reference:
RCW 28A.345.020 Membership

function gtag(){dataLayer.push(arguments);} gtag('js', new Date()); gtag('config', 'UA-114403674-1');