Westfield Board of Education Handbook.May 1, 2024

HANDBOOK

Board Approved: November 21, 2023

Board Revised and Reapproved: May 1, 2024

Welcome to the Westfield Public Schools, Board of Education Member Handbook, a comprehensive guide to your role and responsibilities as a vital part of our educational community As a member of the Board of Education, you play a crucial role in shaping the future of our schools and ensuring the success of our students. This handbook is designed to provide you with a clear understanding of your duties and to offer guidance on effective communication, meeting procedures, committee participation, and more. Your commitment and dedication as a Board of Education member are greatly valued. By familiarizing yourself with the contents of this handbook, you will be better equipped to contribute effectively to the growth and success of our educational community Your role is essential in shaping the future of our schools.

Our NJSBA field representative is a terrific resource and is available to ALL Board members for questions and information. If you have questions, please email Jeanne Cleary at jcleary@njsba.org or on her business cell at (908) 403-2341.

ROLES AND RESPONSIBILITIES OF THE BOARD OF EDUCATION

“The Board of Education adopts policies under which the school district operates; oversees the budget; approves the curriculum; hires and evaluates the Superintendent; represents the public during contract negotiations; and serves as a communications link between the community and the school system. School Board members must remember that they have no authority except that which results from participation in decisions of the Board during an official meeting. Actions, promises or commitments made by individual Board members are without legal basis and have no binding commitment upon the district. Board members should be aware that they are elected to represent the entire district in all matters pertaining to education, and not any one segment…

The function of the school Board is not to run the schools, but to see that they are run effectively. The Board establishes school district policy and goals and communicates those goals to the Superintendent. The Superintendent is accountable to the Board, and all other staff members are accountable to the Superintendent. Teamwork between the Board and Superintendent is essential. Board members should look to the Superintendent for leadership and guidance on educational procedures.” 1

Board President And Vice President

Per Board Bylaw 0171, “the President of the Board of Education shall:

1. preside at all meetings of the Board;

2. require the Board Secretary to call special meetings of the Board, N.J A C. 6A:32-3.1;

3. sign all school district warrants, N.J.S.A. 18A:19-1;

4. certify to all payrolls, N.J.S.A. 18A:19-9;

5. subscribe bonds, notes, contracts, and other legal instruments for which the signature of the President is required, N.J.S.A. 18A:24-32;

6. issue subpoenas to compel attendance of witnesses and production of documents, N.J.S.A 18A:6-20;

1“FAQ WHAT CANDIDATES WANT TO KNOW ABOUT BEING A SCHOOL BOARD MEMBER.” New Jersey School Boards Association, https://www njsba org/wp-content/uploads/2016/03/FAQ howtobecomeaschoolboardmember-3 pdf Accessed 6 July 2023 2 | Page

7. appoint all committees of the Board and serve as committee member ex officio in accordance with Board Bylaw No. 0155; and

8. assist the Superintendent in the preparation of the Board agenda.

The Vice President shall assume the duties of the President during the absence or disability of the President, act as liaison, together with the President, to the administration, and shall perform such further duties as may devolve upon him or her by direction of the Board, the President, or by virtue of law or the aforesaid rules of the State Board of Education.”2

COMMUNICATION

Board Member Email/Network Credentials

All members of the Board of Education are assigned an official email address to facilitate communication of all matters related to the district. This includes sharing information through shared network drives and resources. Board members should refrain from using their personal email to engage in any official business related to the district. All information related to the business of the Board, regardless of where it is stored, is subject to an open public records request.

Board Member to Board Member

To guarantee compliance with the Open Public Meetings Act (OPMA), in general, discussion of Board business should occur during public meetings or committees. Whether an email exchange among Board members would violate the OPMA depends on various details. The following is a summary of general Do’s and Don’ts:

DO DON’T

DO use email for discussion with less than a majority of the Board.

DO use email for one way communication of information related to the business of the Board when corresponding with a majority of the Board. (BCC Board members and include disclaimer stating that the message is for informational purposes only and recipients should not reply all.)

DO NOT use email for discussion with a majority of the Board.

DO NOT include any request for a response when corresponding with a majority of the Board

DO NOT engage in “Rolling” email conversations. A “rolling” email occurs when one (1) member of the Board contacts other members via email individually or in smaller groups to successively discuss or gain opinions on an item related to Board business.

Per the NJSBA Legal Department, “As a guiding principle, therefore, board members should be aware that once members begin to engage in two-way communication, or a string of communication involving additional board

2 Westfield Board of Education. District Policy 0171 - DUTIES OF BOARD PRESIDENT AND VICE PRESIDENT. 2019. https://www.straussesmay.com/seportal/Public/DistrictPolicy.aspx?policyid=0171&id=7d6a32e375194a82ba289370ea619f1e.

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members, each step brings the board closer to the possibility that the board’s action could be challenged as a violation of the Sunshine Law.”3

Board Member to Administration Communication

As a Board of nine, it is important to understand that the Superintendent is the only Board employee. Furthermore, it must be noted that the Superintendent only takes direction from the majority/full Board. The rest of the administrators of the district report to the Superintendent. If a Board member reaches out to members of the administration with questions, suggestions, or concerns it blurs the lines of authority and accountability and may redirect them from their daily responsibilities. Board members should refrain from contacting district personnel directly. Instead, when Board members have questions, they should contact:

● Superintendent for matters pertaining to the administration of the district (include CC the Board President)

● Board secretary for matters pertaining to Board meeting attendance, mandated training, and matters related to their requirements as Board members

● Relevant committee chairpersons for matters pertaining to committee business

● Board President for matters pertaining to Board governance

● Vice President for matters pertaining to Board governance in the absence of the Board President

To avoid any possibility or perception of impropriety, Board member email accounts are prohibited from sending direct messages to staff. Exceptions to this practice are reserved for communication between the Committee Chairpersons and Administrative liaison for the purpose of developing the committee agenda and clarifying upcoming Board agenda items.

Board Member to Public

Because we are one Board comprised of nine individuals, messaging must represent the sentiment of the full Board. Per the New Jersey School Boards Association resource, Who does what in Public School Governance: The Role of Board Members and Superintendents,

Board members have no legal authority except when sitting with other Board members in a legally constituted meeting. An individual Board member cannot make decisions for the Board, take action for the Board or speak for the Board unless the Board has authorized them to do so.

Likewise, concerns of individuals in the community which are brought to the attention of a Board member cannot be acted upon by that Board member, but are referred through established channels, such as Board President and/or the chief school administrator. When the chain-of-command is used properly by citizens and Board members, communications are improved and the Board of education can act as final arbiter on issues which have not been resolved at other steps in the chain.4

4 New Jersey School Boards Association. Who does what in Public School Governance: The Role of Board Members and Superintendents December 2014, https://www njsba org/wp-content/uploads/2016/05/publications whodoeswhat2014 pdf

3 “Open Public Meetings Act and Technology” New Jersey School Boards Association, https://www.njsba.org/services/legal/topical-school-law-resources/open-public-meetings-act-and-technology/. Accessed 31 October 2023. 4 | Page

Therefore, we must remain mindful of what we say and to whom when fielding questions, comments, or concerns from constituents on any matter related to the Westfield Public Schools.

WBOE email

Questions, comments, and concerns from the public should be addressed to the Board as a whole. Therefore, messages sent to the wboe@westfieldnjk12.org email address are automatically sent to ALL Board members, the Superintendent, and Administrative cabinet members and each message also receives the following auto-reply responsive email.

"Thank you for writing to share your thoughts and perspective. By sending a message to the WBOE@westfieldnjk12.org, all members of the Board have received your email. Your message which will be reviewed and considered, along with all public feedback, as part of any appropriate deliberation during public Board meetings. Where necessary, we also will refer any concerns to the district administration for follow-up. Again, we greatly appreciate your input."

If any Board member feels the message warrants further consideration, they can request the relevant committee chair(s) examine it further

To avoid confusion or mix messaging, Board members should refrain from responding to emails sent to the WBOE e-mail address. If emails are sent to Board members individually, responses should remember that an individual Board member cannot make decisions for the Board, take action for the Board or speak for the Board unless the Board has authorized them to do so.

Open Public Records Act

Emails sent by Board members on their district-issued or personal/private email addresses are subject to the Open Public Records Act (OPRA) under the same conditions that regular mail or other written communications are covered by OPRA. The subject matter of the email, rather than where it originated or where it is stored, is what determines whether it is a "public record" under OPRA. If the email discusses official Board business and the subject matter is not protected by an exemption under the law, then it can be requested and must be released under OPRA. Public records are defined as:

“A public record under the common law is one required by law to be kept, or necessary to be kept, in the discharge of a duty imposed by law, or directed by law to serve as a memorial and evidence of something written, said, or done, or a written memorial made by a public officer authorized to perform that function, or a writing filed in a public office. The elements essential to constitute a public record are that it be in writing, that it be made by a public officer, and that the officer be authorized by law to make it.”5

Public Expressions and Social Media

Per Board Bylaw 0146, “Board members are entitled to express themselves publicly on any matter, including issues involving the Board and the school district. Individual Board members cannot, however, express the position of the Board except as expressly authorized, in accordance with Board policy 9120 – Public Information Program. A Board member shall not represent his or her personal opinion as the position of the Board and shall include in all formal expressions in which his or her Board affiliation is likely to be recognized,

5 “A Citizen's Guide to the Open Public Records Act.” NJ.gov, https://www nj gov/grc/public/citizens/Citizen's%20Guide%20to%20OPRA%20(November%202022)(Final) pdf 5 | Page

such as letters to government officials or newspapers, speeches to organizations, or any electronic communication posts on social media or other websites, a statement that the opinions expressed do not necessarily represent those of the Board.”6

The standard SEC approved disclaimer statement:

“The following statements are made in my capacity as a private citizen, and not in my capacity as a board member These statements are also not representative of the board or its individual members, and solely represent my own personal opinions.”

For further information visit the NJSBA website If you still have questions, Board members may always contact the NJSBA‘s Legal Department at 609-278-5279 for additional information and resources

BOARD MEETING AGENDA

Overall, an agenda for a Board of Education meeting is a tool to facilitate effective communication, decision-making, and collaboration between the administration, Board members and stakeholders, ultimately contributing to the successful operation and improvement of the Westfield Public School District.

The purpose of the agenda for the Board of Education meeting is to outline and organize the topics, discussions, and decisions that will be addressed during the meeting. It serves as a roadmap for the meeting helping participants (Board members, administrators, educators, community members, etc.) understand the flow of the meeting and the sequence in which topics will be discussed. An agenda provides transparency to the public and stakeholders about what will be discussed during the meeting. This transparency fosters trust and engagement by allowing the public to prepare and potentially share comments related to specific agenda items at the designated time during the meeting or to express their opinions or concerns to their Board representatives. When the meeting is over, the agenda serves as the basis for the meeting minutes by documenting what was discussed and decided during the meeting.

Expectations

Board agendas with attachments are available by Friday afternoons before Board meetings It is each Board member's responsibility to thoroughly read the agenda and relevant attachments prior to the Board meeting to ensure he/she can make an informed decision on action items. To allow sufficient time to research responses and answer questions and to keep Board meetings running efficiently, Board members are strongly encouraged to forward questions about agenda items to the President, Committee Chairpersons, the Superintendent, or the Business Administrator BEFORE Board meetings.

Agenda Development

The development of the agenda is a fluid process that occurs over time and involves input from administrators and staff across organizational departments based on what is required and desired to effectively operate the school district. Agenda items generally fall into the following categories:

6 Westfield Board of Education. District Policy 0146 - BOARD MEMBER AUTHORITY. 2020. https://www straussesmay com/seportal/Public/DistrictPolicy aspx?policyid=0146&id=7d6a32e375194a82ba289370ea619f1e 6 |

● Reports, Announcements, and Recognition: Dedicated time to present reports that are required by law or needed to keep the public informed. Likewise, this portion of the meeting is also used to celebrate and showcase the achievements of our students and staff.

● Action Items: Motions that require a vote by the Board to move forward. See the next section on Voting for more information.

● Notes for the Record: Information shared with the Board for acknowledgment as required by Policy or law. No action is required.

● Unfinished and New Business: Opportunity for full Board discussion related to Board business on topics not requiring immediate action or addressed in any other portion of the agenda. See section on New and Unfinished Business for more information.

Per policy 0164 - Conduct of Board Meeting and 0171 - Duties of Board President and Vice President, The Superintendent of Schools, in collaboration with the Board President, is responsible for creating the agenda for each Board meeting. This agenda will include presentations, reports, and actionable items. If necessary, the Superintendent and Board President may add items to the agenda after its distribution but before the meeting begins, if they believe it would benefit the Board. Any additional items will be communicated as soon as possible.

To assist in the smooth and efficient operation of the meeting and out of respect for all attendees, Board members are strongly encouraged to forward questions about agenda items to the Committee Chairpersons, Superintendent, or Business Administrator BEFORE Board meetings.

Voting

During the Board meeting, the President presides over the meeting by managing the movement through each section and working with the committee chairperson to facilitate discussion. At the point when a motion is moved and the discussion is finished, the Board President will call for a vote. The Business Administrator/ Board Secretary takes the minutes and records the vote of the Board.

When voting at a Board meeting, the terms "Yes," "No," and "abstention" represent different ways in which Board members can express their positions on a proposed resolution or motion.

● Yes: Indicates approval with the proposed resolution or motion. In essence, they support the decision or action being discussed and are in favor of it moving forward. A "Yes" vote implies that the Board member believes the proposal aligns with the best interests of the district.

● No: Expresses disapproval with the proposed resolution or motion. They believe that the decision or action being discussed is not in the district’s best interests, and they do not want it to proceed.

● Abstention: An abstention occurs when a Board member chooses not to cast a vote either in favor or against the proposed resolution or motion. Board members might abstain for various reasons, such as a conflict of interest, lack of sufficient information, or personal reservations about the proposal. Abstaining indicates that the Board member is choosing not to take a stance on the matter. It's important to note that an abstention is not the same as a "No" vote; it does not count as opposition to the proposal.

In the context of a Board meeting, each Board member's vote plays a crucial role in making decisions that impact the organization's direction and actions. The outcome of the voting process determines whether the proposed resolution or motion is accepted, rejected, or deferred for further consideration. The distinction

between "Yes," "No," and abstention ensures that Board members can express their opinions clearly and transparently, allowing for informed and responsible decision-making.

There are also instances where the Board may express their vote via a simple voice or via a roll call. Per the NJSBA,

“On some matters, boards have the option of conducting a simple voice vote. Typically, the board president in such a situation calls for those in favor of a matter to simultaneously vote “aye” or “yes” and those opposed to vote “no.” The president then judges whether more members called out yes or no and announces the result.

This practice is fine for routine matters that do not require a roll call or a specific number of votes. The best practice is for boards to use a recorded roll call vote for all matters that require a super-majority or majority of the full board and reserve a “voice vote” only for matters without a specific voting requirement.”7

You can find more detailed information about Board Voting Requirements in the Apprendix B: Resources.

New Business

At times, there are items pertaining to the business of the district that warrant a full discussion by the Board of Education that do not pertain to current items on the agenda. Such items can be discussed during the New Business section of the Public Agenda.

To promote the orderly conduct of the Board meeting, any requests for discussion under New Business should be submitted to the Superintendent, Business Administrator, and Board President before releasing the Board Agenda to the public and only after they have been discussed by the appropriate committee. To promote transparency with the public, the topic for discussion should be listed on the agenda and action should not be taken.

Any items that are raised during New Business that are not discussed by a relevant committee should be sent to a committee for review and discussion before engaging in a full Board discussion.

Unfinished Business

Any items previously discussed by the full Board that are awaiting a response or resolution can be brought up under the Unfinished Business section of the Public Agenda.

As with New Business, any requests for discussion under Unfinished Business should be submitted to the Superintendent, Business Administrator, and Board President before releasing the Board Agenda to the public. To promote transparency with the public, the topic for discussion should be listed on the agenda and specify if action may be taken

7 Croot, John E. “Taking Action: A User’s Guide to School Board Voting.” New Jersey School Boards Association, https://www.njsba.org/news-publications/school-leader/november-december-2017-volume-48-no-3/taking-action-users-guide-scho ol-board-voting/

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HIB

The legislative intent of the Anti-Bullying Bill of RIghts is to reduce the risk of suicide among students and 8 avert not only the needless loss of a young life, but also the tragedy that such loss represents to the student’s family and the community at large by establishing clearer standards on what constitutes harassment, intimidation, and bullying, and clearer standards on how to prevent, report, investigate, and respond to incidents of harassment, intimidation, and bullying.

All Board members (as well as all employees, volunteers, and contracted service providers who have contact with students) must verbally report any alleged violations of the Board’s HIB Policy to the Principal or the Principal’s designee on the same day when the individual witnessed or received reliable information regarding the incident of alleged HIB. Within two school days of the verbal report, the individual who made the report must submit a report in writing to the Principal.

A Board member or school employee who promptly reports an incident of HIB to the appropriate school official designated in the HIB Policy, or to any school administrator or safe schools resource officer, and who makes the report in compliance with the procedures in the HIB Policy, receives immunity from any lawsuit which seeks damages for a failure to remedy the reported incident of HIB.

Investigation summary:

● Investigation begins with the Principal (or designee) within one (1) day of receiving the report.

● Anti-bullying specialist completes the investigation within ten (10) days.

● Conclusion reported to the Superintendent within two (2) days of the investigation’s completion.

● The Superintendent determines the remedial action: intervention, discipline, counseling and/or other appropriate measures.

● The Superintendent must report the results of each HIB investigation to the Board no later than the date of the next regularly scheduled Board meeting following the completion of the investigation.

○ The Superintendent’s report must include information on any consequences imposed under the Code of Student Conduct, any services provided, training established, or other action taken or recommended by the Superintendent.

After the Superintendent reports the results of the investigation to the Board, information about the investigation must be provided to the offenders and targets/victims within five school days including: The nature of the investigation; Whether the District found evidence of HIB; and Whether consequences were imposed or services provided to address

the incident of HIB. Providing this information triggers the ability of the offender or the target/victim to request a hearing before the Board. A hearing before the Board can also be requested when the Principal or designee makes a preliminary determination that a complaint is not within the scope of the HIB Policy.

The request for a hearing must be filed with the Board Secretary within sixty calendar days after the written information regarding the information is provided.

8 “CHAPTER 122 AN ACT concerning harassment, intimidation, and bullying in school settings, amending various parts of the statutory” NJ Legislature, https://pub njleg gov/bills/2010/PL10/122 PDF

● The Board must hold the hearing within ten business days of receipt of the request for a hearing.9

● The hearing occurs in executive session to protect the confidentiality of the students involved.

● At the hearing, the Board may hear testimony and consider information provided by the anti-bullying specialist and others, as appropriate, regarding the incident, the findings from the investigation of the incident, recommendations for consequences or services, and any programs instituted to reduce such incidents, prior to rendering a determination.

● In reviewing a HIB appeal, the Board should consider whether the Board's HIB policies and procedures were followed and whether the evidence supports the finding of the administration, taking into consideration the definition of HIB.

○ Any gesture, written, verbal or physical act, or any electronic communication

○ Single or series of incidents

○ Reasonably perceived as motivated by any actual or perceived characteristic, such as race, color, religion, ancestry, national origin, gender, sexual orientation, gender identity and expression, or a mental, physical or sensory disability, or by any other distinguishing characteristic

○ AND: takes place on school property, school-sponsored function, on a school bus, or off school grounds that substantially disrupts or interferes with the orderly operation of school or student rights; AND

○ Reasonable person should know effectively harms or causes reasonable fear of harm to Target’s person or property; OR

○ Effectively insults or demeans any student or students; OR

○ Creates hostile educational environment by interfering with the student’s education or by severely or pervasively causing physical or emotional harm to student

● At the next regularly scheduled Board meeting following the Board’s receipt of the Superintendent’s report on the results of the investigation or following a hearing, the Board must issue a written decision to affirm, reject, or modify the Superintendent’s decision.

● The Board’s decision can be appealed to the Commissioner of Education. The Commissioner of Education will not overturn a Board of Education’s decision absent a finding that the Board’s action was arbitrary, capricious, or unreasonable.

COMMITTEE OVERVIEW

Because the role of the Board is not to administer the district, but instead, to ensure it is well run, we must rely upon the committee structure to engage in meaningful work that empowers Board Members to meet their ethical obligations. Pursuant to Board policy 0155, “The Board of Education authorizes the creation of

9 Senate and General Assembly of the State of New Jersey, P.L.2010, CHAPTER 122, Anti-Bullying Bill of Rights Act (ABR), https://pub njleg state nj us/Bills/2010/PL10/122 PDF

committees of Board members charged to conduct studies, make recommendations to the Board, and act in an advisory capacity. Committees are not authorized to take action on behalf of the Board.”10

Committee meetings shall convene on a regularly scheduled basis or be called by the Chairperson of the standing committee or the Board President as the need arises. The President, Superintendent, Board Secretary, and all other members of the Board shall be advised of all Committee meetings by maintaining the shared Committee and Board Events calendars online.

The President of the Board may refer other items deemed appropriate to the various Committees for consideration on the recommendation of the Superintendent or Board. The Superintendent or his/her designee will review with each Committee those items falling within its area of responsibility After discussion by the Committee, the recommendation of the Superintendent and Committee will be reviewed by the entire Board.

Committees shall recommend yea, nay, recommend modification or no opinion to the Board, but may not make decisions for the Board.

GENERAL COMMITTEE EXPECTATIONS

● All recommendations will be based on how the outcome will lead to greater outcomes or opportunities for students

● Committee meetings will not be spent on personal issues of Board members.

● Provide regular communication on progress towards achievement of goals and objectives

● It is each Board member’s responsibility to read the agendas, review the notes, and direct questions to the committee chairperson(s).

● Meetings should last no longer than 90 minutes.

COMMITTEE PARTICIPATION, ROLES, & RESPONSIBILITIES

Board Committee Chairperson(s): To be appointed by the President.

● Coordinate the engagement of the committee

○ Work with the administrative liaison to set the agenda and arrange the meeting dates, times, and locations in order to keep the committee and the full Board informed of the actual meetings.

○ Facilitate group process / chair the meetings.

○ Meetings will be scheduled as full in-person or full virtual.

○ Lead the discussion and align the focus to the established District goals and how the specific goals assigned to your committee are to be supported.

10 Westfield Board of Education. District Policy 0155 - BOARD COMMITTEES. 2022. https://www straussesmay com/seportal/Public/DistrictPolicy aspx?policyid=0155&id=7d6a32e375194a82ba289370ea619f1e 11 | Page

○ Serve as a resource to members not on the committee to address questions or to introduce new items for consideration that fall within the realm of Board governance.

● Communicate between the committee / the Board / Superintendent

○ Work with the administrative liaison to ensure that the committee report is completed during or following every meeting.

○ Provide an oral summary to the full Board during the next public meeting with highlights and key communication points. Refer the Board to the committee report for the full report.

○ Communicate any anticipated problems or concerns to the Board President and to the Superintendent.

○ Set target dates for completing certain committee tasks and reports.

Board Committee members:

Your committee chairperson is faced with a demanding job and has the responsibility of presiding at your meetings, and guiding them in such a way so that a definite decision is reached and/or positive action is taken that is beneficial to your Board.

As a member of a committee, your job is important. You can assist in making the meeting as successful as possible by observing the following suggestions:

● Review Committee agendas and refer questions to Committee Chair prior to the Committee meeting

● Refer requests for topics to be discussed to Committee Chairpersons via email prior to the committee meeting for consideration. Topics may not be discussed at the next committee meeting, but will be added to the list of topics to be discussed in the committee agenda.

● Provide input and inquiries relative to the responsibilities defined by the Committee

● During the meeting, stick to the agenda. Offering subjects for discussion not appearing on the agenda impedes the meeting. Wait until the chairperson asks for a discussion of subjects not appearing on the agenda.

● To ensure maximum participation by Board members in committees, alternates should be called upon if a committee member is unable to attend. If a committee member is unable to attend a meeting, he/she should reach out to the alternate and copy the chairpersons. Repeated failure to make arrangements for missed meetings may result in the removal from the assigned committee.

● Do not hesitate to comment, question, or disagree constructively.

● Board members should summarize their convictions in a direct statement. This permits a more thorough examination of an idea that could be highly constructive when completely understood.

● Reviews Committee notes and refers questions/feedback to Committee Chair prior to Board meeting.

Administrative liaison:

● Confers with the Chairperson relative to agenda, presentations, and follow-up items relative to the roles and responsibilities of the committee.

● Takes minutes and provides draft Committee meeting minutes to Board Committee Chairperson for review prior to dissemination

Non-Committee Board members:

● COMMITTEE REPORTS: Review Committee agendas and reports prior to the next public Board meeting.

● QUESTIONS: Refer questions to Committee Chairpersons via email prior to the public Board meeting

● ADDITIONAL TOPICS: Refer requests for topics to be discussed to Committee Chairpersons via email prior to the committee meeting for consideration. Topics may not be discussed at the next committee meeting, but will be added to the list of topics to be discussed in the committee agenda.

Student Representatives:

● Student representatives are not standing members of Board Committees.

COMMITTEE AGENDAS AND MEETING PARAMETERS

The committee agenda should be a cooperative effort between the chair and the administrative liaison and/or the Superintendent. The creation of an agenda should be used to help advance the mission and goals of the district. Agenda items generally come from 1) administrative priorities, 2) direction from the Board majority, 3) emerging issues, and 4) items advanced from the committee. In an effort to improve the efficiency and effectiveness of Committee meetings, the administrative liaison will prepare all Committee meeting agendas as follows:

● Committee agenda items must be clearly connected to the district goals, Board goals, Committee goals, and within the scope of responsibility assigned to each Committee

● Committee agendas must be developed in order to support Board fact-finding, deliberation, and advisement so as to inform the governance functions of the full Board

● Agendas will be drafted by the Administrative liaison who will confer with the Committee Chairperson as needed

● Agendas and recorded minutes will use the template provided in the Board portal

● Each agenda item will be accompanied by a clear statement that identifies the purpose of the item and the action, if any, that is requested of the Committee and of the full Board

● Each Committee meeting shall have a start and end time with a limit of 1.5 hours in duration.

● A report on every Committee meeting will be posted in the Board portal and available to members of the full Board prior to the agenda meeting of the Board so that the report itself becomes the majority of the Committee report at that meeting.

REPORTING REQUIREMENTS

● Preliminary Committee agendas will be distributed to all committee members along prior to the scheduled meeting

● Draft meeting notes will be reviewed by the Committee Chair and shared on the Board portal within one week following each Committee meeting and will include pertinent background information with the report.

● Any Board member with a question should reach out to the Committee Chair.

● All Committees must provide an oral report to the full Board no later than at the next regular public meeting based on the notes in the agenda. Reports should refrain from including details of deliberative items in their report.

STANDING COMMITTEES

CURRICULUM, INSTRUCTION & PROGRAMS COMMITTEE

Scope and Purpose: The purpose of the Curriculum, Instruction, and Programs Committee is to generally review policies related to students (5000), curriculum, instruction, and programs (2000), review the processes related to curriculum, instruction, programs and assessment to make recommendations to the full Board. This shall be done in accordance with the district’s philosophy and educational goals, as well as state law.

An overview of topics to be discussed include:

1. Review and evaluate policies relating to students, curriculum, instruction, and programs

2. Review District Goals and Objectives related to Curriculum, Instruction, and Programs

3. Review process for the adoption of textbooks and development of curricula

4. Review proposed field trips and how they support district curriculum or programs

5. Review assessment data to understand how it impacts educational decision-making

6. Review educational programs in the district including, but not limited to, Special Education, Gifted & Talented, Intervention & Referral Services, and use of Technology

7. Review NJDOE required documents, such as the Comprehensive Equity Plan, the District Professional Development Plan, the performance evaluation system for teachers and administrators, and the Bilingual Three-Year Program Plan

8. Review classes that are either above or below the minimum number of students stated in the class size policy

9. Review anticipated expenses for the development of the operating budget related to curriculum development, professional development, instructional resources, etc.

FACILITIES & FINANCE COMMITTEE

Scope and Purpose - FINANCE: The purpose of the Finance Committee is to monitor and evaluate matters pertaining to the district finances and the proper maintenance of district facilities and to make recommendations regarding such matters to the full Board. The Committee shall review policies related to finances (6000), property (7000), and operations (8000) and programs in its area of responsibility and make recommendations to the full Board.

1. Review and evaluate policies relating to district Finances and Facilities

2. Review District Goals and Objectives related to Finance

3. Review deposits into reserve accounts and planned use of reserve accounts

4. Review the status of the district’s fund balance

5. Review trends in health benefits plan

6. Review annual audit

7. Review annual development of operating budget

Scope and Purpose - FACILITIES: The purpose of the Facilities Committee is to work with the administration to review and support. The Committee shall review policies (7000) and programs in its area of responsibility and make recommendations to the full Board.

1. Review and evaluate policies relating to facilities in the district

2. Review District Goals and Objectives related to Facilities and Technology

3. Review short and long-range facility plans

4. Review any proposed alterations or additions

5. Monitor the progress of any major facilities projects

6. Review energy and operational efficiency measures

7. Review the replacement schedule for major equipment and vehicles for budget purposes.

8. Review network and technology infrastructure projects and needs

9. Review bids and make recommendations for contract awards and change orders

10. Annually review anticipated expenses for the development of the operating budget.

POLICY, PERSONNEL & GOVERNANCE COMMITTEE (PPG)

Scope and Purpose - POLICY: The purpose of the Policy portion of PPG is to review, update, create or repeal bylaws and policies in accordance with district philosophy and educational goals as well as state law and

Educational codes. The Committee shall review policies and programs in its area of responsibility and make recommendations to the full Board.

Duties and Responsibilities:

1. Monitor the overall maintenance of the Board of Education policy manual

2. Review and evaluate Bylaws relating to Board governance and any other policy that may not fall under the purview of any other Committee

3. Provide a structure for the review and creation of policies while working cooperatively with the administration and other Board Committees in order to obtain input

4. Monitor and evaluate the effectiveness of existing district policies.

5. Ensure that the district is in compliance with all state-mandated and monitored policies and regulations

Scope and Purpose - PERSONNEL: The purpose of the Personnel portion of PPG is to review and make recommendations to the Board regarding policies and practices which have a direct effect on district personnel and the quality of personnel thereof These policies and practices shall require a criteria of excellence. The Committee shall review policies and programs in its area of responsibility and make recommendations to the full Board.

Duties and Responsibilities:

1. Review Board policies pertaining to all staff and employment issues.

2. Review job descriptions

3. Review procedures for the recruiting, hiring, retaining, renewing, and dismissal of staff

4. Review the standards and practices for staff evaluation including the annual review of non-tenured staff

5. Annually prepare a statement of anticipated personnel-related expenses for the budget

Scope and Purpose - GOVERNANCE: The purpose of the Governance portion of PPG is to review, update, create or delete Bylaws and policies in accordance with district philosophy and Educational goals as well as state law and Educational codes. The Committee shall review Bylaws and programs in its area of responsibility and make recommendations to the full Board.

1. Plan training opportunities for the full Board based on feedback and input from other committees

2. Review plans, documents, and reports that do not fall within the direct purview of another committee

3. Review the development of the School Calendar

4. Serve as Grievance committee, as needed, when the aggrieved requests a hearing before the Board in accordance with the collective bargaining agreement or Board policy

5. Ensure that the district is in compliance with all state-mandated and monitored reports

NEGOTIATIONS

Scope and Purpose: The purpose of the Negotiations Committee is to work with the administration to negotiate with the respective Collective Bargaining Units and make recommendations to the Board for approval.

Duties and Responsibilities:

1. Work cooperatively with the Administrative liaisons and Board Attorney to develop proposals and negotiate in good faith on behalf of the Board of Education to reach a mutually beneficial agreement

2. Sign a memorandum of agreement to recommend settlement terms to the remainder of the non-conflicted members of the Board

BOARD MEMBER LIAISONS

Scope and Purpose: Board of Education members may be assigned as liaisons to PTOs and other community-based organizations. The Board values these relationships as a critical component of our communication with parents and the community

As liaisons, Board members are expected to attend meetings of the assigned organization to provide a very brief report on current Board of Education topics. Depending on the nature of the topic, the liaison may defer to the principal or chain of command as appropriate. If a liaison is unable to attend a meeting, he/she will make every effort to arrange for the alternate Board member to attend. Current liaison assignments include: School PTO/PTSO, UCSBA, NJSBA Delegate Assembly, UCESC, Westfield Recreation Commission, and PTC.

Duties and Responsibilities:

1. Work with the point of contact to receive a list of meeting dates, times, and locations

2. Attend meetings of the organization to which they are assigned up to three times a year (beginning, middle-budget season, and end)

3. If a liaison is unable to attend a meeting, he/she will notify the point of contact

4. Listen and learn about the activities, interests, and mission of the organization

5. Be prepared to provide a very brief report on current Board of Education topics if requested

6. Respond to general inquiries for basic information

7. Defer more specific inquiries to the Superintendent or direct the individual to the chain of command, as appropriate

8. If necessary, provide a brief report of the important highlights of the meeting to the Board at the next public meeting 17 | Page

APPENDIX A - CALENDAR OF BOARD RESPONSIBILITIES

The list below provides an outline of the major activities that require action, review, and approval by the Board. In addition to the items listed, the Superintendent should regularly provide updates on progress toward the achievement of district goals and objectives and the Board should review progress toward the achievement of Board goals.

May

June

Board reorganization (April elections)

Appoint Board Leadership

Select Board Committees

District In-house orientation for new board members (April elections)

Board Code of Ethics Discussion (April elections)

CSA evaluation – begin process (all non-conflicted board members) once CSA has completed his/her portion

Begin Board self-evaluation process

Approve written curriculum that clearly and specifically aligns with the most recent State Board adopted version

End of Year personnel recommendations (All staff: Non-tenured, Tenured, & Administration)

Appoint outside professional positions not appointed at reorganization (register keepers, consultants, etc.)

Recognize Teacher/Staff Awards (special meeting)

July

Schedule Closed Session meeting (all non-conflicted board members) to organize Superintendent evaluation narrative (Rice Superintendent)

Finalize the Superintendent’s Evaluation and conduct closed session summary conference (Rice Superintendent; all non-conflicted board members) before July 1 as per statute

Board requests Contract Analysis, from NJSBA Labor Relations Dept., for employee contracts ending in June of the upcoming year

Review results of compiled Board Self-Evaluation

Board committees confirm meeting schedule for upcoming year

Superintendent reviews and revises Action Plans to achieve District Goals

Board Annual Retreat

August - September

Receive Superintendent Student Safety Data Systems Report for Period 2

Report: WHS Class of 202X / Graduation Pathways Report

Review progress of all students at key grade levels in mastering the NJ Student Learning Standards and on the performance of student subgroups on state tests

Annual review of Memorandum of Agreement (MOA) and law enforcement operations for alcohol, other drugs, weapons and safety

Board of Education approves District & BOE Goals and Action Plans

Approve the Safety and Security Plan

Board plans for negotiations for employee contracts ending in June of upcoming year and reviews bargaining unit contracts to determine start date for negotiations

Public presentation of standardized testing results

October

Public hearing of the Violence and Vandalism Report

Develop budget parameters focusing on student achievement based on strategic planning goals and/or district annual goals and set budget calendar

Public presentation of standardized testing results

NJSBA Workshop

November - December

District Performance Review (DPR) submission by Nov. 15 if applicable

Review budget priorities, ensure planned purchase of materials and curriculum development to support student achievement

Review audit report / approve and oversee the corrective action plan if needed

January

Receive Superintendent Student Safety Data Systems Report for Period 1

Review the requirements of Superintendent contract renewal (For contracts expiring July 1st see 19 | Page

Review preliminary budget numbers

Review Board Member mandatory training requirements

Financial Disclosure online submission to Ethics Commission (newly elected board members, November elections)

February

Board petitions for April elections due to County Board of Elections

Review preliminary numbers

Update on capital projects

March

Hold budget hearing / adopt budget (April elections)

April

Financial Disclosure online submission to Ethics Commission (existing board members and April elections)

Hold budget vote

Hold Board elections

APPENDIX B - Resources

For information you can contact:

● Superintendent: Raymond González

● Board Secretary: Patty Ramos

● NJ School Boards Association

○ Field Representative: Jeanne Cleary at jcleary@njsba.org or via her business cell at 908-403-2341.

○ Every business day, an NJSBA staff attorney is available to provide legal information to board members. Call 1-888-886-5722, Ext. 5254, to reach the Attorney of the Day

Basic Parliamentary Procedure: An Introduction to Robert’s Rules of Order

● https://www.njsba.org/wp-content/uploads/2016/05/publications_parliamentary-procedure-2014-2.p df

Board Voting Requirements

● https://www.njsba.org/wp-content/uploads/2016/02/legal-board-voting-requirements09.pdf

Open Public Meetings Act / Sunshine Law:

● Guidance from NJSBA Legal Department Regarding OPMA & Technology (Email)

○ https://www.njsba.org/services/legal/topical-school-law-resources/open-public-meetings-act-a nd-technology/

● Quick Reference for the OPMA

○ https://www.njstatelib.org/wp-content/uploads/2013/01/openpublicmeetingsact.pdf

Resources for Board Presidents

○ https://www.njsba.org/resources-for-board-presidents/

What Candidates Want To Know About Being A School Board Member

● https://www.njsba.org/wp-content/uploads/2016/03/FAQ_howtobecomeaschoolboardmember-3.pdf

Who Does What in Public School Governance: The Role of Board Members and Superintendents

● https://www.njsba.org/wp-content/uploads/2016/05/publications_whodoeswhat2014.pdf

Topical School Law Resources

● https://www.njsba.org/services/legal/topical-school-law-resources/

APPENDIX C - Code of Ethics for School Board Members

N.J.S.A 18A:12-24.1

a. I will uphold and enforce all laws, rules and regulations of the State Board of Education, and court orders pertaining to schools. Desired changes shall be brought about only through legal and ethical procedures.

b. I will make decisions in terms of the educational welfare of children and will seek to develop and maintain public schools that meet the individual needs of all children regardless of their ability, race, creed, sex, or social standing.

c. I will confine my board action to policy making, planning, and appraisal, and I will help to frame policies and plans only after the board has consulted those who will be affected by them.

d. I will carry out my responsibility, not to administer the schools, but, together with my fellow board members, to see that they are well run.

e. I will recognize that authority rests with the board of education and will make no personal promises nor take any private action that may compromise the board.

f. I will refuse to surrender my independent judgment to special interest or partisan political groups or to use the schools for personal gain or for the gain of friends.

g. I will hold confidential all matters pertaining to the schools which, if disclosed, would needlessly injure individuals or the schools. In all other matters, I will provide accurate information and, in concert with my fellow board members, interpret to the staff the aspirations of the community for its school.

h. I will vote to appoint the best qualified personnel available after consideration of the recommendation of the chief administrative officer

i. I will support and protect school personnel in proper performance of their duties.

j. I will refer all complaints to the chief administrative officer and will act on the complaints at public meetings only after failure of an administrative solution.

APPENDIX D - Frequently Asked Questions

● A member of the public shared/emailed a concern, complaint, or question to the Board about a school or the district. Who should I reach out to?

○ Follow the district organization and chain of command. Decision-making shall be kept as near the task as possible. In general, the Superintendent is accountable for all activities and personnel in the district. Under the supervision of the Superintendent, each Principal is accountable for all activities and personnel within his/her building.

● As a Board Member, I have a concern, complaint, or question about a school or the district. Can I reach out to the administration?

○ As a Board of nine, it is important to understand that the Superintendent is the only Board employee. If each Board member reaches out to members of the administration with questions, suggestions, or concerns it will redirect them from their daily responsibilities and blur the lines of authority and accountability Board members should refrain from contacting district personnel directly Instead, when Board members have questions, they should follow the guidance in the Board Member to Administration Communication section of this handbook.

● As a parent, I have a concern, complaint, or question about something related to my child or child’s school. Can I reach out to the administration?

○ Board members do not relinquish their rights to advocate for their child. Therefore, follow the chain of command when reaching out to the school and use your personal email when communicating with school/district personnel.

● I have a suggestion, idea, or request about a particular program. How do I get it on an agenda?

○ Requests for topics to be addressed by the Board should be referred to the relevant committee for review and discussion.

● How do I get things on the agenda?

○ The Superintendent of Schools, in collaboration with the Board President, is responsible for creating the agenda for each Board meeting. This agenda will include presentations, reports, and actionable items based upon committee recommendations and administrative needs to administer the district and comply with requirements.

● When do we have time to talk about issues that are important to each board member?

○ Issues that are important to each board member can be discussed by the relevant committee. And any requests for discussion under New Business should be submitted to the Superintendent, Business Administrator, and Board President before releasing the Board Agenda to the public and only after they have been discussed by the appropriate committee.

● What does the committee system mean to our deliberation and decision- making?

○ Because the role of the Board is not to administer the district, but instead, to ensure it is well run, we rely upon the committee structure to engage in meaningful work that empowers Board

Members to meet their ethical obligations. Committees are not authorized to take action on behalf of the Board.

● How do I find out exactly what goes on in a committee meeting?

○ There are three ways to find out what goes on in a committee meeting:

■ Meeting notes will be shared on the Board portal within one week following each Committee meeting and will include pertinent background information with the report.

■ Any Board member with a question can reach out to the Committee Chair or any Board member in attendance.

■ All Committees provide an oral report to the full Board no later than at the next public meeting

● How do I give direction to the superintendent or other administrators so that they will do what I want them to do?

○ As a Board of nine, it is important to understand that the Superintendent is the only Board employee. The superintendent is responsible for administering the district and only takes specific direction from the Board majority

○ Board members should refrain from contacting district personnel directly If each Board member reaches out to members of the administration with questions, suggestions, or concerns it will redirect them from their daily responsibilities and blur the lines of authority and accountability

● How often can I visit the schools to check up on programs and staff?

○ You cannot visit the schools to check up on programs and staff. The function of the school Board is not to run the schools, but to see that they are run effectively.

● What do I do with all the reports I receive – do I really have to read it all? Should I save it all?

○ It is each Board member's responsibility to thoroughly read the agenda and relevant attachments prior to the Board meeting to ensure he/she can make an informed decision on action items.

○ All information shared with the Board is available in the Board portal.

● What is the difference between regular session discussion and closed or executive session discussion?

According to the NJSBA, A Guide to Board of Education Meeting in NJ :11

11 “A Guide to Board of Education Meetings in New Jersey” New Jersey School Boards Association, https://www njsba org/wp-content/uploads/2021/12/guide-to-boe-meeting pdf

○ Regular session is a public meeting for the purpose of discussing or engaging in the business of the Board when a majority of the Board members are present. School boards are required to set aside a portion of every meeting for public comment

○ Executive session is reserved for topics such as:

■ PERSONNEL: Reserved for the discussion of a particular employee or employees. In addition, the affected employee/s must be given advance notice of the board’s intention to discuss them and the right to request the meeting stay open to the public.

■ PENDING/ANTICIPATED LITIGATION: Issues involving attorney-client privilege are to be used only when there is potential litigation.

■ UNWARRANTED INVASION OF PRIVACY: Generally, when school board discussions would necessarily identify particular students, the school board is permitted to close the meeting to the public.

■ NEGOTIATION STRATEGIES: Specifics dealing with negotiation strategies with labor unions.

■ LAND PURCHASES: Only price and terms can be discussed in closed session.

■ SECURITY ISSUES: Specifics that could undermine safety of students and staff,if made public.

Votes cannot occur in executive sessions.

● What are our rights for appointing and evaluating other staff members?

○ The Superintedent is responsible for the evaluation of staff and recommending the hiring of new staff and renewal or nonrenewal of non-tenured staff.

○ Per the Code of Ethics for School Board Members, the Board “will vote to appoint the best qualified personnel available after consideration of the recommendation of the chief administrative officer.”

● Why are some things “roll” call votes and others just voice votes?

● “On some matters, boards have the option of conducting a simple voice vote. Typically, the board president in such a situation calls for those in favor of a matter to simultaneously vote “aye” or “yes” and those opposed to vote “no.” The president then judges whether more members called out yes or no and announces the result.

This practice is fine for routine matters that do not require a roll call or a specific number of votes. The best practice is for boards to use a recorded roll call vote for all matters that require a super-majority or majority of the full board and reserve a “voice vote” only for matters without a specific voting requirement.”12

12 Croot, John E. “Taking Action: A User’s Guide to School Board Voting.” New Jersey School Boards Association, https://www.njsba.org/news-publications/school-leader/november-december-2017-volume-48-no-3/taking-action-users-guide-scho ol-board-voting/ 26 | Page