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District Policies - B

Table of Contents

BA          Goals and Objectives 
BBBB      New Member Orientation 
BBBC      Board Member Development Opportunities 
BBBE      Reimbursement for Expenses 
BBC        Board Committees 
BBE        Attorney -KSA 72-8205 
BBG        Consultants (See CJ)  
BCAC      Special Meetings-KSA 72-8205   
BCAE      Public Hearings 
BCBD      Agenda -KSA 75-4318 
BCBF      Rules of Order -KSA 72-8205 
BCBG      Voting Method -KSA 75-4301 et seq. 

BCBH    Minutes -KSA 72-8202 
BCBI     Public Participation  
BCBJ    News Coverage -KSA 75-4317 et seq. 
BCBK    Executive Sessions (See KB) -KSA 75-4317 et seq. 
BDA      Policy Development System Adoption 
BDC      Policy Adoption -KSA 72-8205; 72-8212 

BE         School Board Records -KSA 72-5369 et seq.; 10-1117; 10-1118 
BG         Memberships -KSA 72-5326 


BA  Goals and Objectives

The board shall provide the best educational system possible within the financial limitations of the district. (See ABE)

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BBBB   New Member Orientation

Newly elected members of the board may be invited to attend all meetings of the board prior to the time they officially take office.  Newly elected and newly appointed board members shall be encouraged to attend workshops for new board members sponsored by the Kansas Association of School Boards.   (See BG)Present members of the board and the superintendent shall conduct an appropriate orientation program designed to acquaint new board members with the district, board policies, duties, responsibilities and other activities.

Newly elected board members shall receive copies of all agendas, reports and other communications normally received by current board members except information or material of a confidential nature.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BBBC    Board Member Development Opportunities

The Hutchinson USD 308 Board of Education strongly supports the concept of life-long learning for all school employees and for members of the Board of Education.  To encourage continuous professional development of its members, the Board of Education has authorized its members to attend in-state and out-of-state activities related to their responsibilities as members of the Board of Education at the expense of the school district.  The district’s policy regarding travel and reimbursed expenses shall govern all funded Board of Education travel requests and reimbursements.

  1. Following the organizational meeting of the Board of Education each July, a calendar of Board related conferences shall be prepared by the Public Information Officer and distributed to the Board.  Each Board member shall have the opportunity to identify specific conferences in which he/she would like to participate.
  1. Representatives of the Board of Education at Board/district related conferences should be as follows:
    1. In district conferences – All Board members are encouraged to participate
    2. In state conferences -  All Board members are encouraged to participate
    3. Out-of-state conferences – Two Board members may participate
  1. Individual Board members are authorized to attend one district funded out of state conference during his/her four year term on the Board paid from the General Fund.  However, travel to an out-of-state conference is prohibited by a Board member who is within six months of the expiration of his/her term and does not intend to seek reelection to the Board of Education.
  2. Board members shall be eligible for attendance at out-of-state conferences according to a rotation that insures that each Board member has the opportunity to attend an out-of-state conference at least once during each four (4) year term.

            The rotation will be established based on seniority and/or alphabetical order and will be affirmed by the Board each year.  Attached is an example of such a rotation.

            Following each year, the top two positions would rotate to the bottom of the list unless a Board member(s) was unable to participate in an out-of-state conference when he/she was in position one or two.  In all cases, the terms as specified in paragraph b would have to be met.  When a Board member holding a position does not seek reelection or is not reelected to the Board of Education, that position moves to the bottom of the list.

  1. Travel expenses for all Board members will be funded from the Board of Education allocation within the general fund budget and in accordance with Board Policy GAN.
  1. The district will not fund out of state travel by members of the Board of Education who are within their last year of their elected term and do not intend to seek reelection to the USD 308 Board of Education.
  2. District funded out-of-state reservations and registrations will be made by the office of the superintendent no less than 60 days in advance of a scheduled conference; the President of the Board must approve any exceptions.
  3. All district funded air travel will be the most economical and all Board members will use the least expensive class of travel.
  4. Board members who are invited to attend national conferences or activities by outside organizations and/or agencies may do so, provided all expenses are paid by the inviting organization and/or agency.  When notified that a Board member has accepted an invitation from an outside organization and/or agency the office of the superintendent of schools may coordinate travel arrangements if requested to do so by the Board member.  When a Board member attends a national meeting paid for by an outside agency, the Board member retains his/her position in the rotation system.
  5. When a Board member wished to attend an out-of-state meeting out of the rotation sequence, the Board member may do so at his/her expense.

First reading:      10/8/07

Second reading:  10/22/07

Reinstated:  10-13-14

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BBBE  Reimbursement for Expenses

No board member shall be reimbursed for expenses incurred for any travel unless the travel has been approved by the board.  Board members will abide by travel and reimbursement procedures established for district employees.  These procedures prescribe use of a district-owned or district-rented vehicle when possible.  In the event that board members must provide their own transportation, they shall be reimbursed for each mile actually traveled in attending board meetings and in the performance of district business.  Any payments to board members must be in the form of a reimbursement for amounts previously paid by the board member, and receipts shall be provided by the board member in accordance with the provisions of GAN.

Approved:  October 12, 1998

Updated:  July 7, 2003

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BBC  Board Committees

The board shall operate at all times as a committee of the whole.

There shall be no standing or temporary committees except as otherwise provided for in these policies.

The board shall establish advisory committees as it deems necessary.  The type and function of each advisory committee shall be dictated by the needs of the district for the special services of the committee.  The board shall appoint all members of all advisory committees.  Each advisory committee shall organize itself with assistance from the superintendent.  The superintendent shall provide appropriate material to each committee.

No direct financial assistance shall be furnished any committee without the prior approval of the board.

A line of communication shall be established between each committee and the superintendent and the board.

Each committee shall report to the superintendent or to the board as the board may require by regulation or by procedure.

The board may dissolve any advisory committee at any time.

In appointing members of advisory committees, the board shall consider the recommendation of the superintendent and other members of the administrative staff, as well as the recommendations of individual board members.

The superintendent shall call a meeting of the committee for the purpose of organizing.  At the meeting, the superintendent shall inform the committee of its charge. The superintendent shall monitor the progress of the committee and relay information to the board.

The superintendent shall assign school personnel; provide materials and present requests for financial assistance to the board in order to assist the committee in its study as the situation warrants.  The superintendent shall exercise discretion in providing personnel.

Minutes of all committee meetings shall be prepared and all minutes of the committee meetings will be filed with the clerk of the board.

The board may dissolve the committee by appropriate board action.  Committee members shall be notified of the board's action.  No committee shall exist longer than one year unless reappointed by the board.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BBE  Attorney

The board shall retain a qualified attorney to handle all legal matters referred by the board.  The duties and compensation of the attorney shall be approved by the board.

The school attorney may attend all regular meetings of the board and other meetings of the board as required.  The school attorney shall provide legal advice and counsel to the board.

The school attorney's contract shall establish the amount of compensation and shall be reviewed annually by the board in July.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BBG  Consultants  (See CJ)

The board may use consultants to assist the board in the operation of the district.

To the extent possible, consultants will be obtained on a gratis basis.  Neither the superintendent nor any member of the staff is authorized to engage a consultant for pay without the prior consent of the board.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BCAC  Special Meetings (See BCBF)

WAIVER O F N O T I C E

I hereby waive the written notice required under the provisions of K.S.A. 72-8205 as to the time, place and purpose of a special meeting of the Board of Education of

Unified School District No. 308, Reno County, Kansas, held on                  , 2_ _ _.            

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Member, Board of Education

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Member, Board of Education

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Member, Board of Education

-----------------------------------

Member, Board of Education

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Member, Board of Education

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Member, Board of Education

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Member, Board of Education Attest:

---------------------------------

Clerk, Board of Education

Unified School District No. 308

Reno County

State of Kansas

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BCAE  Public Hearings (See BCBI)

The board may hold public hearings as required by law and on those matters which so warrant.

The board may hold public hearings before taking action in regard to the changing of attendance center boundaries, the holding of bond elections, capital outlay levy elections and elections to increase the tax levy or budget, and all other matters as required by law or which the board deems appropriate.  Public hearings will be held at a convenient time and a suitable place which is believed to be adequate and comfortable for the audience.

The president or vice-president of the board shall preside at such hearings and shall request every participant to state his name, residence and purpose for speaking.  The procedure governing public participation at board meetings is found in BCBI.

Approved:  October 12, 1998

Updated:  November 9, 2009

Revised:  August 26, 2013

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BCBD  Agenda

The board shall adopt an agenda at the beginning of each meeting. 

The superintendent shall distribute to each board member prior to each meeting appropriate background material concerning items on the agenda, which then shall be referred to as the annotated agenda.

Approved:  October 12, 1.998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BCBF  Rules of Order

The board shall be governed by rules of procedure as adopted by the board and in accordance with law.  In no event shall Robert's Rules of Order be adopted by the board.

The president (or vice-president in the absence of the president) will preside at all meetings.  In the absence of both the president and the vice-president, the members present shall elect a president pro tempore who will serve only for that meeting or for that part of the meeting in which the president and vice-president are absent.

Any member of the board who wishes to make a motion, second a motion or discuss pending business will first secure recognition of the board president.

The president will present each agenda item for discussion or designate the superintendent or other staff member who will present the agenda item.

All formal actions of the board will be taken by ordinary motions unless a formal resolution is required by law.

It will not be necessary for a motion to be before the board in order to discuss an agenda item which has been presented by the board president for consideration.  In the ordinary course of events, the board will discuss all matters other than routine procedural questions prior to the making of a motion in order that the reaching of consensus may be facilitated.

The following motions will be in order:

To recess;

To take action,

To amend a motion to take action, but such amending motion will be

disposed of before any other motion to amend the main motion will be in order;

To defer action, either finally or to a specific time, date and place; 

To go into executive session; and

To adjourn, either finally or to a specific time, date and place.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BCBG Voting Method

The board shall take action by way of motions.  No motion may be acted upon until it has been duly seconded by a member of the board.  The vote on all motions shall be by "yes" and "no" and will be taken by a show of hands.  Following each vote, the president shall announce that the motion carried or failed by a vote of _____ affirmative votes to _____negative votes. The minutes shall indicate whether a motion passed or failed.  Each board member shall have the privilege of explaining for the record any vote, be it affirmative, negative or abstaining.

Any abstaining vote shall be counted as a "no" vote. (See KSA 72-8205)    Any member may declare a conflict of interest in a particular issue and shall leave the meeting until the matter is concluded.  The minutes shall reflect the fact that a particular member has declared a conflict of interest and left.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BCBH Minutes

Accurate minutes of each board meeting shall be taken and transcribed.  The board shall review the minutes of each meeting as soon thereafter as practicable, shall make any corrections or changes required to make the minutes accurately reflect the action taken by the board and then approve such minutes as presented or changed.

The clerk of the board shall be responsible for taking and transcribing the minutes of each meeting of the board.  In the absence of the clerk, the board shall designate an acting clerk.  Transcribed minutes shall be sent to the board as soon as possible after each meeting.  The minutes shall clearly reflect all motions voted on by the board, including action taken by the board on motions which did not pass.  The minutes will not contain a summary of each statement, either written or oral, made by the board member, a guest or a member of the staff unless the board chooses to have written remarks be made part of the minutes.  If such a request is made, the board shall direct the clerk to attach a copy of the written remarks to the minutes.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BCBI Public Attendance at Board Meetings                                                           

The general public shall be invited to attend all board meetings, except executive sessions.

Any patron wishing to speak to the board regarding an issue shall first notify the Superintendent at least five days prior to the meeting and state the reason(s) for the request.  The superintendent shall determine whether such issue may be solved by the staff without appearance of the patron before the board.  If not, the superintendent shall place the patron's request on the agenda of the next regular board meeting.

At each meeting of the board, the president or the presiding officer of the board shall welcome all visitors to the board meeting.

The board president may, at the president’s discretion, ask those patrons attending the board meeting if any of them have something to bring to the attention of the board.  The rules for the public forum are available through the clerk prior to the board meeting and at the meeting itself.  The board president may impose a limit on the amount of time a visitor may have to address the board. The board president may ask groups with the same special interest to appoint a spokesperson.

If it appears that the matter which the visitor wished the board to consider will consume an amount of time the board feels cannot be spared at said meeting, the board shall invite such visitor to return at a subsequent regular or special meeting.                       

Handling of Complaints  (See KN)

Only in those cases where satisfactory adjustment cannot be made by a principal or the superintendent, shall the superintendent refer complaints to the board.

Approved:  October 12, 1998

Updated:  November 9, 2009

Revised:  August 26, 2013

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BCBJ  News Coverage 

The news media shall be invited and encouraged to attend all board meetings, except executive sessions.

Broadcasting and Taping

Broadcasting and taping of the public board meeting shall be subject to rules adopted by the board.

At each meeting of the board, the board may provide accommodations for all members of the news media present.  The superintendent may provide copies of the board agenda to all news media prior to each meeting of the board upon request or as required by law.  At an appropriate time the board shall give full cooperation in explaining any action or consideration taken by the board.

Broadcasting and Taping

The use of cameras, photographic lights and recording devices at any meeting of said board shall be subject to the following rules, which are designed to ensure the orderly conduct of the proceedings.

Cameras

The use of cameras at any said board meeting shall be permitted only when, in the judgment of the board, the use or proposed use of any camera will not be a disruptive influence upon the proceedings, genuinely annoying or harassing to the board or any member thereof or operated to attract undue attention to the camera or the proposed user thereof.

Recording Devices

Use of recording devices at any said board meeting shall be permitted when, in the judgment of the board, the use or proposed use of any recording device will not be a disruptive influence upon the proceedings, genuinely annoying or harassing to the board or any member thereof or operated to attract undue attention to the recording device or the proposed user thereof.

All recording devices, including microphones, shall be kept in the area designated for the media and may be placed in the immediate vicinity of the board conference table only with board permission.

No cameras or recording devices shall be allowed at executive sessions of the board.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BCBK  Executive Session

Sample Motion

I move that the board go into executive session for the purpose of discussing _____________________ (a statutorily approved reason); and that the board return to the open meeting at ______ o'clock in this room.  The executive session is required due to

*_____________________.

  1. Personnel matters for non-elected personnel,
  2. Consultation with an attorney for the body or agency which would be deemed privileged in attorney-client relationship,
  3. Matters relating to employer-employee negotiations whether or not in consultation with the representative or representatives of the body or agency,
  4. Confidential data relating to financial affairs or trade secrets of corporations, partnerships, trusts, and individual proprietorships,
  5. Matters relating to actions adversely or favorably affecting a person as a student, patient or resident of a public institution, except that any such person shall have the-right to a public hearing if requested by that person,
  6. Preliminary discussion relating to the acquisition of real property,
  7. Matters relating to the security of the board, the school, school buildings or facilities or the information system of the school.      

*Explanation of reason for executive session

NO BINDING ACTION SHALL BE TAKEN DURING CLOSED OR EXECUTIVE SESSIONS

When a motion is made to go into executive session, all three blanks in the sample motion (See BCBK) must be filled in as follows:

The purpose for the executive session will be one of the seven reasons stated in BCBK.

The time the board will return to the open meeting will be specifically stated.  If necessary, the executive session may be extended with another motion made after the board returns to open session.

The third blank will explain why one of the seven statutorily acceptable reasons was chosen. Examples:

  1. Personnel:  To protect the privacy interests of an identifiable individual.
  2. Consultation with an attorney:  To protect attorney-client privilege, and the public interest.
  3. Negotiations:  To protect the district's right to the confidentiality of its negotiating position, and the public interest.
  4. Confidential data:  To protect a trade secret.  To protect the privacy rights of a corporation, partnership, trust, etc. with regard to their financial affairs.
  5. Matters concerning an individual, such as a student (not non-elected personnel):  To protect the privacy rights of a student who is identifiable.
  6. Preliminary discussion of real property acquisition:  To protect the district's financial interest and bargaining position.
  7. Matters relating to the security of the board or the school:  To ensure the security of the school, school buildings or facilities and/or the information system of the school is not jeopardized.

Approved:  October 12, 1998

Revised:  June 12, 2000

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BDA  Policy Development System Adoption

The board shall regularly review its policies and the District’s administrative policies and procedures and shall, as needed, amend and supplement the same.

Policy Draft Writer

The superintendent shall draft all recommended policy changes, including new policy recommendations.

Attorney Involvement

Policies and rules of the board may be submitted to the board's attorney or to the staff of KASB to determine the legality of said policies and rules before they are submitted to the board for final approval.

Staff Involvement (Also GAC)

In formulating policy recommendations to be made to the board, the superintendent may involve members of the district staff.

Community Involvement

To the extent possible, the board may involve patrons in the development of board or district administrative policies.

Student Involvement

To the extent possible, the board may involve students in the development of board or district administrative policies. Approved:  October 12, 1998

Updated:  November 9, 2009

Revised:  August 26, 2013

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BDC  Policy Adoption 

The board shall adopt new policies and delete or modify existing policies.  All handbooks are to be approved by the board and adopted, by reference, as a part of these policies and rules.

Policy Dissemination

Changes in board policy shall be disseminated in the manner provided by the rules and regulations of the board.

Policy Review

The board shall review its policies and rules on an annual basis.  Any Policies of the board which are not in accordance with the Constitution and the laws of either the State of Kansas or the United States shall be null and void, but the remainder of the policies shall remain in full force and effect.

The policies, rules and regulations of the board may be amended at any regular, special or adjourned meeting of the board by a majority vote of the members of the board.

A recommendation by an individual or group of citizens or patrons to adopt or amend any policy or rule may be submitted at any regular board meeting.

Any action on the recommendation will take place at the next regular meeting of the board unless an emergency is declared.  In this case, final action may be taken during the meeting at which a recommendation is presented.

Policy Dissemination

The superintendent shall be responsible for developing a procedure to ensure that persons who have hard copies of the board policy book receive changes in board policy and the policies which have been amended or deleted are removed from such policy books.  A copy of the board policy book shall be kept in the district's administration center.  The primary method for publishing and sharing the policy book for staff and public will be electronically via the school district web site.  The policies in this format will be fully indexed and searchable. 

The clerk will keep an historical set of board policies which will reflect all revisions, amendments or other actions pertaining to every policy and rule.

Approved:  October 12, 1998

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BE  School Board Records (See CN)(See BCBK, CN, CYA, ECA, II, and KBA)

The board shall keep records necessary to document board actions

Approved:  KASB Recommendation – 12/00; 2/07; 4/07; 6/07

Board Approved:  August 27, 2007

Updated:  November 9, 2009

Reviewed:  August 26, 2013

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BG  Memberships 

The board may maintain membership in the Kansas Association of School Boards and may participate in the activities of the National School Boards Association and other educational organizations or associations approved by the board.

Approved:  October 12, 1998

Updated:  November 9, 2009

Revised:  August 26, 2013

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