Windsor CUSD #1                                                                                                       2:150

 

School Board

 

Committees [1]

The School Board may establish committees to assist with the Board’s governance function and, in some situations, to comply with State law requirements. These committees are known as Board committees and report directly to the Board. Committee members may include both Board members and non-Board members depending on the committee’s purpose. The Board President makes all Board committee appointments unless specifically stated otherwise. [2] Board committee meetings shall comply with the Open Meetings Act. [3] A Board committee may not take final action on behalf of the Board – it may only make recommendations to the Board. [4]

Special Board Committees

A special committee may be created for specific purposes or to investigate special issues. A special committee is automatically dissolved after presenting its final report to the Board or at the Board’s discretion. [5]

Standing Board Committees [6]

A standing committee is created for an indefinite term although its members will fluctuate. Standing committees are:

1.      Board Policy Committee. [7] This committee researches policy issues, and provides information and recommendations to the Board.

2.      Parent-Teacher Advisory Committee. [8] This committee assists in the development of student discipline policy and procedure, and provides information and recommendations to the Board. Its members are parents/guardians and teachers, and may include persons whose expertise or experience is needed. The committee reviews such issues as administering medication in the schools, reciprocal reporting between the School District and local law enforcement agencies regarding criminal offenses committed by students, student discipline, disruptive classroom behavior, school bus safety procedures, and the dissemination of student conduct information.

3.      Behavioral Interventions Committee. [9] This committee develops and monitors procedures for using behavioral interventions in accordance with Board policy 7:230, Misconduct by Students with Disabilities, and provides information and recommendations to the Board. At the Board President’s discretion, the Parent-Teacher Advisory Committee shall perform the duties assigned to the Behavioral Interventions Committee.

Nothing in this policy limits the authority of the Superintendent or designee to create and use committees that report to him or her or to other staff members. [10]

LEGAL REF.:        5 ILCS 120.

105 ILCS 5/10-20.14 and 5/14-8.05.

CROSS REF.:        2:110 (Qualifications, Term, and Duties of Board Officers), 2:200 (Types of School Board Meetings), 2:240 (Board Policy Development), 7:190 (Student Discipline), 7:230 (Misconduct by Students with Disabilities)

 

Administrative Procedure - Superintendent Committees

The Superintendent or designee creates Superintendent or administrative committees as deemed necessary, makes all appointments, and directs all activities. A Superintendent or administrative committees reports to the Superintendent or administrator who directs its activities. The Superintendent or designee should consult the Board Attorney (a) concerning whether any of these committees must comply with the Open Meetings Act (OMA), and/or (b) to receive guidance for ensuring that the meetings either comply with OMA requirements or do not trigger OMA. [11] Unless otherwise indicated, the listed Superintendent or administrative committees are optional:

Communicable and Chronic Infectious Disease Program Task Force

This task force assists in the development and review of a chronic and infectious disease program consistent with the District’s policies and State and federal laws and regulations, and reports directly to the Superintendent or designee. Appointments are made to the task force only if the Superintendent or designee determines that its input is desirable. See policies 5:40, General Personnel - Communicable and Chronic Infectious Disease; and 7:280, Students - Communicable and Chronic Infectious Disease.

Task force members include the Superintendent or designee, school medical advisor, a school nurse, and representatives from the School Board, local health department, PTA, the professional staff, and other employee groups.

Communicable and Chronic Infectious Disease Review Team

This review team monitors those employees and students who have a communicable and chronic infectious disease, and:

1.       Reviews individual medical case histories.

2.       Recommends the most appropriate educational setting for a student, which may include temporary removal from and return to the regular educational setting.

3.       Recommends the most appropriate work setting for an employee; this may include retention in his/her present position, transfer to another position, or temporarily excused from or returned to his/her work assignment.

Team members include the District’s medical advisor, a school nurse, the Building Principal, and the Superintendent or designee.

The review team is guided by the Board’s policies, Illinois Department of Public Health rules and regulations, and all other applicable State and federal laws. It reports directly to the Superintendent or designee. See also policies 5:40, Communicable and Chronic Infectious Disease, and 7:280, Students - Communicable and Chronic Infectious Disease. The review team consults the employee’s or the student’s personal physician and local health department officials before making any recommendations.

The Communicable and Chronic Infectious Disease Review Team respects the privacy rights of each employee and student and takes such precautions as may be necessary to secure confidentiality.

Food Allergy Management Committee

This committee develops and implements the District’s Food Allergy Management Program and reports directly to the Superintendent or designee. It monitors the program for effectiveness and establishes a schedule for the Superintendent to report this information to the Board. See policy 7:285, Food Allergy Management Program, that is based upon the ISBE/IDPH Guidelines at:

www.isbe.net/nutrition/pdf/food_allergy_guidelines.pdf.

Committee members include District-level administrators, Building Principals, the District Safety Coordinator (see 4:170-AP1, Administrative Procedure - Comprehensive Safety and Security Plan, Part C, District Safety Coordinator and Safety Team; Responsibilities), District 504 Coordinator (see 6:120, Education of Children with Disabilities), staff members, parents/guardians, community members, and students.

Employee Drug Abuse Committee

This committee makes recommendations directly to the Superintendent or designee regarding employee drug abuse, and:

1.       Cooperates with community and State agencies on drug abuse programs.

2.       Gathers information about drug abuse and suggests methods to disseminate it to staff.

3.       Develops a support network that encourages employees to self-refer for treatment and suggests procedures for early identification and treatment.

4.       Recommends procedures that would protect the privacy of employees while taking into consideration the Board’s obligation to provide a safe environment and to ensure high quality performance.

5.       Recommends a method to explicitly inform employees of District policy and the consequences of drug abuse.

Committee members include the Superintendent or designee, the District’s medical advisor, and employee representatives from both professional and educational support personnel. The committee is guided by Board policies, administrative procedures, and relevant State and federal statutes. See policy 5:50, Drug- and Alcohol-Free Workplace; Tobacco Prohibition.

Pandemic Planning Team

This team builds a strong relationship with the local health department and emergency medical agencies and uses their assistance to develop and implement a comprehensive pandemic influenza school action plan and build awareness of the final plan among staff, students, and community. See policy 4:180, Pandemic Preparedness, and 4:180-AP1, Administrative Procedure - School Action Steps for Pandemic Influenza.

Team members may include one or two Board members, administrators, and staff members.  It reports directly to the Superintendent or designee.

Sex Equity Committee

This committee supports the District’s efforts to eliminate sexual harassment by advising the Superintendent or designee on prevention, intervention, and education. Committee members may include community representatives, District administrators, teachers, and students. See policies 5:10, Equal Employment Opportunity and Minority Recruitment; 5:20, Workplace Harassment Prohibited; 7:10, Equal Educational Opportunities; and 7:20, Harassment of Students Prohibited.

School Violence Prevention Team

This team builds awareness about and supports the development and implementation of the District’s:

1.       Targeted School Violence Prevention Program. See 4:170, Safety; and 4:170-AP7, Administrative Procedure - Targeted School Violence Prevention Program.

2.       Anti-bullying program, when and as appropriate. See 7:180, Prevention of and Response to Bullying, Intimidation, and Harassment; and 7:180-AP1, Prevention, Identification, Investigation, and Response to Bullying and School Violence.

All Building Principals or their designees must be on this team. Other team members may include the District Safety Coordinator (see 4:170-AP1, Administrative Procedure - Comprehensive Safety and Security Plan, Part C, District Safety Coordinator and Safety Team; Responsibilities), law enforcement representatives, Board Attorney, District psychologist(s), mental health workers and/or social service agencies, faith leaders, community members, and students. It reports directly to the Superintendent or designee.

Title I Advisory Committee

This committee is required if the District receives or desires to receive Title I funds. See policy 6:170, Title I Programs; 20 U.S.C. §6312; 34 C.F.R. §§200.41, 200.50, and 200.52(a)(1); and 105 ILCS 5/2-3.25d (for Illinois requirements). The committee supports the development and implementation of the District’s Title I plan. Its activities may include, at the Superintendent or designee’s directive:

1.       Facilitating the active involvement of parents/guardians in their children’s academic success by such activities as coordinating Title I parent-teacher conferences, providing information to help parents/guardians assist their children, coordinating volunteer or paid participation by parents/guardians in school activities, and establishing a process to respond to parents/guardians’ inquiries and recommendations.

2.       Distributing Title I informational materials.

3.       Preparing and monitoring revised School Improvement Plan(s).

4.       Supporting the implementation of Board policy 6:170, Title I Programs.

Committee members include parents/guardians and teachers of Title I children. It reports directly to the Superintendent or designee.

PERA (Performance Educational Reform Act) Joint Committee and the RIF (Reduction in Force) Joint Committee

Each committee listed below is required until its function has been fulfilled; each reports directly to the Superintendent or designee.

1.       PERA joint committee. This mandatory committee develops a plan for incorporating data and indicators of student growth into the evaluation plan. The joint committee is “composed of equal representation selected by the district and its teachers, or where applicable, the exclusive bargaining representative of its teachers.” 105 ILCS 5/24A-4(b). If, within 180 calendar days of the committee’s first meeting, the committee does not reach agreement on the plan, the District must implement ISBE’s model evaluation plan with respect to the use of data and indicators on student growth. The amendment of an evaluation plan continues to be a mandatory subject of bargaining.

2.       RIF joint committee. This mandatory committee convenes annually to consider issues identified in the statute concerning the selection of teachers for layoff. 105 ILCS 5/24-12(c). On or before December 1 each year, the RIF joint committee must be established and must hold its first meeting. It is composed of individuals appointed by the Board and the teachers (or the exclusive bargaining representative of its teachers).

Concussion Oversight Team

The Concussion Oversight Team is required until its function has been fulfilled; it reports directly to the Superintendent or designee. State law requires the team to establish protocols for return-to-play and return-to-learn for students who have suffered a concussion or head injury during interscholastic athletic activities. See policy 7:305, Student Athlete Concussions and Head Injuries. 105 ILCS 5/22-80(d), added by P.A. 99-245; if approved by the House and signed by the Governor, SB219 will extend the effective date to the 2016-2017 school year. The Board must appoint or approve a Concussion Oversight Team. Section 22-80(d) identifies who must be on each Concussion Oversight Team. A physician, to the extent possible, must be on the team. If the school employs an athletic trainer and/or nurse, they must be on the team to the extent practicable. The team must include, at a minimum, one person who is responsible for implementing and complying with the return-to-play and return-to-learn protocols adopted by the team. Other licensed health care professionals may be appointed to serve on the team.

 

 

 



[1] State or federal law controls this policy’s content in that some committees are required by State law, such as, Parent-Teacher Advisory Committee and Behavioral Interventions Committee. Board committees are public bodies for purposes of the Open Meetings Act (OMA) (5 ILCS 120/1.02) and the Freedom of Information Act (5 ILCS 140/2).

Consult the board attorney concerning the status of two mandatory committees – the PERA (Performance Educational Reform Act) joint committee and the RIF (reduction in force) joint committee (105 ILCS 5/24A-4(b) and 5/24-12(c), respectively). These committees perform administrative/staff work and do not need to report directly to the board. Thus, most attorneys think they can be superintendent committees that do not trigger OMA (see f/n 10). OMA compliance will be needed for any joint committee: (1) that is treated as a board committee, (2) when three or more board members are present, or (3) when the board attorney advises that OMA applies, e.g., interprets either joint committee to be a distinct public body created by the legislature.

A board must appoint or approve a Concussion Oversight Team and charge it with establishing protocols for return-to-play and return-to-learn for students who have suffered a concussion or head injury (Youth Sports Concussion Safety Act, 105 ILCS 5/22-80(d), added by P.A. 99-245; if approved by the House and signed by the Governor, SB219 will extend the effective date to the 2016-2017 school year). As this is administrative/staff work rather than governance work, the best practice is to have the Concussion Oversight Team be an administrative committee, but consult the board attorney for guidance. Section 22-80(d) identifies who must be on each Concussion Oversight Team. A physician, to the extent possible, must be on the Team. If the school employs an athletic trainer and/or nurse, they must be on the Team to the extent practicable. The Team must include, at a minimum, one person who is responsible for implementing and complying with the return-to-play and return-to-learn protocols adopted by the Team. Other licensed health care professionals may be appointed to serve on the Team. See 7:305, Student Athlete Concussions and Head Injuries.

[2] Alternatively, strike the “unless” clause and substitute: “subject to Board approval.” Be sure this treatment is consistent with policy 2:110, Qualifications, Term, and Duties of Board Officers.

[3] The Open Meetings Act (OMA) includes committees and subcommittees in its definition of public body (5 ILCS 120/1.02). According to a binding opinion from the Public Access Counselor, a “committee of a public body is considered to be a separate public body for purposes of compliance with the requirements of OMA,” (PAO 13-002). This means that board committees must independently fulfill the Open Meetings Act’s requirements. For example, a board committee must comply with notice and agenda requirements. Since board committees seldom meet regularly, compliance steps need careful planning. Board committees should plan for an efficient way to “approve the minutes of its open meeting within 30 days after that meeting or at [its] second subsequent regular meeting, whichever is later,” (5 ILCS 120/2.06). The only exception is when a committee is engaged in collective bargaining negotiations or grievance arbitration (115 ILCS 5/18).

Sample policy 2:200, Types of School Board Meetings, designates the superintendent, on behalf of each board committee, to receive the mandatory training on OMA compliance required by 105 ILCS 120/1.05(a) and administered by the Ill. Attorney General’s Public Access Counselor. See policies 2:200, Types of School Board Meetings, and 2:220, School Board Meeting Procedure, for meeting requirements and protocol. Every board member must also complete training on the Open Meetings Act as required by 105 ILCS 120/1.05(b) & (c).

[4] Additional committee guidelines may be added, such as:

Committees shall operate under the following guidelines:

·    The Board President shall appoint no more than 2 Board members to serve on a committee.

·    The President and the committee members shall establish the committee’s meeting dates, time, and place.

·    The Superintendent may attend all committee meetings.

[5] A board may list examples as in the following option:

Examples of special committees include the following: (1) Committee to Evaluate Procurement of Architectural, Engineering, and Land Surveying Services (see 2:170-AP, Administrative Procedure - Qualification Based Selection), and (2) Facility Naming Committee (see policy 4:150, Facility Management and Building Programs).

[6] The board may create and list other standing committees, e.g., an audit committee as authorized by 105 ILCS 5/10-22.45. Be sure that the creation of a committee in this policy aligns with the policy concerning the applicable topic. If an audit committee is included here, a board may want to reference it in policy 4:80, Accounting and Audits, and vice-versa.

[7] A board policy committee is optional; its creation is consistent with policy 2:240, Board Policy Development.

[8] 105 ILCS 5/10-20.14 requires all districts to establish and maintain a parent-teacher advisory committee to develop, with the board, policy guidelines on student discipline. The parents on this committee, as well as other non-staff members, may not have access to student records unless the student cannot be identified or prior consent is obtained (105 ILCS 10/6). The district’s parent-teacher advisory committee must also: (1) in cooperation with local law enforcement agencies, develop guidelines for reciprocal reporting of criminal offenses committed by students (105 ILCS 5/10-20.14), and (2) in cooperation with school bus personnel, develop school bus safety procedures (105 ILCS 5/10-20.14). Completion of the statutory requirements imposed on the Parent-Teacher Advisory Committee, as well as the Behavioral Intervention Committee, should be documented.

[9] Boards must establish and maintain a behavioral intervention committee to develop procedures that reflect consideration of ISBE’s guidelines on the use of behavioral interventions with students with disabilities (105 ILCS 5/14-8.05). An alternative follows:

The Behavioral Interventions Committee, coordinated by the Executive Director of the Special Education Cooperative, develops and monitors procedures for using behavioral interventions in accordance with Board policy 7:230, Misconduct by Students with Disabilities. Committee reports and recommendations are made to the Board upon its request.

[10] OMA generally does not apply to superintendent a/k/a administrative committees. See University Professionals v. Stukel, 801 N.E.2d 1054 (Ill.App.1, 2003)(staff committees are not subject to OMA). The Act will be applicable, however, in some circumstances. For example, a staff committee containing 3 or more board members will be subject to the Open Meetings Act (5 ILCS 120/1.02). Consult the board attorney for advice. The following are examples of superintendent committees: Communicable and Chronic Infectious Disease Program Task Force, Communicable and Chronic Infectious Disease Review Team, Employee Drug Abuse Committee, Title I Advisory Committee, Student Support Committee, Food Allergy Management Committee, and Sex Equity Committee.

[11] Superintendent and administrative committees are generally not governed by the Open Meetings Act, but the operation and function of specific committees may make the Act applicable. For example, any committee, whether superintendent or board, having as members at least a majority of the quorum (3 out of 7) of the board, will be subject to the Open Meetings Act (5 ILCS 120/1.02). Factors to determine whether a committee is governed by the Open Meetings Act include “who appoints the members of the entity, the formality of their appointment, and whether they are paid for their tenure; the entity’s assigned duties, including duties reflected in the entity’s bylaws or authorizing statute; whether its role is solely advisory or whether it also has a deliberative or investigative function; whether the entity is subject to government control or otherwise accountable to any public body; whether the group has a budget; its place within the larger organization or institution of which it is a part; and the impact of decisions or recommendations that the group makes.” University Professionals v. Stukel, 801 N.E.2d 1054 (Ill.App.1, 2003).