Norms and Protocols
Adopted June 24, 2024
We agree to employ the following norms and protocols in all our interactions:
Norms
| Number | Norm |
|---|---|
| 1.0 | We will hear each opinion, but ultimately act as one. We will speak candidly and courteously to each other and listen to dissenting or different viewpoints with an open mind. We will help each other to depersonalize disagreements. Once we reach a decision or compromise as a board, we will each support the will of the board in word and deed. |
| 2.0 | The chair (or designee) will speak as the official voice of the board. A single board member will not represent the board without the consent of the board, and board members making personal statements (in any format, including speeches, articles, social media posts, etc.) should clearly state that these statements are their opinion and not the position of the board. |
| 3.0 | We will be mindful of the different roles and responsibilities throughout the school system and maintain a focus on policy and governance. |
| 4.0 | We will be aware of the different roles that we play as individuals (board member, citizen, parent, etc.). |
| 5.0 | We will maintain open communication with each other, the administration, and the community-at-large. Information shared by the superintendent with one board member will be shared with all members. |
Protocols
| Number | Protocol | Description |
|---|---|---|
| 1.0 | Developing the board agenda | The Superintendent drafts an agenda and sends the draft agenda to the board chair for additions, feedback and approval. |
| 2.0 | Placing items on the board meeting agenda |
Board members should send a message to the Chair to have an item added to the agenda. Agenda items must be received one week prior to the scheduled board meeting. The Chair will respond to the request directly to the requesting member. Board members can also request an item to be added to a future agenda during Board comment. If the item is not able to be added to the next agenda, the Chair will communicate that information to the requestor. The chair will not deny an agenda item if it’s the will of the majority of the board to include the agenda item. |
| 3.0 | Obtaining information about board meeting agenda items before the meeting | The board packet is distributed no later than four days prior to the meeting. Board members should contact the Superintendent with any questions related to items on the agenda/packet. The Superintendent will send the response to all board members. |
| 4.0 | Responding to public & employee comments at board meetings | Board members should not respond to speakers during public & employee comment. |
| 5.0 | Responding to staff or community comments outside of board meetings | Board members will listen and may refer the staff/community member through the channel of communication (teacher, principal, etc.). If an email is sent, the board member should forward the email to the Superintendent. |
| 6.0 | Communications between and among board members | Board members should communicate via text, email or phone, being mindful of open meeting laws. |
| 7.0 | Communications between board members and the superintendent | Board members should communicate with the Superintendent via text, email, phone or in-person. |
| 8.0 | Communications between board members and staff (including requests for information) | Board members should contact the Superintendent directly with any requests for information. |
| 9.0 | Assignment of committee members | Committee members are assigned on a volunteer basis at the annual organizational meeting (Per Policy BCA). |
| 10.0 | Committee reporting expectations | Committee representatives should report the work of the committee at the board meeting during the appropriate agenda item. |
| 11.0 | Responding to media inquiries |
The Chair is the official spokesperson for the Board. The Chair should not speak to the media without alerting the full board and will speak on behalf of the board position rather than personal position. The Superintendent is the spokesperson for day to day operation questions. |
| 12.0 | Use of social media | School board members should keep in mind the difference between a personal and an official page. Board members should also be aware that anything they post on social media can be construed as their position on the school board. |
| 13.0 | How, when and whom to notify about visiting school sites | Board members should notify the Superintendent prior to visiting school sites. |
| 14.0 | How, when and whom to notify about volunteering in schools or at school events | Board members should notify the Superintendent prior to volunteering in the schools. If it is a regular volunteer position, one annual notification is all that is needed. |
| 15.0 | How, when and whom to notify about attending school events (concerts, sporting events, etc.) | No additional notification is necessary. |
| 16.0 | Expectations for participation in conferences and professional development | Professional development is encouraged. |
| 17.0 | Expectations for participation in initial orientation | Board members are expected to participate in an orientation led by the Superintendent prior to taking office. (Per Policy BBC) |
| 18.0 | Expectations for participation in meetings and conferences | Board members are expected to attend scheduled local board meetings and to come prepared to discuss agenda items. |
| 19.0 | When and how the board evaluates the superintendent | The board evaluates the Superintendent annually (Per Policy CBG-F). |
| 20.0 | When and how the board conducts a self- evaluation | The school board evaluates itself at the 2nd to last meeting of the calendar year. |
| 21.0 | When and how the board monitors and updates the school board’s strategic plan | As part of the organizational meeting, the superintendent will present an annual schedule for the board to receive updates regarding the division strategic plan. |
| 22.0 | Parliamentary Procedure | The school board will operate meetings under Robert’s Rules of Order, except in instances where it conflicts with board policies, norms, and protocols. |
| 23.0 | Norms and Protocol Review | The School Board will review and approve the Norms and Protocols every even numbered calendar year. |