2.100 Employment of Relatives of Board Members

The following relatives of members of the Board of Education shall be ineligible for employment by the school district during the Board member's term of office:

• Parents
• Spouses
• Children - or their spouses
• Brothers - or their spouses
• Sisters - or their spouses

Adopted: 1/19/76 District 99
Revised:

2.113 Appointment & Duties of the School Treasurer

The Board of Education shall appoint the school treasurer for a two year period beginning July 1st and shall fix compensation prior to the appointment. The school treasurer shall not be a member of the Board of Education

The treasurer shall have custody of all monies belonging to the Board of Education of District #99 and any other monies under control of the Board and assigned to him for safekeeping.

The treasurer shall deposit all funds in such banks as designated by the Board.

The treasurer shall provide the Board with a financial statement as designed by the School Board Auditor at the end of each month.

The treasurer shall make an annual report to the Board showing all receipts and disbursements for the fiscal year, together with the balances in all funds at the close of the fiscal year.

The treasurer shall perform all other duties pertaining to the office as prescribed by the laws of the State of Illinois or as directed by the Board of Education

The treasurer shall attend the official meetings of the Board when requested.

Legal Reference: Illinois School Code, Article 8
Adopted: 1/19/76
Revised: 6/20/88

2.120 Orientation of New Members

The Board and its staff (Administrative office and Board Secretary) shall assist each new member-elect to understand the Board functions, policies and procedures. The following methods shall be employed:

• The electee shall be given selected material on the duties and responsibilities of being a Board member
• The electee shall be invited to attend any Board meetings scheduled prior to the reorganization meeting.
• The Secretary shall supply material pertinent to meetings and shall explain its use.
• The incoming member shall be invited to meet with the Superintendent and other administrative personnel to discuss services they perform for the Board.
• A copy of the Board's policies and by-laws and a copy of the Illinois School Code shall be given to the new member by the Secretary. He/she shall also be furnished a map showing school district boundaries in DuPage County.
• The electee may attend special briefings, other meetings, or seminars, which the Board deems appropriate.

Adopted: 2/16/76
Revised: 8/17/87

2.125 Reimbursement of Board Members Expenses

Board members are encouraged to actively participate in professional and school related activities. Board members will be reimbursed for reasonable expenses incurred while involved in these activities. Reimbursement should be requested in accordance with established procedures which include(s) receipts or adequate documentation of expenses.

Board members who attend professional conferences/workshops shall provide a brief report at the subsequent Board meeting.

Adopted: 1/19/76
Revised: 8/l7/87, 3/18/96

2.140 Citizen Communications to the Board

The Board of Education encourages citizens to be informed of Board deliberations and to bring to the attention of the Board additional information, viewpoints, or issues. The Board, in encouraging citizen communication, wishes to point out to its constituents the several avenues open for communication about the schools. These avenues are as follows:

1. Communication to the local teacher, building principals, or central office administrative staff.
2. Communication in writing to the Board. Such communications are included in the Board Agenda.
3. Citizens’ comments at Board meetings primarily for items which are on the Board Agenda.
4. Citizens’ requests to bring to the Board’s attention, a matter of concern and to formally seek time on the Agenda. Such a formal request must be written to the Board secretary. Such a request should outline the purpose and should be presented at least 24 hours prior to the Board meeting.

In noting the means by which the citizens may communicate to the staff and to the Board, the Board suggests citizens consider carefully the most effective means for them to both get a hearing and satisfaction.

Readopted: 2/16/76
Revised: 11/20/78, 4/15/85

2.150 Board of Education Committees

Special Committees

The Board President, with Board consent, may establish committees in order to respond to special needs. In addition to appointing its members, the Board President may designate the committee chair who will be responsible for organizing and calling committee meetings. The President of the Board may serve as an ex-officio member on all special committees.

Standing Committees

The Policy Committee, which develops policies for Board review, input, and ultimately acceptance, is the one standing committee of the Board of Education. Other committees deemed appropriate by the Board will be established as needed.

Standing committees will be evaluated bi-annually by the Board of Education at its organizational meeting. Membership on standing committees will be determined by the Board President.

Adopted: 1/19/76
Revised: 8/l7/87

2.180 Membership in School Board Associations

The Board of Education will maintain membership in the Illinois Association of School Boards and any other associations and organizations it deems valuable in promoting the cause of education. Such memberships will be reviewed periodically.

In order to stay abreast of the important issues facing education, Board members are encouraged to be actively involved in the efforts of the State and National School Board Associations.

Adopted: 1/19/76
Revised: 8/17/87

PROPOSED REVISED POLICY
INTERNAL BOARD OPERATIONS 8140
Membership in School Board Associations

It is the Board's policy not to join any other institutional organizations without thorough review by a special committee consisting of members of the community other than Board members.

Adopted:
Revised:

2.200 Principles Basic to Effective Operation

The Board of Education shall establish such policies for the conduct and administration of the schools as are prescribed by law and such other policies as may seem advisable and make them available to interested parties.

The Board of Education shall appoint a Superintendent of Schools who shall be the head of the school system and be directly responsible to the Board for the total administration of the school district. The Board shall vest in him/her the necessary authority and provide him/her with appropriate personnel to carry out such administration.

The Board shall endeavor to give counsel and advice to the Superintendent regarding the administration of the schools as it deems necessary or expedient, remembering always that Board members as individuals have no authority to act for the Board, and only policies voted by the Board have force.

The Board shall require of the Superintendent such periodic reports and recommendations as the Board deems necessary to keep it properly advised on the administration and welfare of the school district.

The Board shall employ, promote, suspend, or dismiss personnel after consultation with, and upon recommendation of the Superintendent and in accordance with law.

The Board shall endeavor to develop ways and means of serving the community and of keeping parents, patrons, and taxpayers informed of the school program.

New Board members shall be oriented to the work of the Board and the educational program of the schools.

Adopted: 2/16/76
Revised: 8/17/87

2.205 Board of Education Meetings

All regular, reconvened, special meetings, workshops, seminars and committee meetings of the Board of Education, except duly authorized closed sessions, are open to the public and the Board shall meet in accordance with current Illinois School Code and revised statutes.

Legal Reference: Illinois School Code, Article 10-16; Illinois Revised Statutes, Chap. 102. Sections 41-44
Adopted: 2/17/76
Revised: 10/17/83

2.210 Organization & Board Officers

1. Organization
   • The organizational meeting of the Board shall be held within 7 calendar days of a school board election. The old Board will canvas the vote, then adjourn sine die.
   • The senior member of the old Board whose term did not expire with the election will administer the oath of office to the newly elected members and convene the new Board. A President Pro Tem shall be selected to conduct the election of a President. The newly elected President then presides for the election of a Vice President and Secretary.
   • The new Board shall adopt a code of rules, regulations, and policies which unless modified were the rules, regulations, and policies of the preceding Board. The new Board shall fix a time and place for regular meetings and enter upon the discharge of its duties.
2. Election and Duties of Board Officers
   Officers shall be elected at the organizational meeting of the new board following a school board election. Officers serve a two-year term.
   1. Duties of the President
      • The President shall preside at all meetings of the Board and perform the customary duties of the office and all such duties as required by law. The President shall sign, together with the Secretary of the Board of Education, all documents requiring Board officer signatures. The President shall appoint members of all committees and Board liaisons to other entities as authorized by the Board. The President shall vote as a Board member on all matters considered by the Board.
   2. Duties of the Vice-President
      • In the absence of the President, the Vice President shall preside at a meeting of the Board and perform all the customary duties of the President.
   3. Duties of the Secretary
      • The position of Board Secretary may be filled by a member of the Board of Education or by the Superintendent’s Secretary.
      • The Board Secretary shall:

      • Call the roll and take the minutes of all Board proceedings.
      • Maintain an orderly file of official minutes and other official documents in the Board office.
      • Post all notices of all Board meetings.
      • Perform responsibilities related to regular/special elections as defined by law.
      • Perform other duties as required by law or by the Board.

      • If the Secretary of the Board is absent or unable to perform the duties of the office, the Board shall elect a Secretary Pro Tempore to perform the duties of the Secretary.

Adopted: 1/19/76
Revised: 6/20/88; 6/16/03

2.220 Meetings: Regular - Adjourned - Special

The regular monthly meeting of the Board of Education of District 99 shall be held on the third Monday of each month in accordance with law.

In addition to the third Monday of each month, the Board may establish other dates to transact business on an as needed basis.

The first Monday of each month shall be reserved for adjourned meetings, special meetings, and workshops as may be needed.

Adopted: 1/19/76
Revised: 6/20/88

2.221 Meetings: Closed Sessions

In accordance with Chapter 102 of the Illinois Revised Statutes, Board meetings shall be open meetings except for consideration of items as shown below during closed session when the public may be excluded. All closed sessions are confidential. They should be treated as such by all participants unless authorized to discuss by majority vote of the Board.

 Items which the Board may discuss in closed session are as follows:

1. Collective negotiating matters between the school board and its employees and deliberations concerning salary schedules.
2. Meetings in which the acquisition or sale of real property is being considered.
3. Meetings to discuss litigation when an action against or on behalf of the school district has been filed and is pending in a court or administrative tribunal or when the school board finds that such a suit is probable or imminent.
4. Meetings to consider information regarding the appointment, employment, or dismissal of an employee or officer or to hear testimony on a complaint lodged against an employee or officer to determine its validity.
5. Meetings where federal regulations require closed meetings. (Discussion of an individual child's records under the Federal or Illinois Student Record Acts would fall under this exception).
6. Meetings of a school board or board committee hearing student disciplinary cases (suspension and expulsion).
7. Meetings of a school board or board committee relating to individual students in special education programs as defined by Article 14 of The School Code.
8. Meetings of an advisory committee appointed to provide professional consultation on matters germane to its field of competence held to consider matters of professional ethics or performance.
9. Meetings with representatives of a state association authorized under Article 23 of The School Code, approved March 18, 1961, as amended, for the purposes of discussing a board's self-evaluation, practices and procedures, or professional ethics.
10. Meetings to consider the appointment of a member to fill a vacancy on the school board.
11. Meetings to establish reserves or settle claims in accord with the Local Governmental and Governmental Employees Tort Immunity Act.

Adopted: 9/18/78
Revised: 9/19/88

2.222 Determining Agenda

The Superintendent shall prepare the agenda for regular meetings. In order to provide Board members the opportunity to review information, ask questions, and make prudent decisions, the material will be delivered to Board members in a timely fashion.

The usual form of the agenda is as follows:

1. Call to Order and Roll Call
2. Approval of Minutes
   1. Student Representative Reports
   2. Recognition of Staff and/or Students
   3. Reception of Visitors
3. Recommendations and Reports of the Superintendent
   1. Informational Reports
   2. Consent Agenda
      1. Personnel Report
      2. Financial Reports
   3. Recommendations for Action
4. Old Business
5. New Business
6. Reception of Visitors
7. Communications and Announcements
8. Adjournment

Adopted: 1/19/76
Revised: 6/20/88, 1/28/91, 4/19/93

2.223 Agenda Items

Prior to a Board of Education meeting, any member of the Board may have an item placed on the Agenda by calling the Secretary of the Board prior to the Wednesday immediately preceding a regularly scheduled meeting.

During a Board meeting, at the request of any member present, any new matter of business not on the Agenda may be discussed and action taken, providing two-thirds of the members present vote to place the item of new business on the Agenda at that meeting.

Adopted: 1/19/76
Reviewed: 6/20/88

2.224 Procedures for Calling Special Meeting

Special meetings may be called by the President or any three members of the Board. Notice of such meetings, stating the time, place and purpose, shall be served upon members through the Board Secretary by mailing a copy of such notice, Special Delivery, addressed to the legal residence of each member, 48 hours prior to the meeting or by delivery of such notice to each Board member in person, 24 hours prior to such meeting. Only such business as comes within the stated purpose of the meeting shall be transacted.

Adopted: 1/19/76
Revised: 8/15/88

2.225 Rules

To suspend a rule or change the order of business a two-thirds vote of the members present shall be required.

The rules of the Board may be changed by a majority vote at any meeting of the Board, provided that such proposed amendment shall have been presented in writing at the meeting of the Board next prior to the meeting at which the amendment is to be voted on, said change to be described in the Agenda.

Unless otherwise stated herein, Robert's Rules of Order shall be used as a guideline in the conduct of Board meetings.

Adopted: 1/19/76
Revised: 6/20/88

2.231 Student Representatives to the Board of Education

As an educational experience for students in learning the operation of a school system, and as a method of improving communication between students and members of the Board of Education, the Board of Education, District 99, will recognize a student from each of the District high schools as a student representative to the Board.

Student representatives shall serve only in an advisory capacity to the Board. Student representatives shall not be deemed to be members of the Board of Education or to possess any rights to initiate Board action through making a motion or through seconding any motion or to have any right to vote on any matter before the Board.

Student representatives shall enjoy discussion privileges during Board meetings upon proper recognition by the presiding officer. Prior to each meeting, the student representatives shall receive the minutes of the past meeting and the Agenda for the coming meeting, together with those communications of the Superintendent which do not relate to personnel or confidential matters.

The procedure for selecting the student representatives and alternates shall be in accord with the administrative regulation. The student representative, in fulfilling this role within the school, shall remain responsible to the school principal.

Adopted: 2/26/76

2.240 Formulation of Policies

The Board of Education shall adopt written statements of policy which will provide direction for subsequent action taken by the Board and its employees in conducting the day-to-day operations of the schools. The formal adoption of policies shall be recorded in the minutes of Board of Education meetings.

Matters for policy consideration may be considered by a committee of the whole or remanded to the Board's Policy Committee. Statements of policy will be presented to the Board for a first reading and a second reading prior to adoption to ensure that all members of the Board of Education may be actively involved in the development of Board policy. Following the second reading of a proposed policy, the Board of Education may take appropriate action. All policies adopted by the Board will be immediately incorporated into the Board of Education policy manual.

Adopted: 1/19/76
Revised: 8/l7/87

2.241 Formulation of Administrative Regulations

The Board of Education shall direct the Superintendent to develop and publish appropriate Administrative Regulations. These regulations will translate Board policy into direction for the day to day operations of the District.

Administrative regulations shall be reviewed annually by the Superintendent.

Adopted: 1/19/76
Revised: 8/l7/87

2.250 Request for Information

It is the policy of the Board of Education to permit access to and copying of public records in accordance with the Illinois Freedom of Information Act (the “Act”), balanced, however, by the limited exceptions recognized in the Act to safeguard individual privacy and the efficient operation of the School District.

The Superintendent is hereby authorized and directed to do the following in regard to compliance with the Act:

• Establish rules to guide the District in complying with the Act. The rules shall include, but not be limited to, permitting only District employees to search for and reproduce requested documents and also specifying time limits for appeals from decisions denying documents.
• Appoint two employees, in addition to himself, to receive and respond to requests for documents.
• Establish the Superintendent’s office, and the regular hours of that office, as the place and times for submission of requests for documents. The Superintendent may identify, and set the regular office hours of, an additional two offices in the District as places and times for submission of requests for documents.
• Prepare the records directory, information directory and catalogue required by the Act.
• Recommend, from time to time for adoption by the Board, fees for reproducing and certifying documents.

Adopted: 6/18/84

2.500 Membership

The Board of Education shall consist of seven members serving 4 year terms. The terms of members are staggered so that four members and three members, respectively, are alternately elected bi-annually in November. If a vacancy occurs the Board, within 30 days, will fill the vacancy by appointment until the next regular school election. If unable to do so, the Regional Superintendent shall make such appointment within the next 30 days or as stated in the Illinois School Code.

Adopted: 1/19/76
Revised: 8/17/87

2.700 Vacancy on Board of Education

When a vacancy occurs, through resignation, or removal from the District, or decease of the member, the remaining members of the Board of Education shall consider the qualifications of various citizens for this position and within thirty days shall appoint the person considered best qualified to this vacancy. He/she shall serve until the next annual election, at which time the voters shall elect a member to complete this term.

Legal Reference: Illinois School Code, Article 10-10, 10-11
Adopted: 1/19/76

2.800 Code of Conduct for Members of the Board of Education

Members of the Board of Education represent the public interest in education and as such establish for individual members the following Code of Conduct.

1. To represent all school district constituents honestly and equally and refuse to surrender responsibilities to special interests or partisan political groups.
2. To avoid any conflict of interest or the appearance of impropriety which could result from Board membership.
3. To eschew Board membership for personal gain or publicity.
4. To recognize that a Board member has no legal authority as an individual but that decisions must be made by majority vote at a Board meeting.
5. To take no private action that might compromise the Board or administration.
6. To respect the confidentiality of privileged information.
7. To abide by majority decisions of the Board while retaining the right to seek changes in such decisions through ethical and constructive channels.
8. To encourage and respect the free expression of opinion by Board members and others who seek a hearing before the Board.
9. To stay abreast of important educational issues at the local, state and national levels.

Adopted: 9/18/78
Revised: 8/l7/87

2.805 Prohibited Gifts – Ethics Officer

1. Gift Prohibition
   Illinois law prohibits members of the Board of Education, officers and employees of the School District, as well as their spouses and certain immediate family members, from soliciting or accepting certain gifts.
   1. It is the policy of the Board of Education that members of the Board of Education, officers and employees of the School District shall be prohibited from accepting those gifts prohibited by Illinois law.
   2. The administration shall prepare and the Board shall approve a set of procedures describing the types of gifts prohibited and permitted under Illinois law, which procedures shall be reviewed annually and revised as necessary to remain in compliance with law.
   3. A handout shall be prepared and distributed to all School District Board of Education members, officers and employees of the School District describing the gift ban imposed under Illinois law. This handout shall be reviewed annually and revised and redistributed as necessary.
2. Ethics Officer
   State law further requires that the School District appoint an Ethics Officer to administer the provisions of the gift prohibition. The Superintendent of the School District shall serve as the School District’s Ethics Officer. The administration shall prepare and the Board shall approve a set of procedures describing the duties and responsibilities of the Ethics Officer, which procedures shall be reviewed annually and revised as necessary to remain in compliance with law.
3. Notice of Gift Prohibition
   In order to properly apprise Board of Education members, officers and employees of their responsibilities under Illinois law the administration shall prepare and submit to the Board for approval, and shall annually disseminate to all covered individuals, a notice describing gift prohibition.

Adopted: August 16, 1999