Source: http://www.scsb.org/policyman/b.htm
Timestamp: 2018-11-18 14:25:52
Document Index: 501248663

Matched Legal Cases: ['§7', '§ 22', '§ 22', '§ 22', '§ 22', '§ 15', '§ 24', '§ 15', '§ 30', '§ 24', '§ 24', '§ 501', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 22', '§ 22', '§ 22', '§ 22', '§ 5964', '§ 22', '§2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2', '§ 22', '§ 22', '§ 22', '§ 2', '§ 22', '§ 22', '§ 15', '§ 22']

Smyth County School Board Policy Manual Section B
BB: School Division Legal Status
BBBA: Qualifications of School Board Members
BBBC: Board Member Oath of Office
BCA: School Board Organizational Meeting
BCB: School Board Officers
BCC: School Board Clerk
BCG: School Attorney
BDA: Regular School Board Meetings
BDB: Special School Board Meetings
BDC: Closed Board Meetings
BDCA: Calling and Certification of Closed Meetings
BDD: Electronic Participation in Meetings From Remote Locations
BDDA: Notification of School Board Meetings
BDDH: Public Participation at School Board Meetings
BF: Board Policy Manual
BFE: Administration in Policy Absence (also CHD)
BG: Board-Staff Communication
BHB: School Board Member In-service Activities
BHD: School Board Member Compensation and Benefits
BHE: School Board Member Liability Insurance
BZA: Meetings of the People
BZB: Right to Appeal
The School Board of Smyth County derives its authority from the Constitution of Virginia, the Code of Virginia, and the regulations of the Virginia Board of Education.
The Smyth County School Board members are officers of the Commonwealth.
The Smyth County School Board governs the school division.
The School Board is a corporate body whose official title is "Smyth County School Board".
Constitution of Virginia, article VIII, §7
Code of Virginia, 1950, as amended, §§ 22.1 2, 22.1 28, 22.1 31, 22.1 71.
AA: School Board Legal Status
performs such other duties as shall be prescribed by the Virginia Board of Education or are imposed by law;
obtains public comment through a public hearing not less than ten days after reasonable notice to the public in a newspaper of general circulation in the school division prior to providing (i) for the consolidation of schools; (ii) the transfer from the public school system of the administration of all instructional services for any public school classroom or all noninstructional services in the school division pursuant to a contract with any private entity or organization; or (iii) in school divisions having 15,000 pupils or more in average daily membership, for redistricting of school boundaries or adopting any pupil assignment plan affecting the assignment of fifteen percent or more of the pupils in average daily membership in the affected school. Such public hearing may be held at the same time and place as the meeting of the School Board at which the proposed action is taken if the public hearing is held before the action is taken;
surveys, at least annually, the school division to identify critical shortages of teachers and administrative personnel by subject matter, and report such critical shortages to the Superintendent of Public Instruction and to the Virginia Retirement System or requests the division superintendent to conduct such survey and submit such report to the School Board, the Superintendent of Public Instruction, and the Virginia Retirement System;
Code of Virginia, 1950, as amended, §§ 22.1-78, 22.1-79.
AF:	Comprehensive Plan
The Smyth County School Board is a body corporate, and in its corporate capacity is vested with all the powers and charged with all the duties, obligations, and responsibilities imposed upon school boards by law and may sue, be sued, contract, be contracted with, and purchase, take, hold, lease and convey school property, both real and personal. School Board members shall have no authority or duties except such as may be assigned to them by the School Board as a whole.
Code of Virginia, 1950, as amended, § 22.1-71.
At the time of election to office, each member of the School Board must be a qualified voter and bona fide resident of the school division and district which he represents and meet any other criteria set forth in state law. If a board member ceases to be a resident of the school division or that district which the board member represents, his position on the School Board shall be deemed vacant.
No employee of the School Board may serve on the Board.
Adopted: February 11, 2009
Code of Virginia, 1950, as amended, §§ 22.1-29, 22.1-30, 22.1-57.3.
All new school board members qualify by taking the oath prescribed for officers of the Commonwealth on or before the day of the initial meeting of the new school board. Failure to take the oath of office within the time allowed by law renders the office vacant.
Code of Virginia, 1950, as amended, §§ 15.2-1522, 15.2-1524, 24.2-228, 49-1, 49-3.
Any School Board member may be removed from office in accordance with the provisions of Sections 24.2-230 through 24.2-238 of the Code of Virginia.
Adopted: May 12, 2008
Code of Virginia, 1950, as amended, §§ 24.2-230 through 24.2-238.
Vacancies occurring in the membership of the School Board, including the position of tie breaker, if any, are filled as provided by law.
Code of Virginia, 1950, as amended, §§ 15.2-410, 15.2-531, 15.2-837, 15.2-627, 22.1-39, 22.1-40, 22.1-44, 22.1-47, 22.1-50, 22.1-53, 22.1-57.3, 24.2-226, 24.2-228.
The Smyth County School Board seeks, through the adoption of this policy, to assure that the judgment of its members, officers and employees will be guided by a policy that defines and prohibits inappropriate conflicts and requires disclosure of economic interests, as defined by the General Assembly in the State and Local Government Conflict of Interests Act (the Act).
The Act establishes five principal areas of regulation applicable to board members, officers, and employees of the Smyth County School Division. They are:
Disclosure required from School Board members.
"Affiliated business entity relationship" means a relationship, other than a parent-subsidiary relationship, that exists when:
"Council" means the Virginia Conflict of Interest and Ethics Advisory Council established in Va. Code § 30-355.
"Gift" means any gratuity, favor, discount, entertainment, hospitality, loan forbearance, or other item having monetary value. It includes services as well as gifts of transportation, local travel, lodgings, and meals, whether provided in-kind, by purchase of a ticket, payment in advance or reimbursement after the expense has been incurred. "Gift" does not include any offer of a ticket, coupon or other admission or pass unless the ticket, coupon, admission, or pass is used; honorary degrees; any athletic, merit, or need-based scholarship or any other financial aid awarded by a public or private school, institution of higher education, or other educational program pursuant to such school, institution or program's financial aid standards and procedures applicable to the general public; a campaign contribution properly received and reported pursuant to Va. Code § 24.2-945 et seq.; any gift related to the private profession or occupation of the School Board member or employee or of a member of the School Board member’s or employee’s immediate family; food or beverages consumed while attending an event at which the School Board member or employee is performing official duties related to his public service; food and beverages received at or registration or attendance fees waived for any event at which the School Board member or employee is a featured speaker, presenter or lecturer; unsolicited awards of appreciation or recognition in the form of a plaque, trophy, wall memento or similar item that is given in recognition of public, civic, charitable or professional service; a devise or inheritance; travel disclosed pursuant to the Campaign Finance Disclosure Act (Va. Code § 24.2-945 et seq.); travel paid for or provided by the government of the United States, any of its territories or any state or any political subdivision of such state; travel related to an official meeting of the Commonwealth, its political subdivisions, or any board, commission, authority, or other entity, or any charitable organization established pursuant to § 501(c)(3) of the Internal Revenue Code affiliated with such entity, to which such person has been appointed or elected or is a member by virtue of his office or employment; gifts with a value of less than $20; or gifts from relatives or personal friends. For the purpose of this definition, "relative" means the donee's spouse, child, uncle, aunt, niece, nephew, or first cousin; a person to whom the donee is engaged to be married; the donee's or donee’s spouse's parent, grandparent, grandchild, brother, sister, step-parent, step-grandparent, step-grandchild, step-brother, or step-sister; or the donee's brother's or sister's spouse. For the purpose of this definition, "personal friend" does not include any person that the School Board member or employee knows or has reason to know is (a) a lobbyist registered pursuant to Va. Code § 2.2-418 et seq.; (b) a lobbyist's principal as defined in Va. Code § 2.2-419; or (c) a person, organization or business who is a party to or is seeking to become a party to a contract with the School Board. For purposes of this definition, "person, organization, or business" includes individuals who are officers, directors or owners of or who have a controlling ownership interest in such organization or business.
"Immediate family" means (i) a spouse and (ii) any other person who resides in the same household as the School Board member or employee, and who is a dependent of the School Board member or employee.
"Personal interest in a transaction" means a personal interest of an officer or employee in any matter considered by his agency. Such personal interest exists when an officer or employee or a member of his immediate family has a personal interest in property or a business, or governmental agency, or represents or provides services to any individual or business and such property, business, or represented or served individual or business is:
Notwithstanding the foregoing, such personal interest in a transaction shall not be deemed to exist where (a) elected member of a local governing body serves without remuneration as a member of the board of trustees of a not-for-profit entity and such elected member or member of his immediate family has no personal interest related to the not-for-profit entity or (b) an officer, employee, or an elected member of a local governing body is appointed by the local governing body to serve on a governmental agency, or an officer employee, or elected member of a separate local governmental agency formed by a local governing body is appointed to serve on a governmental agency and the personal interest in the transaction of the governmental agency is a result of the salary, other compensation, fringe benefits, or benefits provided by the local governing body or the separate government agency to the officer or employee.
The School Board may not employ or pay, and the superintendent may not recommend for employment, the father, mother, brother, sister, spouse, son, daughter, son-in-law, daughter-in-law, sister-in-law, or brother-in-law, of the superintendent or of a School Board except as authorized in Subsection D.2 below. This provision does not apply to the employment, promotion, or transfer within the school division, of any person within a relationship described above when such person:
Notwithstanding the rules stated in Subsection D.1 above, the School Board may employ or pay, and the superintendent may recommend for employment, any family member of the superintendent or of a School Board member provided that:
No member or employee of the board shall:
Accept any business or professional opportunity when he or she knows that there is a reasonable likelihood that the opportunity is being afforded him or her to influence his or her conduct in the performance of official duties.
Use his or her public position to retaliate or threaten to retaliate against any person for expressing views on matters of public concern or for exercising any right that is otherwise protected by law, provided, however, that this prohibition shall not restrict the authority of any public employer to govern conduct of its employees, and to take disciplinary action, in accordance with public law.>
"Widely attended event" means an event at which at least 25 persons have been invited to attend or there is a reasonable expectation that at least 25 persons will attend the event and the event is open to individuals (i) who share a common interest, (ii) who are members of a public, civic, charitable or professional organization, (iii) who are from a particular industry or profession or (iv) who represent persons interested in a particular issue.
School Board members and employees required to file a Statement of Economic Interests as prescribed in Va. Code § 2.2-3117 and members of their immediate families shall not solicit, accept or receive any single gift with a value in excess of $100 or any combination of gifts with an aggregate value in excess of $100 within any calendar year for the School Board member or employee or a member of the School Board or employee’s immediate family from any person that the School Board member or employee or a member of the School Board’s or employee’s immediate family knows or has reason to know is (i) a lobbyist registered pursuant to Va, Code § 2.2-418 et seq.; (ii) a lobbyist's principal as defined in Va, Code § 2.2-419; or (iii) a person, organization, or business who is or is seeking to become a party to a contract with the School Board. Gifts with a value of less than $20 are not subject to aggregation for purposes of this prohibition.
School Board members and employees required to file a Statement of Economic Interests shall report any tangible gift with a value of $250 or less or any intangible gift received from any person listed in clause (i) on Schedule E of such disclosure form; and shall report any payments for talks, meetings and publications on Schedule D of such disclosure form.
Nothing herein shall be construed to prohibit or apply to the acceptance by a teacher or other employee of the Smyth County School Board of an award or payment in honor of meritorious or exceptional services performed by the teacher or employee and made by an organization exempt from federal income taxation pursuant to the provisions of Section 501(c)(3) of the Internal Revenue Code.
An employee's own contract of employment
Contracts between the School Board and an officer or employee of the School Board when the total of such contracts between the School Board and the officer or employee of the School Board or a business controlled by the officer or employee does not exceed $10,000 per year or such amount exceeds $10,000 and is less than $25,000 but results from contracts arising from awards made on a sealed bid basis, and such officer or employee has made disclosure as provided for in Va. Code § 2.2-3115;
Contracts between an officer's or employee's governmental agency and a public service corporation, financial institution, or company furnishing public utilities in which the officer or employee has a personal interest provided the officer or employee disqualifies himself as a matter of public record and does not participate on behalf of his governmental agency in negotiating or approving the contract;
Shall disqualify himself from participating in the transaction if . .
Any disqualification under this subsection shall be recorded in the School Board's public records. The School Board member or employee shall disclose his personal interests as required by Va. Code § 2.2-3115E and shall not vote or in any manner act on behalf of the School Board in the transaction. The member or employee shall not:
May participate in the transaction if he is a member of a business, profession, occupation, or group of three or more persons, the members of which are affected by the transaction, and he complies with the declaration requirements of Va. Code § 2.2-3115 G;
May participate in the transaction when a party to the transaction is a client of his firm if he does not personally represent or provide services to such client and he complies with the declaration requirements of Va. Code § 2.2-3115 H; or
School board members will file, as a condition of assuming office, a disclosure statement of their personal interests and other information as is required on the form prescribed by the Council pursuant to Va. Code § 2.2-3117 and thereafter file such statement annually on or before January 15. The disclosure forms are filed and maintained as public records for five years in the office of the clerk of the School Board.
Any board member or employee who is disqualified from participating in a transaction under Section G.1.a. of this policy, or otherwise elects to disqualify himself, shall forthwith make disclosure of the existence of his interest, including the full name and address of the business and the address or parcel number for the real estate if the interest involves a business or real estate and such disclosure shall be reflected in the school board's public records in the division superintendent's office for a period of five (5) years.
the nature of the board member's or employee's personal interest affected by the transaction,
School Board members or employees subject to the Act may seek written opinions regarding the Act from the local Commonwealth’s attorney; the Smyth County attorney; or the Council. Good faith reliance on any such written opinion of the Commonwealth’s attorney or the Council bars prosecution for a knowing violation of the Act provided the opinion was made after a full disclosure of the facts. An opinion of the Smyth County attorney may be introduced at trial as evidence that the School Board member or employee did not knowingly violate the Act.
Revised: July 11, 2016<
The Smyth County School Board will hold an organizational meeting annually.
At that meeting the School Board will:
establish its regular meeting schedule for the following year,
elect one its members as chairperson,
approve a designee of the superintendent to attend meetings of the School Board in case of the superintendent's absence or inability to attend, and
appoint, on the recommendation of the superintendent, a clerk of the School Board.
Upon election, the chairperson will immediately assume office and preside over the remainder of the meeting.
In addition, the School Board
may elect one of its members as vice-chairperson and
may appoint a deputy clerk
The vice-chairperson and deputy clerk, if any, will be empowered to act in all matters in case of the absence or inability to act of the chairperson or clerk, respectively, or as otherwise provided by the School Board.
The terms of the chairperson, clerk, vice-chairperson, and deputy clerk will be one year.
The School Board's annual organizational meeting will be held in January.
Adopted: March 10, 2008
Code of Virginia, 1950, as amended, §§ 22.1 72, 22.1-76.
BCB: School Board Officials
The officers of the School Board are a Chairman and Vice-Chairman. The Chairman and the Vice-Chairman are elected annually at the organizational meeting of the School Board.
The duties of the chairman shall be to preside at all meetings of the School Board, to perform such other duties as may be prescribed by law or by action of the School Board, and to sign all legal documents approved by the School Board.
The Vice Chairman, if present, shall preside in the absence of the Chairman, and is empowered to act in all matters in case of the absence or inability of the chairman to act or as provided by resolution of the School Board. If neither the chairman or vice-chairman is present, a majority of board members present, if they constitute a quorum, shall elect one from among themselves to chair the meeting.
Code of Virginia, 1950, as amended, §§ 22.1-72, 22.1 76.
On recommendation of the superintendent, a clerk is and a deputy clerk may be appointed annually at the organizational meeting of the School Board.
The clerk and deputy clerk, if any, are each be bonded in an amount no less than ten thousand dollars ($10,000), and the School Board pays the premiums for each bond. The clerk and deputy clerk, if any, discharge under the general direction of the superintendent all duties as required by law and such other duties as may be required by the School Board or the Virginia Board of Education.
Code of Virginia, 1950, as amended, §§ 22.1-76, 22.1-77.
There shall be no standing committees of the Smyth County School Board, except:
Special committees may be appointed by the chairman or created by School Board action. These committees shall be appointed or created for a specific purpose and shall expire upon completion of the assigned task unless School Board action authorizes temporary continuance of such committees.
Code of Virginia, 1950, as amended, § 22.1-78, 22.1-277.06.
BCEA: Disciplinary Committee
BDC: Closed Meetings
The School Board may appoint advisory councils or committees of citizens of the school division for consultation with reference to specific matters pertaining to local schools. In addition, pursuant to Virginia Board of Education regulations, the School Board establishes advisory committees for the following programs: special education and career and technical education. These committees shall serve without compensation for one-year terms.
A Parent Advisory Council meets twice a year to provide advice on all matters related to parental involvement in programs supported by Title I, Part A and/or Limited English Proficiency programs under Title III.
Adopted: March 10, 2009
20 U.S.C. §§ 5964(a)(6), 6318(e)(12), 7115(a)(1)(E).
IC/ID: School Year/School Day
IGBB: Programs for Gifted Students
The School Board may retain an attorney for legal counsel and services. The attorney, upon request by the School Board, may attend meetings of the Board and its committees.
Code of Virginia, 1950, as amended, § 22.1-82.
The School Board transacts all business at School Board meetings. The School Board does not vote by secret or written ballot. However, nothing prohibits separately contacting the membership, or any part thereof, of the School Board for the purpose of ascertaining a member’s position with respect to the transaction of public business, whether such contact is done in person, by telephone or by electronic communication, provided the contact is done on a basis that does not constitute a meeting under the Virginia Freedom of Information Act.
Minutes of all regular School Board meetings are recorded in accordance with Policy BDDG: Minutes.
Adopted: April 14, 2008
Code of Virginia, 1950, as amended, §§2.2-3707, 2.2-3710, 22.1-72 and 22.1-74.
BCA: Board Organizational Meetings
The School Board may hold special meetings when necessary. These meetings shall be held when called by the chairman or when requested by two or more members. Special meetings may be called provided each member is duly notified, or a reasonable attempt has been made to notify each member. Notice, reasonable under the circumstances, shall be given contemporaneously with the notice provided to members of the School Board.
Business that does not come within the purposes set forth in the call of the meeting shall not be transacted at any special meeting of the School Board unless the members present unanimously agree to consider additional items of business.
Code of Virginia, 1950, as amended, §§ 2.2-3707, 22.1-72.
Closed meetings may be held by the School Board or any committee thereof only in accordance with Virginia law, for purposes including the following:
Discussion, consideration or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining or resignation of specific public officers, appointees or employees of the School Board. Any teacher shall be permitted to be present during a closed meeting in which there is a discussion or consideration of a disciplinary matter which involves the teacher and some student and the student involved in the matter is present, provided the teacher makes a written request to be present to the presiding officer of the School Board.The School Board may not, however, discuss the compensation of Board members in closed session.
Discussion or consideration of admission or disciplinary matters or any other matters that would involve the disclosure of information contained in a scholastic record concerning any student in the Smyth County school division. However, any such student, legal counsel and, if the student is a minor, the student's parents or legal guardians shall be permitted to be present during the taking of testimony or presentation of evidence at a closed meeting, if such student, parents or guardians so request in writing and such request is submitted to the presiding officer of the School Board.
Consultation with legal counsel and briefings by staff members or consultants pertaining to actual or probable litigation, where such consultation or briefing in open meeting would adversely affect the negotiating or litigating posture of the School Board; and consultation with legal counsel employed or retained by the School Board regarding specific legal matters requiring the provision of legal advice by such counsel. For purposes of this subsection, "probable litigation" means litigation which has been specifically threatened or on which the School Board or its legal counsel has a reasonable basis to believe will be commenced by or against a known party. The closure of a meeting is not permitted merely because an attorney representing the School Board is in attendance or is consulted on a matter.
Discussion or consideration of tests or examinations or other information excluded from public disclosure pursuant to Va. Code § 2.2-3705.1.
Discussion or consideration of medical and mental health information excluded from disclosure under Va. Code § 2.2-3705.5.
Discussion of plans to protect public safety as it relates to terrorist activity or specific cyber-security threats or vulnerabilities and briefings by staff members, legal counsel, or law-enforcement or emergency service officials concerning actions taken to respond to such matters or a related threat to public safety; discussion of information excluded from mandatory disclosure pursuant to subdivision 3 or 4 of Va. Code § 2.2-3705.2 where discussion in an open meeting would jeopardize the safety of any person or the security of any facility, building, structure, information technology system or software program; or discussion of reports or plans related to the security of any governmental facility, building or structure, or the safety of persons using such facility, building, or structure.
Discussion or consideration of information excluded from mandatory disclosure pursuant to subdivision 11 of Va. Code § 2.2-3705.6 (the Public Private Education Facilities and Infrastructure Act) by the School Board or any independent review panel appointed to review information and advise the School Board concerning such information.
The School Board or any committee thereof may permit nonmembers to attend a closed meeting of the School Board or committee if such persons are deemed necessary or if their presence will reasonably aid the Board or committee in its consideration of a topic which is a subject of the meeting.
School Board members may attend closed meetings held by any committee or subcommittee or the Board, or a closed meeting of any entity, however designated, created to perform the delegated functions of or to advise the School Board. School Board members shall in all cases be permitted to observe the closed meeting of the committee, subcommittee, or entity. In addition to the requirements of Va. Code § 2.2-3707, the minutes of the committee or other entity shall include the identity of the School Board members who attended the closed meeting.
Code of Virginia, 1950, as amended, § 2.2-3711, 2.2-3712.
No closed meetings shall be held by the School Board or any committee thereof unless the School Board or committee has taken an affirmative recorded vote in an open meeting approving a motion which (i) identifies the subject matter, (ii) states the purpose of the meeting and (iii) makes specific reference to the applicable exemption or exemptions from open meeting requirements provided in the Virginia Freedom of Information Act. The matters contained in such motion shall be set forth in detail in the minutes of the open meeting. A general reference to the provisions of the Virginia Freedom of Information Act or authorized exemptions from open meeting requirements, or the subject matter of the closed meeting shall not be sufficient to satisfy the requirements for holding a closed meeting.
The School Board, or committee thereof, in holding a closed meeting, shall restrict its discussion during the closed meeting only to those purposes specifically exempted under the Virginia Freedom of Information Act and identified in the motion required in subsection A, above.
At the conclusion of any closed meeting, the School Board or committee thereof shall immediately reconvene in an open meeting and shall take a roll call or other recorded vote to be included in the minutes, certifying that to the best of each member's knowledge (i) only public business matters lawfully exempted from open meeting requirements, and (ii) only such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed or considered in the meeting. Any member of the Board or committee who believes that there was a departure from the requirements of subdivisions (i) and (ii) above, shall so state prior to the vote, indicating the substance of the departure that, in his judgment, has taken place. The statement shall be recorded in the minutes of the meeting.
Failure of the certification required by subsection C, above, to receive the affirmative vote of a majority of the members present during a meeting shall not affect the validity or confidentiality of such meeting with respect to matters considered therein in compliance with these provisions. The recorded vote and any statement made in connection therewith, shall upon proper authentication, constitute evidence in any proceeding brought to enforce the Virginia Freedom of Information Act.
Code of Virginia, 1950, as amended, § 2.2-3701, 2.2-3712.
Except as provided hereafter, the School Board does not conduct any meeting wherein the public business is discussed or transacted through telephonic, video, electronic, or other communication means where the members are not physically assembled.
if, on or before the day of a meeting, the school board member notifies the chair of the School Board that he or she is unable to attend the meeting due to an emergency or personal matter and identifies with specificity the nature of the emergency or personal matter, and the School Board
approves the member's participation by a majority vote of the members present at a meeting and
records in its minutes the specific nature of the emergency or personal matter and the remote location from which the member participated.
if a school board member notifies the school board chair that he or she is unable to attend a meeting due to a temporary or permanent disability or other medical condition that prevents the member's physical attendance and the School Board records this fact and the remote location from which the member participated in its minutes.
a quorum of the School Board is physically assembled at the primary or central meeting location; and
make available to the public, at the time of the meeting, agenda packets and all materials, unless exempt, that will be distributed to members of the School Board and that have been made available to the School Board's staff in sufficient time for duplication and forwarding to all locations at which public access will be provided;
record minutes of the meeting in accordance with Policy BDDG; and
record in the minutes votes taken by name in roll-call fashion.
If the School Board meets by electronic means, it shall make a written report of the following to the Virginia Freedom of Information Advisory Council and the Joint Commission on Technology and Science by December 15 of each year:
the total number of electronic communication meetings held that year;
the dates and purposes of the meetings;
a copy of the agenda for each meeting;
the number of sites for each meeting;
the types of electronic communication means by which the meetings were held;
the number of participants, including members of the public, at each meeting location;
the identity of the members of the School Board recorded as absent and those recorded as present at each meeting location;
a summary of any public comment received about the electronic communication meetings; and
a summary of the School Board's experience using electronic communication meetings, including its logistical and technical experience.
At any meeting at which any member of the School Board participates electronically, the School Board will make copies of the public comment form prepared by the Virginia Freedom of Information Advisory Council available to the public.
Code of Virginia, 1950, as amended, §§ 2.2-3708, 2.2-3708.1, 2.2-3710.
The School Board and any committee thereof shall give notice of the date, time, and location of their regular meetings by placing a notice in a prominent public location at which notices are regularly posted and in the office of the clerk of the School Board at least three working days prior to the meeting. In addition, the School Board and any committee thereof shall publish notice of their meetings by electronic means whenever feasible. At least one copy of all agenda packets and other nonexempt materials furnished to members of the School Board and any committees thereof shall be made available for public inspection at the same time the documents are furnished to members of the School Board or committee.
Notice, reasonable under the circumstance, of special or emergency meetings shall be given contemporaneously with the notice provided to members of the School Board or committee.
The notice provisions described above do not apply to closed meetings of the School Board held solely for the purpose of interviewing candidates for the position of superintendent. Prior to any such closed meeting, the School Board shall announce in an open meeting that such closed meeting shall be held at a disclosed or undisclosed location within fifteen days thereafter.
Notice of all school board meetings shall be furnished directly to any person who requests such information. Requests to be notified of all meetings should be made at least once a year in writing and include the requester's name, address, zip code, daytime telephone number, electronic mail address, if available, and organization, if any. Unless the person making the request objects, the school division may provide electronic notice of all meetings in response to such requests.
Code of Virginia, 1950, as amended, §§ 2.2-3707, 2.2-3712.
The preparation of the agenda shall be the responsibility of the School Board chairman with the assistance of the superintendent. Any member of the School Board may submit items for inclusion on the agenda.
A copy of the agenda packet and materials is made available for inspection by the public at the same time such documents are furnished to the School Board members unless the materials are exempt under the Virginia Freedom of Information Act.
Code of Virginia, 1950, as amended, §§ 2.2-3707, 22.1-78.
At any meeting of the Smyth County School Board, a majority of the Board constitutes a quorum.
Code of Virginia, 1950, as amended, § 22.1-73.
The Smyth County School Board shall observe Roberts' Rules of Order, except that the chairman may discuss and have a vote on all matters before the board, or except as otherwise provided by these rules or law. The School Board may adopt bylaws, policies, and regulations as needed.
Code of Virginia, 1950, as amended, §§ 22.1-78.
Each School Board member’s vote on every decision is recorded in the minutes of the meeting. A unanimous vote may be recorded as such. The minutes of the meeting also reflect the method and result of all votes. No votes are taken by secret or written ballot.
In any case in which there is a tie vote of the School Board when all members are not present, the question shall be passed by until the next meeting when it shall again be voted upon even though all members are not present. In any case in which there is a tie vote on any question after complying with this procedure or in any case in which there is a tie vote when all the members of the School Board are present, the clerk shall record the vote and immediately notify the tie breaker, if any, to vote as provided in the Code of Virginia, § 22.1-75. If no tie breaker has been appointed or elected as authorized by state law, any tie vote shall defeat the motion, resolution or issue voted upon.
Adopted: Adopted January 12, 2009
Complete and accurate minutes of all open School Board meetings shall be recorded by the clerk, approved by the School Board in regular session, signed by the clerk and chairman of the Board, and kept and stored in accordance with the provisions of the Code of Virginia.
Except as otherwise specifically provided by law, minutes and other official records of the School Board, including the School Board meeting agenda packets, shall be open to inspection and copying by any citizen of Virginia during the hours when the School Board office is regularly open to the public. Draft minutes and all other records of open meetings, including audio or audio/visual records, shall be deemed public records and subject to production pursuant to the Virginia Freedom of Information Act. The superintendent is authorized to make a charge for the copying and search time expended by School Board employees in supplying requested records, provided such charges do not exceed the actual cost to the School Board in supplying these services.
Minutes may be taken during closed meetings of the School Board, but shall not be required. Such minutes shall not be subject to mandatory public disclosure.
Minutes are not required to be taken at deliberations of study commissions or study committees, or any other committees or subcommittees appointed by the School Board except where the membership of any such commission, committee or subcommittee includes a majority of the School Board.
Minutes shall include, but are not limited to
the members of the School Board recorded as present and absent; and
a summary of the discussion on matters proposed, deliberated or decided; and
Code of Virginia, 1950, §§ 2.2-3701, 2.2-3704, 2.2-3707, 2.2-3712, 22.1-74.
BDDH (Also KD): PUBLIC PARTICIPATION AT SCHOOL BOARD MEETINGS
Members of the community are invited and encouraged to attend meetings of the Smyth County School Board to observe its deliberations. Any member of the community may address the Board on matters related to the Smyth County Public Schools at any regular or called meeting as provided in the accompanying regulation. Persons wishing to be on the agenda at a School Board meeting are requested to contact the superintendent, the School Board chairman, or their designee for consideration of placement on the agenda.
The chairman is responsible for the orderly conduct of the meeting and shall rule on such matters as appropriate including the subject being presented and length of time for such presentation. No one will be allowed to make additional presentations until everyone who wishes to speak has an opportunity to make an initial presentation. Upon recognition by the chairman, the speaker shall address himself to the chairman and if, at the conclusion of his remarks, any member of the School Board desires further information, the member will address the speaker only with the permission of the chairman. For additional information about public presentations at School Board meetings please see “Rules of Decorum for Public Comment at School Board Meetings” which is a part of the Smyth County School Board By-laws.
Code of Virginia, 1950, as amended, §§ 22.1-253.13:7
The School Board is guided by written policies that are readily accessible to the Board, division employees, students, parents, and citizens. All division policies will be reviewed at least every five years and revised as needed.
A current copy of all division policies and regulations approved by the School Board are posted on the division's website and are available to employees and the public. Printed copies of the policies and regulations are available as needed to citizens who do not have online access. The superintendent shall ensure that an annual announcement is made at the beginning of the school year and, for parents of students who enroll later in the academic year, at the time of enrollment, advising the public regarding the availability of the policies and regulations.
Adopted: June 9, 2008
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It is the responsibility of the School Board to adopt policies for governing the school division. The power to enact policy cannot be delegated to an employee or agent such as the superintendent or a single member of the School Board.
Unless otherwise provided, when policies are adopted, altered or replaced, the new or revised policy shall become effective upon adoption.
All regulations for implementation of the policies shall be developed by or through the superintendent. They shall be presented to the School Board as information items, unless the School Board informs the Superintendent that it wants to act on a specified regulation.
Where changes in policy and/or regulations are made, these shall be prepared and distributed to all concerned for insertion into the policy and/or regulations manuals so that action of the School Board may be implemented as soon as possible.
Underwood v. Henry County School Board, 245 Va. 127, 427 S.E.2d 330, (1993).
BFE/CHD: Administration in Policy Absence
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In cases where action must be taken by the school division and the School Board has provided no guidelines for administrative action, the superintendent has the power to act, but the superintendent's decisions are subject to review by the School Board at its next regular meeting. It is the duty of the superintendent to inform the School Board promptly of such action and of the need for policy.
The Smyth County School Board supports and encourages two-way communication between the Board and employees. The superintendent is the official representative of the School Board as its chief administrative officer in its relations and communications with its employees. A description of the two-way communication system is included in this policy manual.
Employees are encouraged to communicate their ideas and concerns in an orderly and constructive manner to the School Board and/or the administrative staff.
The School Board desires to develop and maintain the best possible working relationship with the employees of the school division. The School Board welcomes the viewpoints of employees, and it shall allow time at its meetings for employees to be heard.
The School Board does not discriminate against any employee by reason of his or her membership in an employee organization, or participation in any lawful activities of the organization.
School board members will participate annually in high-quality professional development activities at the state, local, or national levels on governance, including, but not limited to, personnel, policies and practices; the evaluation of personnel, curriculum and instruction; use of data in planning and decision making; and current issues in education.
Revised: June 25, 2103
Code of Virginia, 1950, as amended, § 22.1-253.13:5.
BHD: SCHOOL BOARD COMPENSATION AND BENEFITS
Each member of the Smyth County School Board shall receive an annual salary as provided by law.
Actual expenses incident to performance of official duties by a School Board member may be reimbursed on presentation of an expense voucher with receipts attached or by per diem as established by school board policy. Compensation is paid for mileage incurred for attendance at a meeting of the School Board and in conducting other official business of the School Board.
Code of Virginia, 1950, as amended, §§ 15.2-1414.1 et seq., 22.1-32, 22.1-55, 22.1-85.
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The Smyth County School Board shall provide liability insurance, or self-insurance, for its members while performing functions or services for the school division to cover the cost and expenses incident to liability, including those for settlement, suit or satisfaction of judgment, arising from their conduct in discharging their duties or in performing functions or services for the school division.
Code of Virginia, 1950, as amended, § 22.1-84.
BHD: Board Member Compensation and Benefits
It shall be the duty of the Smyth County School Board to call meetings of the people of Smyth County for consultation when deemed necessary in the interest of the school system. The superintendent, chairman of the board, and/or other members of the board shall attend. The chairman shall preside or may designate another member or the superintendent to preside.
Any party of legitimate interest who may feel aggrieved by the action of Smyth County School Board, may, within thirty days after such action, file a complaint in writing to the division superintendent of schools. If the superintendent within ten days after the receipt of the complaint cannot satisfactorily adjust same, the superintendent shall, within five days thereafter, at the request of any party in interest, grant an appeal to the court of record of Smyth County or the judge thereof in vacation who shall decide finally all questions at issue. The school boards' action on questions of discretion shall be final unless the board has exceeded its authority or has acted incorrectly.