9000 Bylaws of the Board

Roles of the Board and Members (Powers, Purposes, Duties)      9000 

The Board of Education is the governing body of the school district and derives its power and exists under the Constitution and General Statutes of the State of Connecticut and the Regulations of the Connecticut State Board of Education.

Legal References:
Connecticut General Statutes
        1-200     Definitions
        10-186   Duties of Local and Regional Boards of Education
        10-220   Duties of Boards of Education
        10-221   Board of Education to prescribe Rules
        10-240   Control of Schools 
        10-241   Powers of School Districts

Reviewed: April 27, 2020
Revised:  October 14, 2014
 

Bylaws of the Board                                    9010

Limits of Authority

General

The Board of Education’s statutory authority is to be exercised collectively by Board of Education members in public meetings of the Board and in committee meetings. The Board of Education has authority only when acting as a body. Except for specific responsibilities of the Board officers set forth in Board policy 9121, individual members of the Board have no individual authority in district schools, unless carrying out an assignment specifically authorized at a meeting of the Board, but exercise governance as part of the entire Board of Education or of a specifically authorized committee working under specific committee charges from the Board.

Expectations of Elected Members of the Board of Education

Members of the Board of Education are expected to represent and balance the educational interests of students in the public schools, district citizens, and the State of Connecticut through:

1.  advocacy for appropriate educational opportunities for district students; 

2.  regular attendance at Board meetings;

3.  participation in meeting discussions on issues before the Board;

4.  suggesting agenda topics to the Superintendent of Schools or the Board of Education Chairperson; every effort should be made to suggest agenda items prior to the date of the meeting;

5.  regular attendance and fulfilling responsibilities on committees to which they are appointed;

6.  becoming knowledgeable about Board authority, constraints, and procedures;

7.  becoming informed about local schools and their educational programs and activities;

8.  representing the community as part of a representative democratic governmental body;

9.  understanding and following Board of Education policy.

Expectations of Non-Voting Student Members of the Board of Education

Student members of the Board are expected to represent the student body and the Board of Education through:

1.  regular attendance at Board meetings 

2.  participation in meeting discussions of issues before the Board;

3.  suggesting agenda topics to the Superintendent of Schools or the Board of Education Chairperson;

4.  regular attendance and fulfilling responsibilities on committees to which they are appointed; 

5.  becoming knowledgeable about Board authority, constraints, and procedures;

6.  serving as liaisons between the student body and the Board of Education and the student council and the Board of Education;

7.  understanding and following Board of Education policy.

Citizens who appeal to individual Board members on matters relating to the management of the schools should be referred to the Superintendent.  The Board should keep foremost the aims and objective of the school system in dealing with school personnel, community groups, and local government agencies.

(cf. 1312  Public Complaints) 
(cf. 4118.21 Academic Freedom) 
(cf. 5145.2 Freedom of Speech/Expression)
(cf. 6144 Controversial Issues)
(cf. 9000 Role of Board Members)
(cf. 9121 Duties of Board Officers)

Reviewed: April 27, 2020
Revised:    October 14, 2014
 

9012
Bylaws of the Vernon Board of Education    

Legal Responsibilities of Board of Education
The Board of Education shall have authority to take all action necessary or advisable to meet its responsibilities under state statute and Town Charter including but not limited to the following:
1.  To annually establish, with the Superintendent of Schools, educational priorities for the school district.
2.  Create, abolish, modify and maintain such positions, schools, divisions and classifications as may be necessary for the efficient administration of the educational enterprise.
3.  To elect a Superintendent of Schools in accordance with state statutes.
4.  To consider and adopt an annual budget, prepared by the Superintendent of Schools.
5.  To determine the number, classification, duties and remuneration of employees.
6.  To establish policy for employment, promotion and dismissal of personnel in accordance with state statutes.
7.  To provide for the appraisal of the performance of personnel.
8.  To initiate and approve the acquisition and disposition of school sites and to initiate and approve plans for school buildings.
9.  To consider any specific recommendations made by the Superintendent of Schools.
10.  To keep the citizenry informed of purposes, values, conditions and needs of public education in the Town.
11.  To consider, revise and adopt any changes in the curriculum.
12.  To take any other actions required or permitted by law.
13.  To make reasonable provision to implement the educational interests of the State, as defined by law, so that
(a)  each child shall have for the period prescribed in the General Statutes equal opportunity to receive a suitable program of educational experiences;
(b)  the school district shall finance at a reasonable level an educational program designed to achieve this end;
(c)  the school district shall provide educational opportunities for its students to interact with students and teachers from other racial, ethnic and economic backgrounds;
(d)  the mandates in the General Statutes pertaining to education within the jurisdiction of the State Board of Education shall be implemented.
14.  To maintain a safe school setting and shall, in accordance with the statutes, maintain records of allegations, investigations, and reports that a child has been abused or neglected by a school employee, as defined in C.G.S. 53a-65)

Legal Reference:  Connecticut General Statutes
53a-65 Definitions
10-220 Duties of boards of education. (as amended by PA 11-93)

Revised:  April 27, 2020
Revised:  October 14, 2014

Bylaws of the Vernon Board of Education

Public Statements    9020

The Board of Education recognizes that communication is a continuous two-way process.  The Board believes that it is important to keep the public informed about educational programs, and, in turn, that the community should have the opportunity to provide input.    

Communication will be a concurrent responsibility of the Board of Education and the Superintendent of Schools.  The Superintendent of Schools will work with the members of the Board of Education to ensure the prompt dissemination of information about decisions made at all Board meetings.  This will be accomplished by posting this information on the school system’s website.  Releases to the press and brief summaries of Board meeting actions prepared for distribution to staff members and parent/guardians are regarded as appropriate media of information for meeting the requirements of this Bylaw.  Press releases relative to Board of Education action shall be released only by the Board Chairperson or the delegated agent of the Board.
    

(cf. 1112 - News Media Relationships)
(cf. 1120 - Public Participation at Board of Education Meetings)

Reviewed:    April 27, 2020
Adopted:    June 8, 2015

Bylaws of the Vernon Board of Education 

Communications with Staff and Students                                         9030 

1 . Board-Staff Communications: 

     a. Staff Communication to the Board or Board Committees 

Communication from administrators,  supervisors, teachers, or other staff members shall be submitted through the Superintendent. This procedure shall not be construed as denying the right of employees to appeal to the Board from administrative decisions on important matters, provided that the Superintendent shall have been notified of the forthcoming appeal and that it is processed according to Board policy. Board meetings are public meetings, and as such they offer an excellent opportunity for staff to observe and participate first hand in the Board’s deliberations on problems of staff concern. 

     b. Board Communications to Staff 

All official communications, policies, and directives of staff interest and concern will be communicated to staff members through the Superintendent, and the Superintendent will transmit all appropriate media to keep staff fully informed of the Board’s problems, concerns, and actions. 

    c.  Social Interaction between Board and Staff

Staff and board members share an interest in the schools and in education   generally, and it is to be expected that when they meet at social affairs and other functions, they will informally discuss such matters as educational trends, issues, and innovations and general school district concerns. Individual board members have no special authority except when they are convened as a legal meeting of the Board or are vested with special authority by Board action. Board of Education members are expected to avoid discussion of: 

matters that are, or have the potential of becoming, the subject of an executive session; 

information and data contained in personnel records protected by the privacy act. 
    
2. Board-Student Communications

Students, individually or as part of a group, are welcome to speak at Board meetings during Citizen Forum. Board communications to students are conducted through the Superintendent’s office. The student representatives shall be able to attend and sit at all meetings of the Board and its permanent committees normally deemed open to the public. Student representatives, however, shall not have the power to speak as official representatives of the Board.

Visits to Schools

Individual Board members interested in visiting schools or classrooms will make arrangements for visitations through the administrators of the various schools. Such visits shall be regarded as informal expressions of interest in school affairs and not as ‘inspections’ or visits for supervisory or administrative purposes. Official visits by board members will be conducted only under Board authorization and with the full knowledge of staff, including the Superintendent, building administrators and other supervisors.

(cf 5145  Civil Legal Rights and Responsibilities)
(cf 9132/9133  Committees and Advisory Committees)

Legal Reference: 
Connecticut General Statutes 
            10-220 Duties of boards of education.

Reviewed: April 27, 2020
Revised:  October 14, 2014
 

Bylaws of the Vernon Board of Education

Officers    9121

Election of Officers:

The Board shall elect officers at its first regular meeting following town elections. The Board shall elect from its members a chairperson, vice chairperson and a secretary.   The organizational meeting shall be called to order by the current Board Chairperson who will preside until the successor is chosen.  The current Board Chairperson may appoint, with the approval of a majority of the Board members present and voting, the Superintendent or other administrator to conduct the voting for election of officers.  When the successor officers are elected, they shall assume their respective duties immediately.

Election of officers shall be in writing, using signed ballots.  How each board member voted shall be announced at the meeting, recorded in the minutes of the meeting, and made available for public inspection within forty-eight (48) hours.  If a chairperson and/or secretary are not chosen within one month, the Town Council shall choose such officers from the Board membership.

Duties of Board Officers:

Chairperson
Preside at Board meetings
Call special meetings when necessary, or at the request of at least three Board members. 
Sign contracts and other documents in the name of the Board.
Appoint members to specific committees.
Represent the Board in all official matters and at community and school functions.
Issue in the name of the Board statements of policy and actions as or expressed by the Board.
Consult with the Superintendent in the planning of the Board's agendas.
Confer with the Superintendent on crucial matters which may occur between Board meetings.

Vice Chairperson
In the absence of the chairperson, the vice chairperson shall carry out the duties of the chairperson. 

Secretary

Through the superintendent, have a correct record of the minutes of all regular and special meetings prepared.  The secretary shall then review these minutes for presentation to the Board for approval, as required by state law.  After the secretary signs the minutes of current meetings, the superintendent or designee shall assure that such minutes are deposited with the appropriate administrator or designee for safekeeping, and one copy is deposited with the Town Clerk.  
Present all correspondence to the Board.
Sign documents for/in the name of the Board when authorized to do so.  The Chairperson signature shall be an alternative signature on all legal documents requiring the signature of the Secretary.  
Carry out the duties of the Chairperson and Vice Chairperson in their absence.

Treasurer - Effective November 2021, there will no longer be a Board Treasurer.
If the Board elects a Treasurer, the duties of the Treasurer shall be to assure the preparation and presentation to the Board financial statements concerning funds assigned and disbursed.  The reports shall be presented on a frequency specified by the Board.  

(Cf. 9324 Meeting Conduct  and Parliamentary Procedures)
Connecticut General Statutes
      10-218 Officers. Meetings
      10-224 Duties of the secretary
      10-225 Salaries of secretary and attendance officers
         

Revised:       April 27, 2020
Revised:        October 14, 2014
                      December 10, 2001 
 

Bylaws of the Vernon Board of Education

Committees    9131
    

The Board shall function as a committee of the whole but may, as it deems necessary, establish committees to investigate and report upon special topics.  Each Committee shall be responsible to report to the Board on a  regular basis.  Such reports will serve to better inform the board of committee activities and, where applicable, allow more direction to be given to each committee.  Committee responsibilities shall include, but not be limited to the following:

    Committee of the Whole:

Budget Steering Committee shall be a committee of the whole and be responsible for preparing and presenting the spending plan by which the school system will be operated in the coming fiscal year. 
 
Superintendent Evaluation 

    Standing Committees

    Standing committees are composed solely of Board members and must be less than      
      a majority of the board.  

Policy Committee shall, as needed, review and recommend changes in the content and format of the Policy manual.  All Board Policy Statements shall be reviewed and updated not less than once every  three years.

2.  Curriculum Committee shall work with the administrator responsible for         curriculum in reviewing existing curriculum, researching trends in             education, and designing and implementing curricular changes to enhance     educational programs.

3.  Facilities Committee shall have the responsibility for developing a plan for         maintenance of the buildings and grounds and long term planning for the         construction or renovation of existing facilities.

            4.   Finance Committee shall consistently review the budget to insure optimum 
                     usage of funds.

           5.   Communication Committee shall work on community outreach through  
                       various means to highlight student achievement, school accolades, and             district accomplishments.

     6.       Negotiations Committee shall work with Employee Unions to complete a         tentative agreement with Collective Bargaining Agreements (CBA) for final         Board approval. 

    Additional/Ad Hoc Committees 

        These may be formed when occasions  arise that require the appointment of additional committees or subcommittees. They shall be appointed by the Chairperson of the Board with the mission of each committee outlined in detail.  These committees shall be dissolved immediately upon completion of an assignment.

        The Board Chairperson and Superintendent shall be ex-officio members of all committees.  

        Expulsion Hearings, Transportation Hearings, and Personnel/Grievance Hearings will be heard by Board members who are available to attend the hearings as scheduled, provided there are at least three board members.   

  (cf 1120 Public Participation in BOE meetings)
  (cf 9325.2 Order of Business)

Revised:         April 27, 2020
                  October 14, 2014
                December 10, 2012
 

Bylaws of the Vernon Board of Education

Board Representatives    9140

Appointments to Town Boards, Committees, and/or Commissions

The Chairperson may appoint representatives of the Board of Education to town boards, committees, or commissions as recommended and approved by the Board.

Such appointments shall be at the discretion of the Board Chair.

Reviewed:    April 27, 2020
Revised:        October 14, 2014

Bylaws of the Vernon Board of Education

 Advisors/Consultants to the Board of Education  9150

The Board of Education will from time to time engage the services of qualified professionals to provide new insights and ideas for dealing with especially difficult concerns and/or to provide special services which present staff is unable to provide.  The kinds of assistance sought from advisors/consultants may include, but not be limited to, the following:

Conducting fact-finding studies, surveys and research;
Providing counsel or services requiring special expertise;
Assisting the Board in developing policy and program recommendations.

The chair of each Board committee may appoint one or more advisors/ consultants.  They shall be considered regular members with all privileges except the right to vote.

Before engaging a consultant, the Board may require submission of a written proposal which can be incorporated into a contract or purchase order if it satisfies the wishes of the Board. Proposals will detail:
1.  The specific objectives to be accomplished by the consultant;
2.  The specific tasks to be performed;
3.  The procedures to be used in carrying out the tasks;
4.  The target dates for completion of tasks;
5.  The method to be used to report results to the Board and/or to deliver any "product" (e.g., long-range plans, codified policy manual, etc.) to the Board; and
6.  Costs.

Revised:        April 27, 2020
Revised:    October 14, 2014

Bylaws of the Vernon Board of Education

Qualifications of Board Members    9210

A Board of Education member must be a resident elector of the district, at least eighteen years of age, and a citizen of the United States.

Under state law, no member of the Board shall be employed for compensation in any position in the school system.  Should a Board member be subsequently employed in the school system, his/her position on the Board shall become vacant.

(cf. 9270 Conflict of Interest)

Reviewed:    June 8, 2020
Revised:        April 27, 2015

Bylaws of the Vernon Board of Education

Election of Members    9214

The Board of Education shall consist of nine members.  Every two (2) years, or in conjunction with municipal elections, three (3) members will be elected for a two (2) year term and three (3) members for a four (4) year term.  No political party may have a majority of more than two-thirds (2/3) in any given term.  Elected candidates shall take office on the Monday following the date of their election.

Oath of Office

Elected Board of Education members shall, before entering upon their official duties, take the oath of office and be sworn in by the Town Clerk.

Student Members of the Board of Education

Student members of the Board of Education shall be chosen annually by the Superintendent, after consultation with the high school Principal, from among applicants from the junior and senior classes who submit resumes and reasons for wishing to serve as student representatives to the Board.

    
Legal Reference:    Connecticut General Statutes    
9-187a Date term to begin.    
9-203 Number and term of members of boards of education.    
9-204 Minority representation on board of education.    
10-219 Procedure for filling vacancy on local board of education.    
1-24 Who may administer oaths.    
1-25 Forms of oaths.    
10-218a  Oath of office.    
Charter of the Town of Vernon, Connecticut

Reviewed:  May 11, 2020
Revised:  October 14, 2014

Bylaws of the Vernon Board of Education

Vacancies    9221

Officer Vacancy:

A vacancy in an officers’ position shall be filled by a member of the Board through an election by official ballot which shall specify the vacancy to be filled.  The elected replacement officer shall serve for the unexpired portion of the term.

Board Member Vacancies:

Whenever a vacancy shall occur on the Board, a successor of the same political party shall be appointed according to the town charter. 

Committee Member Vacancies:

Such vacancies shall be filled by other members of the Board as appointed by the Chairperson.

Legal Reference:
    Connecticut General Statutes
    7-107 Vacancy appointments by Selectmen
    9-187a date term to begin
    9-203 Number and term of members of boards of education
    9-204 Minority representation on board of education
    10-219 Procedure for filling vacancy on local board of education
    1-24 Who may administer oaths
    I-25 re oath of office
    10-218a Oath of office. 

Revised:       May 11, 2020
Reviewed:    October 14, 2014

Bylaws of the Vernon Board of Education

Resignation/Removal from Office    9222

Resignations:

If for reasons of health, change in domicile, or any other compelling reason, a member decides to terminate service, the Board requests notification of intent to resign as early as possible so that the Board may plan appropriately.

When a member of the Board of Education shall cease to be a bonafide resident of the town, membership in the Board shall immediately cease.

State law provides that municipal officers seeking to resign from office must submit a written resignation to the municipal clerk.  The resignation takes effect upon the date specified in the resignation, or, if no date is specified, upon the date of its submission to the clerk.

Removal from Board Officer Position (i.e Chair, Vice-Chair, Secretary) 

Any Board officer may be removed from the position of Board officer by a two-thirds vote of the membership of the whole Board.  A vote to remove a Board officer shall only take place at a regular meeting or a special meeting called for that purpose. “Cause” includes, but is not limited to, any conduct that:

Specifically relates to and affects the administration of the office in a manner deemed deleterious to Board operations;
Negatively and directly affects the rights and interests of the public;
Violates Board policies and regulations; or
Conduct that interferes with the orderly and efficient operation of the Board.

Procedure for Removal from Board Officer Position (i.e Chair, Vice-Chair, Secretary) 

Prior to any vote to remove an officer for cause:
 
The Board may review the performance and/or conduct of the Board officer in an open or executive session (as determined by the Board and the Board officer) prior to taking any formal action;
If the Board determines that formal action is necessary, the Board officer shall be provided with reasonable notice of the Board’s intent to consider possible removal from office (such notice to be given in writing after being authorized by Board vote at a prior meeting of the Board);
Upon the written request of the Board officer within seven (7) days of such action, he/she shall be provided with an opportunity for an hearing before the Board of Education prior to the Board voting for removal;
At any such hearing, the Board officer should have the right to be represented by counsel at his/her own expense and to present relevant evidence to the Board.

Standard for Removal

Service as a Board officer is a privilege, not a right, the purpose of which is to assist the Board in conducting its business in an appropriate, orderly, and efficient manner.  Therefore, any Board member serving as an officer shall have no legally protected right to continue in that position.  A decision that there is cause for removal shall be made by two-thirds of the entire Board.

Censure:

The Board may vote  to censure or reprimand a member by a two-thirds vote of the membership of the whole Board.

(c.f. 9221 – Filling Vacancies)
(c.f. 9121 – Officers)

Legal Reference:  Connecticut General Statutes
    7-103 Resignation of municipal officers
    10-218.1.1 Officers. Meetings
    10-220.1    Duties of Boards of Education

Revised:    May 11, 2020
Reviewed:  October 14, 2014

Bylaws of the Vernon Board of Education

Orientation of Board Members    9230

The Board of Education and the administrative staff shall assist each new Board member to become familiar with and to understand the Board of Education's functions, policies and procedures and operation of the school district.

The Superintendent shall arrange a meeting of the Board Chairperson, the Superintendent and the new member for the purpose of answering questions and acquainting the member with the district.    
        
The incoming member shall be provided with a copy of the Board's policies and other helpful information explaining the Board’s roles and responsibilities.    
        
The Board Chairperson may request a veteran Board member to mentor a new member.    
        
The newly elected/appointed member may attend, at district expense, workshops for newly elected members as approved by the Board of Education.    

Revised:  May 11, 2020
Bylaw adopted by the Board:  February 23, 2015

Bylaws of the Vernon Board of Education

Board Member Professional Development      9240

The Board of Education desires that its individual members learn, understand and practice effective governance principles.  The Board is responsible for member orientation and development.  Board members have an equal opportunity to attend state and national meetings designed to familiarize members with public school issues, governance and legislation.

In order to develop leadership capabilities, become informed about current issues in education, and improve their skills as members of a policy-making body, Board members are encouraged to participate in opportunities for development that may include, but not be limited to, the following:
    
In-service activities planned by the Board and by the administration for staff members, as appropriate;    

Participation in conferences, workshops and conventions held by State and National School Boards Associations and other educational organizations;    

Subscriptions to publications addressing Board member concerns.    

Recognizing the need for the continuing training and development of its members, the Board of Education encourages the participation of all members in appropriate conferences, conventions and workshops.  To control both the investment of time and funds necessary to implement this policy, the Board establishes these principles and procedures for its guidance:
        
The Superintendent of Schools will inform Board members, in a timely manner, of upcoming conferences, conventions and workshops.  The Board will decide which meetings appear to be most likely to produce the greatest benefit to the Board and the district;    
        
Funds for participation at such meetings will be budgeted.  When funds are limited, the Board will designate which members would be most appropriate to participate at a given meeting;    

If authorized by the Board to attend, and reimbursement is approved by a majority of the Board, Board members will be reimbursed, upon request, for reasonable and necessary expenses actually
            
When a conference, convention or workshop is not attended by the full Board, those who do participate will be requested to share, by means of written or oral reports, information, recommendations and materials acquired at the meeting.

    
(cf. 1100 - Communication with the Public)
(cf. 4133 - Travel Reimbursement)

Reviewed:  May 11, 2020
Bylaw adopted by the Board:  February 23, 2015

Bylaws of the Vernon Board of Education

Remuneration and Reimbursement    9250

Board members receive no compensation for their services on the Board, but may, upon submitting vouchers and supporting bills, be reimbursed for expenses  incurred in attending conferences of school Board associations and other professional meetings/visitations when such attendance and expense payment has received prior approval of the Board.

Legal Reference:  Connecticut General Statutes
10 225 Salaries of secretary and attendance officers.
10 232 Restrictions on employment of members of board of education.

Reviewed:    May 26, 2020
Revised:    March 9, 2015
 

Bylaws of the Vernon Board of Education

Conflict of Interest    9270

Board members shall comply with laws regarding conflict of interest and attempt to avoid situations which might have even the appearance of a conflict.  Two areas of Board operations must be approached with particular care to prevent any real or seeming conflict of interest — purchasing and personnel hiring. Therefore:    

1.    No member of the Board shall have any direct monetary interest in contracts with the school district, nor shall he/she provide for compensation any labor, equipment, or supplies to the district.  However, the district may contract with corporations or businesses for which a Board member is an employee.  In such instances the member must declare his/her association with the firm and refrain from debating or voting on any related motions before the Board.

2.    The following rule shall govern conflict of interest in the employment of staff and members of the Board of Education:  a spouse, minor child, Board of Education member dependent, or persons related otherwise by blood or marriage to a Board of Education member must be appointed by the Board of Education and may be employed only following full disclosure of the relationship by the Board of Education member in a public meeting during which the related Board of Education member takes no part in the debate of or vote upon the employment.

3.    No member of the Board of education will be employed for compensation by the Board in any position within the school system.  If any member of the Board is so employed, the Board office to which he/she was elected or appointed to  will become vacant.  This provision shall not, however, prohibit any member of the Board from serving as a member of any school building committee established by a town or regional school district to undertake a school building project as defined in C.G.S. §10-282.

Legal Reference:       Connecticut General Statutes
7-479 Conflict of interest.
10-225 Salaries of secretary and attendance officers.
10-232 Restrictions on employment of members of Board of Education.
10-156e Employees of boards of education permitted to serve as elected officials; exception
Kerrigan v. Commissioner of Public Health, 289 Conn 135, 957 A. 2d 407 (2008)
Obergefell v. Hodges, 576 U.S. 644 (2015)

Revised:    November 23, 2020
        May 26, 2020
        April 27, 2015

Bylaws of the Vernon Board of Education
Creation and Revision of Policies    9311

Appropriate Application of Board Policies                    

The development of sound educational policies is one of the primary duties of the Board of Education. Policies serve to promote democratic and responsive school governance and constitute a major method by which the Board exercises its leadership.  Policies are guides for discretionary administrative action by the Superintendent of Schools and his/her staff.  Policy development and revision should follow these principles:

1.  Policies and regulations shall be given high priorities by the Board and by the Superintendent of Schools;

2.  Many people at different levels shall be given opportunities to participate in development and review of policies and regulations;

3.  Procedures for development and revision of policies and regulations shall be clear and well understood; participants shall know their roles and authority; lines of communication shall be observed;

4.  Use of policies and regulations as guides to action shall be stressed at all organizational levels, and policy or regulatory violations shall not be overlooked or condoned;

5.  Policy and regulatory effectiveness shall be monitored regularly by the Board of Education, the Superintendent of Schools, and by other staff members;

The Board of Education shall concern itself with the broad questions of the appropriate application of its policies and not with administrative details.  The Board shall rely on the Superintendent of Schools to recommend policies for adoption and to administer policies enacted by the Board.  The suggestion for a policy statement may also be submitted to the Chair of the Board’s Policy Committee by any member of the Board or any member of the Vernon school community.  Such policies shall be narrow enough to give to the superintendent clear guidance in the management of the school system, but broad enough to allow discretionary action where needed. Application of board policies to the management of the school district is an administrative function to be performed by the superintendent. 

Procedure for presentation of a new or revised policy statement:

The policy statement is to be drafted by the administration for consideration by the Policy Committee and its subsequent presentation to the Board.

The policy statement must be submitted to the Board in the packet prior to the Board meeting at which it will be presented.  Non-substantive policy revisions may be considered in the same meeting as presented.

Such policy recommendation shall require a vote in the affirmative of at least six (6) members of the total membership of the Board to pass and become policy. 

Basic requirements of a policy recommendation:

The reason for the policy

Area(s) of the school system affected

Legal and policy references, where applicable.

Reference:      Robert’s Rules of Order Newly Revised
Legal reference:
                Connecticut General Statutes 
                10-221 Boards of education to prescribe rules, policies, and procedures.

Reviewed:    June 8, 2020
Revised:     March 9, 2015 
            October 11, 2011

Bylaws of the Vernon Board of Education

Creation or Revision of Bylaws    9312

Proposed new bylaws and suggested amendments to or revisions of existing bylaws may be adopted by a vote in the affirmative of at least six (6) members of the Board at regular Board meetings. The proposed additions, amendments, or revisions shall have been described in writing and made available/distributed to Board members prior to the meeting at which voting on changes in the bylaws is anticipated.

Reference: Robert’s Rules of Order Newly Revised
Legal Reference:
                Connecticut General Statutes
                10-221 Boards of education to prescribe rules, policies and procedures. 

Revised:    May 26, 2020
Reviewed:    March 9, 2015
Revised:     October 11, 2011 

Bylaws of the Vernon Board of Education

Suspension of Policies, Bylaws, and Regulations    9314

Policies, bylaws, and regulations shall be subject to suspension for a specified purpose and limited time by majority vote of all members of the Board of Education at a regular meeting in the call for which the proposed suspension has been described in writing, or upon a three-quarters (3/4) vote of all members of the board when no such written notice has been given.

Legal Reference:      Robert's Rules of Order, Newly Revised
Connecticut General Statutes
10-221 Boards of Education to prescribe rules, policies, and procedures.

Revised:     May 26, 2020
Adopted:     August 26, 2013    
 

Bylaws of the Vernon Board of Education

Meetings    9321

Time, Place and Notification of Meetings

Regular meetings of the Board shall be held at least once on a monthly basis unless canceled by action of the Board, or by the Board Chair in emergency situations.  At the Board’s first regular November meeting, the Board shall set the schedule of regular meetings for the subsequent calendar year, such schedule to be filed with the town clerk no later than December 15 of that calendar year.  The schedule will include the time, date, and location of each meeting and be posted on the district’s website.  

Special meetings shall be called by the chairperson upon written electronic request of at least three members, or when deemed necessary by the chair.  Notice of all special meetings shall be given to members of the Board at least twenty-four (24) hours prior to the meeting and by filing with the town clerk at least twenty-four (24) hours prior to that meeting, and shall indicate the time, place, and the business to be conducted.  No business other than as specified in the meeting notice may be transacted at such specially called meetings.  The Special Meeting notice will be posted on the district’s website.

In cases of emergency, special meetings may be held without complying with the foregoing requirement for the twenty-four hour advance-notice filing with the town clerk’s office, but a copy of the minutes of any such special meeting adequately setting forth the nature of the emergency necessitating the lack of at least 24-hour notice and the proceedings occurring at such meeting shall be filed with the town clerk not later than seventy-two (72) hours following the holding of such meeting.  No items other than those that meet the emergency so noticed shall be considered by the Board at such emergency special meeting.  In addition, such written notice delivered to the town clerk less than twenty-four (24) hours in advance of the meeting must also be delivered to the residence of each board member, unless at or prior to the time the special meeting convenes, a board member files with the Town Clerk or secretary of the Board of Education a written waiver of such notice or such board member was actually present at the meeting at the time it was convened.

Recessed meetings shall be held at the regular meeting hour on a day agreed upon by the members present at the time of recess.  A recessed meeting shall be treated as a continuation of the regular meeting and not as a special or called meeting.  Regular or special business may be conducted at a recessed meeting. 

Executive sessions/meetings:  The Board may at any time recess any meeting and meet in executive session to discuss matters which should be treated in a confidential manner in accordance with the Freedom of Information Act.  The Board must return to open session to take necessary action.   

In determining the time within which or by when a notice is required be given, made available, posted or filed, Saturdays, Sundays, legal holidays, and any other day when the Town Clerk’s office is closed shall be excluded.
 
Recognizing the inherent responsibility and statutory duties of Board of Education members, the (Board) strongly encourages Board members to attend and participate at meetings of the Board. Though great importance is given to the physical presence of Board members at meetings, the attendance and participation of members by electronic/teleconference is authorized whenever physical presence is not practical. The participation of a Board member by electronic/teleconference will count towards quorum requirements and all votes at said meeting in which members are attending and participating by means of electronic/teleconference.

Non-Meetings

Not every meeting of the Board of Education constitutes a “meeting” under the Freedom of Information Act (FOIA).  A meeting does not include:

•  Any meeting of a personnel search committee to executive level employment candidates;

•  Any chance meeting, or a social meeting neither planned nor intended for the purpose of discussing matters related to official business;    

•  Any meeting discussing strategy or negotiations with respect to collective bargaining;

•  A caucus of members of a single political party notwithstanding that such members also constitute a quorum of a public agency;

•  A quorum of the members of the Board who are present at any event which has been noticed and conducted as a meeting of another public agency, in that case, the event shall not be deemed to be a meeting of the Board as a result of their presence at such event. (For example, if the Board of Education is invited to attend a meeting of the Town Council, such a meeting does not have to be noticed and posted by the Board of Education.)

There is no specific executive session privilege for the discussion of collective bargaining issues. However, discussion of “records, reports of strategy or negotiations with respect to collective bargaining” is permitted in executive session, provided that such documents exist.

Absent such documents, such strategy discussions and/or negotiations themselves must be held as a “non-meeting.”  Collective bargaining is excluded from the definition of a meeting under the Freedom of Information Act (FOIA).  Collective bargaining sessions shall be held outside the scope of the FOIA as a “non-meeting.”  Such sessions may be held at any time without posting, and related strategy sessions or updates to the Board of Education may be held either before or after the end of a regular or special meeting, or any other time so designated by the Board, without the need to post such meetings.

Legal Reference:  Connecticut General Statutes    
      1-200 Definitions. (as amended by PA 02-13)
      1-206 Denial of access to public records or meetings.    
      1-210 Access to public records.
      1-225 Meetings of government agencies to be public.
      1-231 Executive sessions.
      (Cf. 9327- Electronic Mail Communications )

Revised:    November 23, 2020
    May 26,2020
    April 27, 2015
 

Bylaws of the Vernon Board of Education

Public vs. Executive Session                            9322

Public Sessions:  As defined by the Freedom of Information Act, meetings of a Board of Education shall be open to the public with the exception of executive sessions. 

Executive Sessions:  The public may be excluded from meetings of the Board of Education which are declared to be executive sessions.  Executive sessions may be held upon a two-thirds (2/3) vote of the members present and voting at a public meeting.  The executive session may be held for any one or more of the following reasons, and may not be held for any other reason:

discussion concerning the appointment, employment, performance, evaluation, health, or dismissal of a public officer or employee, provided that such individual may require that discussion be held at an open meeting;

strategy and negotiations with respect to pending claims or pending litigation to which the Board of Education, or a member thereof who, because of his or her conduct as a member of the Board, is a party, until such litigation or claim has been finally adjudicated or settled;

matters concerning security strategy or the deployment of security personnel, or devices affecting public security.

discussion of the selection of a site or the lease, sale, or purchase of real estate to be used by the Board of Education when open discussion of such information  would cause a likelihood of increased price.  This shall apply until such time as all the property has been acquired or all proceedings or sanctions concerning same have been terminated or abandoned.

discussion of any matter which would result in the disclosure of a public record exempted from the disclosure requirements for public records.  

At an executive session of the Board, attendance shall be limited to members of the Board and persons invited by the Board to present testimony or opinion pertinent to matters before the Board, provided that such persons' attendance shall be limited to the period for which their presence is necessary to present such testimony or opinion.  Minutes of executive sessions shall disclose names of all persons in attendance with the exception of job applicants who attend the executive session to be interviewed by the Board or individuals whose names are protected by other federal or state laws such as the Family Educational Rights and privacy Act (“FERPA”).

Legal Reference:    Connecticut General Statutes
1-200 (2) Definitions. “Meeting”
1-206 Denial of access to public records or meetings.
210-Access to public records or meetings
1-225 Meetings of government agencies to be public, 1-226- Recording, broadcasting or photographing 
1-230 Regular meetings to be held pursuant to regulation, ordinance or resolution.
1-231 Executive Sessions
10-218 Officers. Meetings

Revised:    November 23, 2020
May 26,2020
    April 27, 2015

Bylaws of the Vernon Board of Education

Agenda Construction/Meeting Materials    9323

The Chairperson of the Board of Education sets meeting agendas.

The Superintendent of Schools shall prepare all agendas and supportive materials for meetings of the Board. In doing so, the Superintendent shall consult with the Board Chairperson and appropriate members of the administrative staff and as necessary with the Board Secretary.  Any Board member who wishes to have an item included on the agenda should notify the Board Chair or Superintendent in sufficient time for the Superintendent to review the request with the Board Chairperson for his or her decision on agenda placement. 

The agenda and supporting materials shall be distributed to Board members prior to the Board meeting in sufficient time to allow the members to consider the issues carefully.  Board members seeking inclusion of agenda items are also encouraged to provide supportive and explanatory material. 

Agendas shall also be made available to the press, representatives of the staff, town agency representatives, school administrators, and to others upon request.  Agendas for regular Board of Education meetings shall be available to the public in the Superintendent of School’s office, posted on the District’s Internet website, and shall be filed with the Town Clerk, not less than 24 hours in advance of the meeting time.  The same requirements shall be met for special meetings of the Board unless called in an emergency with less than 24 hours’ notice.

(cf. 1120  Public Participation at Board Meetings)
(cf. 1331  Smoke Free Environment)
(cf. 9121  Board Officers)
(cf. 9321  Time, Place, Notification for Meetings)
(cf. 9324  Meeting Conduct & Parliamentary Procedures)
(cf. 9325.1  Quorum)
(cf. 9325.2  Order of Business)
(cf. 9326  Minutes)
        
Legal Reference:  Connecticut General Statutes    
                1-225 Meetings of government agencies to be public.  Recording of votes.                      Schedule and agenda of meetings to be filed.  Notice of special meetings.                     Executive sessions.  (subsection (a) re agenda), (as amended by June 11                     Special Session, PA 08-3)

Revised:       October 13, 2020
Reviewed:     May 26, 2020
Adopted:      February 23, 2015
 

Bylaws of the Vernon Board of Education

Meeting Conduct and Parliamentary Procedures    9324

Legal Notice    

All Board of Education meetings shall be appropriately posted and conducted as provided by Connecticut General Statutes; under governing statutes, a meeting is any quorum of the Board of Education convened in person or electronically to discuss or act upon a Board matter, but meetings shall not include:    
        
1.  any meeting of a personnel search committee for executive level positions;
        
2.  any chance meeting or a social meeting neither planned nor intended for discussing Board of Education business;    

3.  strategy or negotiations with respect to collective bargaining;    
        
4.  a caucus of members of a single political party notwithstanding that such members also constitute a quorum of the Board of Education;    
        
5. communications limited to notice of meetings of the Board of Education or the agendas for such meetings.
    
Recording, Broadcasting, or Photographing Meetings    

The media may record, photograph, broadcast or record for broadcast by persons, newspapers, radio and television stations with 24 hour advance notification and approval by the Superintendent of Schools.  Such recording, photographing, broadcasting or recording for broadcasting by persons, newspapers, radio and television stations shall be done as inconspicuously as possible and in such manner as not to disturb the Board of Education meeting.    

Conduct of Meetings    

In the event that a Board of Education meeting is interrupted by any person or group of persons who render the orderly conduct of the meeting unfeasible and order cannot be restored by the removal of individuals who are willfully interrupting the meeting, the Board of Education Chair shall order the meeting room cleared and continue in session.  Only regular items on the agenda may be considered in such case. Media representatives, unless they were disorderly, shall be permitted to attend the sessions held in this manner.
    
After time has passed, the Chair, in their discretion, may suspend the Board meeting and invite back those members of the public not responsible for the disruption.    

Voting Method
    
Board minutes shall reflect how each member votes on each motion.  Board of Education voting shall be by show of hands with an exception for the election of officers at Board organizational meetings which shall be by initialed or signed ballots.
    
Except as provided by law, Board Policy, Board Bylaws, or any other binding agreements on the Board, a majority vote of members present and voting shall be sufficient to pass a motion.  Abstentions shall not be counted as votes.  

Electronic Participation

The Board of Education authorizes that the Board Chair or presiding officer may allow Board members to participate electronically in a Board meeting if there is good cause why the Board members cannot attend in person and the request is received sufficiently in advance to allow a good quality electronic connection to be set up.  Members who participate in a Board meeting through electronic means may be counted in the quorum.  The location of the meeting must allow the public to adequately monitor the meeting.  All votes at a meeting in which members are attending by teleconference shall be taken by roll call.
    
Parliamentary Procedures    

Board meetings shall be conducted according to the rules of parliamentary procedure laid down in Robert's Rules of Order, New Revised, unless otherwise specified by state law or in written Bylaws for Board of Education operating procedures.
    
(cf. 9321  Time, Place, Notification for Meetings)

Reference:  Robert's Rules of Order, Newly Revised    

Legal Reference:   Connecticut General Statutes    
                            1-200 Definitions.  ("Public Agency")    
                                1-225 Meetings of government agencies to be public. Recording of votes. Schedule and agenda of meetings to be filed.  Notice of special meetings. Executive sessions.
                       1-226 Recording, broadcasting or photographing meetings.    
                       1-227 Mailing  of notice of meeting to persons filing written request.

Revised:      October 13, 2020 
            May 26, 2020
Adopted:    April 27, 2015
 

Bylaws of the Vernon Board of Education

Order of Business    9325.2

The order of business shall be at the discretion of the Chair and  may include the following items:

a) Establish Quorum

b) Call to Order 

c) Pledge of Allegiance

d) Recognitions & Presentation

e) Community Forum

f) Consent Agenda

g) Secretary’s Report

h) Opportunity for Board members to add/delete agenda items

i) Personnel

j) Teaching and Learning

k) General Business

l) Review and Update Board of Education Calendar

m) Opportunity for Questions from the Press

n) Executive Session (if necessary)

0) Adjournment

        
Community Forum:

All regular and special meetings of the Board or its committees shall be open to the public to the extent provided by law. The Board/Committee desires to hear the viewpoints of citizens throughout the district.  At the discretion of the Chair, the Board shall offer suitable time for citizens to be heard; otherwise, discussion will be limited to the members of the Board or Committee, as applicable. However, Board/Committee meetings are conducted for the purpose of carrying on the business of the schools and, therefore, are not public meetings but meetings held in public.  Any individual recognized by the Board/Committee Chair to speak shall give their name, address, the group, if any, that is being represented and the subject to be discussed. The presentation shall be as brief as possible. Unless an extension is granted by a majority of the Board members present, the speaker shall be limited to three minutes.  Total time for the public comment at any meeting will be limited to 15 minutes, unless extended by a majority of the Board members present.  The Board/Committee will not permit in public session any expression of personal complaint about school personnel nor against any person connected with the school system, including students, whether specifically identified by name or not. Persons with personal complaints regarding personnel should speak with the Superintendent of Schools as a means of bringing concerns for consideration and disposition. Speakers will not be permitted to participate in gossip, make defamatory comments or use abusive or vulgar language. Speakers will be advised that comments must be limited to items which directly relate to the school district. The Chair of the Board/Committee will maintain the prerogative to discontinue any presentation which violates any of the public participation guidelines.  As a matter of standard procedure, public comment will be confined to that portion of the agenda, if any, reserved for petitions and comments, and is subject to Board/Committee approval. In the advance of any meeting, any member of the public may request of the Board/Committee Chair to extend an invitation to any member of the public for an opportunity to address the Board on one or more specific agenda items when those items are reached. The decision to honor such a request or to extend such an invitation shall be within the sole discretion of the Board/Committee Chair.

Revised:    October 13, 2020
            May 26, 2020
Revised:    October 14, 2014
 

Bylaws of the Vernon Board of Education

Requests for Information by Board Members    9325.5

Board of Education (Board) members represent the public and are entitled to information regarding District performance that will assist them in governance. All Board member requests for documents or information should be made directly to the Superintendent or their designee.

Documents subject to Connecticut’s Freedom of Information law will be provided, as they are provided to all citizens under Board policy.

Should requests be for information that already exists or data that can be easily gathered and analyzed (provided the request is not for privileged management information, as outlined below), the Superintendent will, in a timely manner provide the information in its most accessible format, to the requesting Board member, with copies to all Board members.

Should the information not exist and/or be difficult to obtain, and should the Superintendent determine that the value of the information to the District be insufficient to justify the time or cost of obtaining it, they shall bring the request to the Board, with an estimate of the time/cost of responding to the Board member’s request. By Board action, the Board will direct the Superintendent to provide, or not provide, the requested information.

The Board, by this policy, wishes to distinguish between District performance information and privileged management information. Performance information is normally data based on numerical measures of results, District operations or practice patterns. Documents or other management information relating to individuals, contracts, meetings, or events of any ongoing management process, unless under the purview of the Freedom of Information Act, are considered privileged management information and not within the purview of the Board.

(cf. 1120 - Board of Education Meetings re Public Participation)
(cf. 9322 - Public and Executive Sessions)

Legal Reference:    Connecticut General Statutes
                1-200 Definitions
                1-206 Denial of access of public records or meetings.  Notice.  Appeal
                1-210 to 1-213 Access to public records (as amended by PA 02-113)
                1-211 Access to computer stored records.
                1-214 Public contracts as part of public records.
                1-225 to 1-240 Meetings of government agencies to be public

Revised:     May 26, 2020
Reviewed:    April 27, 2015
Adopted:    August 26, 2013
 

Bylaws of the Vernon Board of Education

Minutes    9326

The Board Secretary shall keep the minutes, a record of all Board proceedings as required by statutes, which shall be a complete and permanent record of Board meeting action, including resolutions and motions in full. Minutes should always reflect Board of Education action and related discussion rather than attempting to provide a verbatim account of the meeting.

The minutes of the meeting of the Board of Education shall include the following items:
The kind of meeting, date and place of meeting.
The call to order, stating time, name and title of presiding officer.
The names of those members in attendance.
A notation of presence or absence of Superintendent of Schools and other staff members.
A record of any corrections to the minutes of previous meetings and the actions approving them.
A record of information shared in community forum presented to the Board.
A record of the hearing of all petitions of citizens.
A record of any reports of Board members or staff members.
The disposition of all matters on which action was recommended.
All motions and resolutions and their disposition, listing all votes, abstentions and absentees.
All decisions concerning future meetings and agendas .

One copy of the official minutes shall be maintained in the Office of the Superintendent, and one copy in the office of the Town Clerk.  They shall be made available to interested citizens upon request.

Board minutes shall be available in unapproved form, within 72 hours of a Board meeting excluding Saturdays, Sundays, and legal holidays; a written record of Board votes shall be available for public inspection in the Superintendent's office within 48 hours of a Board meeting excluding Saturdays, Sundays, and legal holidays.  (In determining the time herein, any day on which the Board office is closed shall also be excluded.) Votes taken shall also be reflected in the minutes of each meeting and the minutes shall be available for public inspection and posted on the Board’s website. 

Copies of the minutes of a meeting shall be sent to all members of the Board before the meeting at which they are to be approved.  Permanent minutes shall be signed by the Board Secretary.

Any public meeting of the Board of Education may be photographed, broadcast, or recorded for broadcast providing there is no disruption of the Board’s meeting.

The Board Recorder may tape Board of Education meetings for the purpose of assisting in the transcription of written minutes..

Legal Reference:   Connecticut General Statutes
            1-225 Meetings of government agencies
            10-218 Election of officers.
            10-224 Duties of the secretary.
            

Revised:     June 8, 2020
            April 27, 2015
 

Bylaws of the Vernon Board of Education

Electronic Mail     9327

Electronic Mail Communications

The Board of Education believes that Board members electronically connected to other Board members is an efficient and convenient way to communicate.  The main goal of electronic mail (e-mail) is to expedite the passage of information.  E-mail gives Board members quick access to one another.  Communication among Board members via e-mail should conform to the same standards as other forms of communication.  (i.e., committee meetings, etc.) as directed by the Freedom of Information Act.  When used properly, e-mail is an effective communications tool and can provide a formal record.

All Board members are encouraged to access e-mail. It will be the responsibility of individual Board members who use e-mail to provide hardware, hook-up and pay all consumable expenses associated with e-mail usage.

Guidelines for Board E-Mail Usage

The Freedom of Information Act mandates that all meetings of public bodies such as school Boards be open to the public.  It is the policy of the Board of Education that e-mail shall not be used in such a manner as to deprive the public of the rights given to it under the Freedom of Information Act.  For this purpose, this bylaw sets forth guidelines for the uses intended to be made of e-mail by Board members when communicating with other Board members.
        
1.  E-mail, like other written forms of communication relating to the conduct of the public business is subject to the Freedom of Information Act and subject to disclosure.    
        
2.  Board members shall not use e-mail as a substitute for deliberations at public Board meetings, and/or shall not discuss policy matters or vote informally on any issues.    
        
3.  E-mail should be used to pass along factual information.    
        
4.  Security of e-mail communication cannot be assured.  Board members shall not reveal their passwords to others in the network nor to anyone outside of it.  If any Board member has reason to believe a password has been lost or stolen, or that e-mail is being accessed by someone without authorization, he/she shall notify the Superintendent, who will notify the district’s technology specialist.    
        
5.  Personnel issues and other sensitive subjects should never be discussed on-line.  The confidentiality of employee data, student data, and other sensitive subjects must always be maintained.    

Any usage contrary to the aforementioned shall be reported immediately to the Superintendent and may result in the suspension and/or revocation of system access and/or censure.

Accessing E-Mail

In an effort to encourage all Board members to access e-mail, while maintaining public fiscal responsibility, the Board of Education will loan to any Board member needing access, a computer (when surplus is available), and other hardware peripherals to be returned to the Board office upon leaving office.  It will be the individual Board member's responsibility to provide the hook-up and pay all consumable expenses associated with e-mail usage.  In the event a Board member elects not to access e-mail, a hard copy of all e-mail directed to "Board" will be placed in the Board packet prior to all regularly scheduled meetings, and will also be accessible in the Board of Education Office.  The Board of Education will provide Board members a Board of Education email address and discourages the use of a work or personal email.

        
Legal Reference:    Connecticut General Statutes    
                The Freedom of Information Act.    
                1-200 Definitions.    
                1-210 Access to public records.  Exempt records.    
                1-211 Disclosure of computer-stored public records.

Revised:  June 8, 2020
Bylaw adopted by the Board:  February 23, 2015
 

Bylaws of the Vernon Board of Education

Board Member Use of Internet Social Networks    9327.1

The Board of Education (Board) recognizes that reliance on social media as a means of communication is rapidly becoming the norm for school districts. Many school board members are active users of social media, including, but not limited to, such online platforms as Facebook and Twitter, as well as other media such as blogs and personal websites. The Board understands that social media can be a positive tool for fostering community engagement with the school district. However, Board members need to operate within appropriate guidelines when they are communicating online about school district business.

While social networking sites can be an effective and efficient means of communication, Board members need to be aware of the obligations and requirements that arise when using this form of communication. Board members’ personal use of social networking sites may be limited or prohibited because of the need to comply with state statutes and regulations pertaining to public records and open meetings as described in the Connecticut Freedom of Information Act (“FOIA”).  See, C.G.S. §1-200 et seq.

Compliance with Public Records Law

Any recorded data or information relating to the conduct of public’s business prepared, owned, received, or retained by the Board or the school district, whether handwritten, typed, tape-recorded, printed, photo-stated, photographed or recorded by any other method is by definition a “public record” and access thereto during normal hours of business for the Board’s business offices must be granted to any member of the public. This includes communications that school board members and district employees send or receive relating to the affairs of the school district and the official acts of Board members and employees of the Board. Electronically stored information concerning the business affairs of the Board generally constitutes a “public record” under the FOIA, provided such recorded information is maintained in connection with school business. The substance of the information, not the format, controls whether it is a public record. As an elected official, a school board member’s information regarding the affairs of the district contained on a social networking site or a blog, that is created or kept by the Board member is almost surely to be considered a public record unless it is protected as an exception by a specific provision of the FOIA.

Compliance with the Freedom of Information Act  

Board members using social networking sites may inadvertently violate the FOIA if they are not vigilant about the content and subject matter posted on the site and aware of the users of the site. Online posting by Board members can result in a meeting of the Board if the postings discuss school district business and a quorum of school board members are involved on the site to determine the course of action that will be taken by either the Board, as a whole, or one of its committees.

Board members may have neither online conversations that violate or to seek to circumvent the FOIA nor use online websites to communicate with one another about official Board business.

Social Networking Websites 

Board members need to periodically review the importance of maintaining proper decorum in the online digital world as well as in person. This review is to give special emphasis to Board member use of Facebook, Twitter and other social media. 

Code of Ethics

Use of social media sites by Board members shall be consistent with the Board’s Code of Ethics (Bylaw #9271). 

Board members will refrain from inappropriate conduct in making public statements on Facebook and other social networking sites, and will refrain from any disparagement of fellow Board members or others on a personal, social, racial, religious or any other legally protected basis. Board members shall not send messages that contain material that may be defined by a reasonable person as profane or obscene; messages that are racist, sexist or promote illicit, illegal or unethical activity.

Board members must not forget that authority to act on Board business rests solely with the Board acting as a whole or in a designated committee and will make no personal promises on social media sites nor take any private action which may compromise the legal workings of the Board.

Maintaining Confidentiality

Board members will not divulge confidential information about students, school employees, or Board business on social media sites.  Board members and District employees who have access to student information, or other confidential information including, but not limited to, material protected by the Attorney/Client privilege or federal statutes such as the Family Educational Rights and Privacy Act (“FERPA”) and the Health Insurance Portability and Accountability Act of 1996 (“HIPPA”), are prohibited from disclosing that information without the consent of the adult student, parent/guardian of a minor, or subject of the medical information. In general, all records related to the individual student maintained by a school constitute confidential student records.

Board members are not to expect that their online conversations will remain private. Discussion of investigations into school issues will not be conducted online. Extreme care must be taken not to disclose confidential information related to students or employees while interacting online.

Social Media Guidelines for Board Members

The following guidelines are for Board members to consider when using social media. In using social media to communicate about school district activities, a Board member shall:

Clarify that the communication is as a personal opinion of an individual member of the Board and not made in the role of an official District spokesperson.
Avoid deliberating school district business with a quorum of the Board or one of its committees.
Direct complaints or concerns presented online from other individuals to the appropriate administrator.
Avoid posting content that indicates the reaching of an opinion on pending Board matters.
Avoid posting content that affects the outcome of pending board matters.
Ask for community input through appropriate channels, but will not allow the social network site to direct decisions as a Board member.
Post only content that the District has already released to the public.
Clarify, when attempting to restate what happened at a previous Board meeting, that the posting on the social media site is not an official record of such meeting.  Share information only from the open portions of the meeting.
Conduct himself/herself online in a manner that reflects well on the District; avoid posting information that has not been verified and made public by the District; and never post anonymously about school business.
Immediately report harassing or defamatory communications that involve school officials, staff, students, or District business to the Superintendent.
Retain electronic records, including the Board member’s own posts and content others post to the Board member’s account, when required to do so by the District’s retention policy.
Report immediately to the District any potential security breaches if the Board member loses control or possession of a District-issued or personal electronic device on which confidential District records could be accessed.
Comply with the District’s acceptable use policy when using District-issued devices or technology resources, including District Internet access on a personal device.

(cf. 1000 - Communications with the Public)
(cf. 4118.51/4218.51 – Social Networking)
(cf. 5125 – Student Records)
(cf. 6141– Acceptable Computer Use)
(cf. 6141.326 – Online Social Networking)
(cf. 9271 - Board Code of Ethics)
(cf. 9327 – Electronic Mail Communications)
(cf. 9330 – Board/School District Records)

Legal Reference:    Connecticut General Statutes
The Freedom of Information Act.    
1-200 Definitions.
10-209 Records not to be public.
1-210 Access to public records.  Exempt records.

Federal Statutes
Public Law 94-553, The Copyright Act of 1976, 17 U.S.C. 101 et. seq.
Federal Family Educational Rights and Privacy Act of 1974 Dept. of Education. 34 CFR. Part 99 (May 9, 1980 45 FR 30802) regs. implementing FERPA enacted as part of 438 of General Education Provisions Act (20 U.S.C. 1232g) parent and student privacy and other rights with respect to educational records, as amended 11/21/96.

Revised:    November 23, 2020
            June 8, 2020
Adopted:    May 29, 2018
 

Bylaws of the Vernon Board of Education

Board and School System Records    9330

Any recorded data or information relating to the conduct of the public's business prepared, owned, used, received or retained by the Board of Education or the school district, whether handwritten, typed, tape-recorded, printed, Photostatted, photographed, or recorded by any other method is by definition a "public record" and access thereto during normal hours of business shall be granted to any citizen.  The Board recognizes the need for its records to be stored as a blend of printed, bound and electronically recorded material.  All such records shall be maintained at the office of the Superintendent of Schools, who shall be the custodian of all public records of the district.

Not included in the category of public records to which the privilege of access is given are the following:    

1.  Preliminary drafts or notes provided the custodian or the Board of Education has determined that the public interest in withholding such documents clearly outweighs the public interest in disclosure.

2.  Personnel or medical files and similar files, the disclosure of which would constitute an invasion of personal privacy.    

3.  Records pertaining to strategy and negotiations with respect to pending claims and litigation to which the district is a party until such litigation or claim has been adjudicated or otherwise settled.

4.  Trade secrets.

5. Test questions, scoring keys and other examination data used to administer a licensing examination, examination for employment or academic examinations.

6.  The contents of real estate appraisals, engineering or feasibility estimates and evaluation made for or by the district relative to the acquisition of property or to prospective public supply and construction contracts, until such time as all of the property has been acquired or all proceedings or transactions have been terminated (except that the law of public domain is not affected by this provision).    

7.  Records, reports and statements of strategy or negotiations with respect to collective bargaining.

8.  Records, tax returns, reports and statements exempted by federal law or state statutes or communications privileged by the attorney-client relationship.

9.  Names or addresses of students enrolled in the public schools without the consent of each student whose name or address is to be disclosed who is eighteen or older and a parent or guardian of such minor student.

10. Records including engineering and architectural drawings; security systems’ operational specifications (except a general description, cost and quality of the system); training manuals that describe security procedures, emergency plans or security equipment; internal security audits; and logs and other documents containing information on security personnel movement or assignments if reasonable grounds exist to believe their release would pose a safety risk, including harm to anyone, a facility or equipment.    

11.  Security manuals, emergency plans, emergency recovery or response plans and staff meeting minutes or records or portions of them that contain or reveal security information or otherwise exempt records.

12. Educational records not subject to disclosure under the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. 123g; as amended.

13. Records of standards, procedures, processes, software and codes not otherwise available to the public, the disclosure of which would compromise the security or integrity of an information technology system.

Availability of Records

Any person shall receive promptly on request, a plain or certified copy of any public record except those which access is not permitted under law, at a cost not to exceed fifty cents per page. If any copy requested required a printout or transcription, or if any person applies for a printout or transcription of a public record, the fee shall not exceed the cost to the school district. The district will require prepayment of the fee if the fee is estimated to be two dollars or more. There will be no sales tax for this service. There will be no charge if the person requesting the record is an indigent, the record requested is exempt from disclosure, or if, in the judgment of the custodian of records, compliance with the request benefits the general welfare.

An additional charge of one dollar for the first page and fifty cents for each additional page may be made for certification of any records or of any fact within the record.    

The Superintendent, on behalf of the Board of Education, shall notify an employee in writing when a request is made for disclosure of the employee's personnel, medical or similar files, if the Superintendent reasonably believes disclosure would invade the employee's privacy.    

Legal Reference:  Connecticut General Statutes
            1-15 Application for copies of public records.
            1-200 Definitions.
            1-210 to 1-213 Access to public records. (as amended by PA 02-113)
            1-211 Access to computer stored records.
                                       1-212(g) Copies and scanning of public records
            1-214 Public contracts as part of public records.
            1-225 to 1-240 Meetings of public agencies.
                                       Paulson v Superintendent of Schools, Bethel Public Schools, #FIC
                                                2015-663 (June 8, 2016)
            Federal Rules of Civil Procedure – 2006 Amendments

Revised:      June 8, 2020
            April 27, 2015
Adopted.      September 23, 2002
 

Bylaws of the Vernon Board of Education

Board of Education Self-Evaluation/ Policy Review    9400

Self-Evaluation

The Board of Education is made up of duly elected individuals to oversee the Public Schools of the community. This very responsible and complex job requires that the Board blend its diverse opinion into a common purpose which will give direction to the school system. The local community looks to its Board of Education to provide leadership for the school system. The success of the system depends on how well that role is carried out.

Therefore, it shall be the policy of the Board of Education that there shall be an annual program of self-evaluation in which each member shall participate.

The evaluation will include, but not be limited to, the following leadership areas: community leadership of education, influencing educational policy, community involvement, communicating with the public, the decision making process, planning and setting goals, allocating resources, developing Board policy, policy oversight, selecting and evaluating the Superintendent, working with the Superintendent, promoting good employee relations, setting expectations for Board member conduct, conducting the work of the Board, and Board member development.

Policy Review and Evaluation

The Board shall follow through the policies it has formulated.  It shall evaluate how the policies have been executed by the school staff, and shall weigh the results.  The Board shall rely on the school staff, students, and the community to provide evidence of the effect of the policies which it has adopted.

        
Legal Reference:    Connecticut General Statutes    
                10-220 Duties of boards of education.    

Revised:  June 8, 2020
Adopted:   February 23, 2015