302 SECTION: ADMINISTRATIVE EMPLOYEES EMPLOYMENT OF SUPERINTENDENT/ ASSISTANT SUPERINTENDENT June 28, 1990
COATESVILLE AREA SCHOOL DISTRICT
302. EMPLOYMENT OF SUPERINTENDENT/ASSISTANT SUPERINTENDENT 1. Purpose SC 1001, 1003 2. Authority SC 1071, 1073, 1075 The Board places the primary responsibility and authority for the administration of this district in the Superintendent. Selection of a Superintendent, or Assistant Superintendents, is therefore critical to the effective management of the district. When the position of Superintendent, or Assistant Superintendent, shall be vacant, the Board shall elect a district Superintendent, or Assistant Superintendent, by a majority vote of all members of the Board, and shall fix the beginning salary and the term of office. Such term may be three, four, or five years beginning with the effective date of the appointment to office. During the final year of the term of office the Board may notify the Superintendent, or Assistant Superintendent, that it plans to seek applications from other qualified candidates for the position. Such notification shall be given 150 days prior to the end of the term. The Board will actively seek the best qualified and most capable candidate for the position of Superintendent. It will be aided in this task by a committee of Board members and/or the services of professional consultants. Recruitment procedures shall be prepared in advance of the search and shall include the following: 1. The preparation of a written job description for the position. SC 1003 2. Preparation of written specification of qualifications, in addition to proper state requirements for all applicants. 3. Preparation of informative material describing the school district and its educational goals. 4. Where feasible, the opportunity for applicants to visit the schools of the district.
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302. EMPLOYMENT OF SUPERINTENDENT/ASSISTANT SUPERINTENDENT - Pg. 2
5. That a screening process be established that ensures that the Board have an opportunity to interview a sufficient number of finalist candidates so that an adequate range of choices is available for final selection. SC 3705 Pol. 104 P.L. 88-352 (Title VI) P.L. 92-318 (Title IX) 6. Recruitment and consideration of candidates in accordance with Board policy, state and federal law.
The Board will seek applicants for the position of Assistant Superintendent by nomination of the Superintendent in conjunction with the process described above. No person may be employed as Superintendent, or Assistant Superintendent, of this district unless s/he has signed an employment contract with the Board or has been employed by Board resolution, either of which shall include: SC 1073 SC 1075 1. The term for which employment is contracted, including beginning and ending dates. 2. The salary which the Superintendent shall be paid and the intervals at which it shall be paid. 3. The benefits to which the Superintendent is entitled. 4. A statement as to the procedure to be followed and the consequences of termination or modification. 5. Provision for extending the term of the agreement. 6. A statement of agreed upon evaluation procedures. SC 1109 No candidate shall be employed until such candidate has complied with the mandatory background check requirements for criminal history and the district has evaluated the results of that screening process. Any candidate's misstatement of fact - material to qualifications for employment or the determination of salary - shall be considered by this Board to constitute grounds for dismissal.
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COATESVILLE AREA SCHOOL DISTRICT
SECTION: TITLE: ADOPTED: REVISED:
LOCAL BOARD PROCEDURES MEETINGS September 27, 2001 May 23, 2002 October 19, 2004
Section 1. Parliamentary Authority 65 P.S. 701 et seq Parliamentary Procedure At A Glance by O. Garfield Jones, which is based on Robert’s Rules of Order for small groups, shall govern the Board in its deliberations in all cases, in which it is not inconsistent with statute, rules of the State Board, or these procedures. Section 2. Quorum SC 422 A quorum shall be five (5) Board members present at a meeting. No business shall be transacted at a meeting without a quorum, but the Board members present at such a meeting may adjourn to another time. Section 3. Presiding Officer SC 405, 426, 427, 428 The President shall preside at all Board meetings. In the absence, disability or disqualification of the President, the Vice President shall act instead. If neither person is present, a Board member shall be elected President pro tempore by a plurality of those present to preside at that meeting only. The act of any person so designated shall be legal and binding. Section 4. Notice 65 P.S. 703, 709 Notice of all open public Board meetings, including committee meetings and discussion sessions, shall be given by publication of the date, place, and time of such meetings, in the newspaper(s) of general circulation designated by the Board and the posting of such notice at the administrative offices of the Board. Notice will also be provided via the district website at www.coatesville.k12.pa.us, along with a copy of the agenda. a. Notice of regular meetings shall be given by publication and posting of a schedule showing the date, place and time of all regular meetings for the calendar year at least three (3) days prior to the time of the first regular meeting.
65 P.S. 703, 709
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65 P.S. 703, 709
65 P.S. 703, 709
65 P.S. 703
65 P.S. 709
65 P. S. 708 SC 423
b. Notice of all special meetings shall be given by publication and posting of notice at least twenty-four (24) hours prior to the time of the meeting, except that such notice shall be waived when a special meeting is called to deal with an actual emergency involving a clear and present danger to life or property. Notice will also be provided via the district website at www.coatesville.k12.pa.us, along with a copy of the agenda if feasible, under the circumstances involved. c. Notice of all rescheduled meetings shall be given by publication and posting of notice at least twenty-four (24) hours prior to the time of the meeting. Notice will also be provided via the district website at www.coatesville.k12.pa.us, along with a copy of the agenda. d. Notice of all recess or reconvened meetings shall be given by posting a notice of the place, date and time of meeting and sending copies of such notice to interested parties. Notice will also be provided via the district website at www.coatesville.k12.pa.us, along with a copy of the agenda. e. Notice of all public meetings shall be given to any newspaper(s) circulating in Chester County and a radio or television station which so requests. Notice of all public meetings shall be given to any individual who so requests and provides a stamped, addressed envelope for such notification. Notice will also be provided via the district website at www.coatesville.k12.pa.us, along with a copy of the agenda. f. Notice of executive sessions, if not previously announced, shall be provided, in writing, to Board members at least twenty-four (24) hours prior to the executive session. g. Notice of all regular and special Board meetings shall be given to Board members prior to the time of the meeting and posted on the district website at www.coatesville.k12.pa.us, as well. Section 5. Regular Meetings
65 P.S. 701 et seq SC 421
Regular Board meetings shall be public and shall be held at specified places at least once every two (2) months. a. Agenda It shall be the responsibility of the Superintendent, with the aide and advise of the Board President, to prepare an agenda of the items of business to come before the Board at each regular meeting. The agenda, together with all relevant reports, shall be provided each Board member at least three (3) days before the meeting. The business of the meeting will normally be considered in the order in which it appears on the agenda except that the Board President may, at his/her discretion, vary the order of procedures. Page 2 of 9
b. Order of Business The following shall be included in the transaction of business for regular Board meetings. Special Board meetings, limited Board meetings and Board Committee meetings shall have their agendas prepared in a format that would lend itself to the purpose of the meeting. Call to Order Reading of the Mission Statement Advisement Roll Call (Board Members and Student Representatives) Moment of Silence and Flag Salute Additions, Deletions or Modification Review and Approval of the Minutes of the Preceding Meeting Old or Unfinished Business Items Public Comment on Agenda Items New Business a. Superintendent’s Report (may include presentations & recognitions). b. Student Representatives Reports c. Special Reports: 1. Intermediate Unit 2. Legislation 3. Board Member Reports 4. Important Dates 5. Board President’s Report d. Consent Agenda (committee meeting action items that will be enacted under one motion unless removed for separate action). e. Committee Reports: Finance and Personnel Committee - The committee focuses on the finances necessary to operate the School District. Continual reviews of enrollment projections as well as development of the annual budget are major responsibilities of this committee. The committee reviews all matters related to labor negotiations, human relations and personnel. Justification to create a new position, delete an existing position or fill a vacancy is discussed by this committee. Education Committee - The adoption, implementation, evaluation or deletion of educational programs in the responsibility of this committee. The committee is responsible for all matters related to services provided for educational needs of the students including but not limited to technology, guidance, health services, homebound instruction, Page 3 of 9
and special education. Operations Committee - The committee’s focus is on the physical facilities necessary to operate the School District. The committee reviews, studies and plans long-range physical needs of the District. The committee is responsible for all matters related to services provided to students including but not limited to technology, food services and transportation. Student and Community Relations Committee – The committee is responsible for all matters related to students, including but not limited to; discipline, student activities, athletics and extra-curricular activities. Any projects that extend beyond the District but related to improvement of services and opportunities for students are the responsibility of this committee. Continual review of district demographics assists the committee to make recommendations on assignment and placement of students. The committee serves as the liaison between the Board/administration and parent groups, community, and civic and political groups and is responsible for Board Policy. Informational Items – Additional informational updates. Pubic Comment (district related topics) Adjournment Section 6. Special Meetings 65 P. S. 701 et seq Special meetings shall be public and may be called for specific item or items of a timely nature that should or could not wait until the next regular meeting and/or at the discretion of the Superintendent. The President may call a special meeting at any time and shall call a special meeting upon presentation of the written requests of three (3) Board members. Upon the President’s failure or refusal to call a special meeting, such meeting may be called at any time by a majority of the Board members. Section 7. Hearing the Public Pol. 903 65 P. S. 701 et seq A member of the public present at a Board meeting may address the Board in accordance with law and Board policy and procedures. Section 8. Voting Page 4 of 9
All motions shall require for adoption a majority vote of those Board members present and voting, except as provided by statute or Board policy. All votes on motions and resolutions shall be by voice vote unless the President or another Board member requests an oral roll call vote. a. The following actions require the recorded affirmative votes of twothirds of the full number of Board members: SC 609 SC 687 SC 634 SC 687 SC 324 SC 707 SC803 SC1129 SC 671 (2nd Class only) Pol. 003 SC 508 1. Transfer of budgeted funds. 2. Transfer of any unencumbered balance, or portion thereof, from one appropriation to another, or from one spending agency to another. 3. Incur a temporary debt or borrow money upon such obligation. 4. Incur a temporary debt to meet an emergency or catastrophe. 5. Elect to a teaching position a person who has served as a Board member and who has resigned. 6. Convey land or buildings to the municipality co-terminus with the school district. 7. Adopt or change textbooks without the recommendation of the Superintendent. 8. Dismiss, after a hearing, a tenured professional employee. 9. Fix the fiscal year to begin on the first day of January. 10. Adopt, amend or repeal a board procedure. b. The following actions require the recorded affirmative votes of a majority of the full number of Board members: 1. Fixing the length of the school term. 2. Adopting textbooks recommended by the Superintendent. 3. Appointing the district Superintendent and Assistant Superintendent(s). 4. Appointing teachers and principals. 5. Adopting the annual budget. 6. Appointing tax collectors and other appointees. 7. Levying and assessing taxes. 8. Purchasing, selling, or condemning land. 9. Locating new building or changing the location of old ones. 10. Adopting planned instruction or curriculum. 11. Establishing additional schools or departments. 12. Designating depositories for school funds. 13. Expending district funds. 14. Entering into contracts of any kind, including contracts for the purchase of fuel or any other supplies where the amount Page 5 of 9
Po. 108 SC 1071, 1076 Pol. 604 Pol. 005, 606 Pol. 605 Pol. 107 SC 621 Pol. 610
SC 514, 1080 SC 212 SC 702 SC 708 SC 1503 Pol. 004 Pol. 004 Pol. 005 Pol. 005 Pol. 003
involved exceeds $100 subject to the provisions of Board policy. 15. Fixing salaries or compensation of officers, teachers, or other appointees of the Board. 16. Combining or reorganizing into a larger school district. 17. Entering into contracts with and making appropriations to the Intermediate Unit for the district’s proportionate share of the cost of services provided or to be provided by the Intermediate Unit. 18. Dismissing, after a hearing, a non-tenured employee. 19. Adopting a corporate seal for the district. 20. Determining the location and amount of any real estate required by the school district for school purposes. 21. Vacating and abandoning property to which the Board has title. 22. Determining the holidays, other than those provided by statute, to be observed by special exercises and those on which the schools shall be closed for the whole day. 23. Removing a Board Member. 24. Declaring that a vacancy exists on the Board by reason of the failure or neglect of a Board Member to qualify. 25. Removing an officer of the Board. 26. Removing an appointee of the Board. 27. Adopting, amending or repealing Board policy other than board procedure. c. The following procedures shall govern Board action on contracts and agreements: 1. Any contract or agreement in excess of one hundred dollars ($100.00) shall be voted on at a public meeting. Further, contracts for professional services, such as agreements to retain attorneys, investigators or other similar contracts, fall within the statutory definition and, therefore, should be voted on in a public meeting. There is a very limited exception to this rule, pursuant to the language contained in the sunshine Act or other laws for confidential matters, investigations, or other reasons. Under those circumstances, a public vote must be taken as soon as possible, and the Board shall obtain a written opinion from its solicitor as to when a public vote would be required. 2. The President shall be the executive officer of the Board and, as such, together with the Secretary, when directed by the Board, shall execute any and all contracts or agreements requiring the signature of the President. 3. The President shall not, except as this section otherwise Page 6 of 9
SC 427 Pol. 615
4. SC 433 Pol. 615
5. SC 751 Pol. 610
6. SC 807.1(b) 7.
provides, sign any order on the Treasurer, unless the same has been acted upon and approved by the Board, and the amount thereof and the name of the payee properly inserted. Any orders, which shall be for the payment of amounts owing under any contracts, which shall previously have been approved by the Board and by the prompt payment of which the district will receive a discount or other advantage may be signed without the approval of the Board first having been secured. All such orders shall be presented to the Board for approval at its next public meeting. The Board Secretary may prepare and sign orders on the Treasurer for the payment of amounts owing under any contracts which shall previously have been approved by the Board and by the prompt payment of which the district will receive a discount or other advantage, with the approval of the Board first having been secured. The Board Secretary shall be authorized to award contracts for construction, reconstruction, repairs, or work of any nature, where the entire cost or value, including labor and material, is ten thousand dollars ($10,000.00) or less, without soliciting competitive bids, subject to the provisions of Sec. 751 (A.1) of the School Code relating to price quotations for contracts that exceed four thousand dollars ($4,000.00). The Board Secretary shall be the purchasing agent for the district and shall be authorized to purchase supplies costing less than ten thousand dollars ($10,000.00). All orders of the Treasurer for amounts currently payable, including amounts due under contracts which shall previously have been approved by the Board, shall be approved by the affirmative vote of all members of the Board taken under the fiscal committee agenda at a public meeting of the Board. All payments under contracts or agreements which shall previously have been approved and to which the district is a party under the Chester County Intermediate Unit or other similar joint purchasing arrangements shall be exempt from the requirement for Board approval where the funds were previously authorized by the Board as part of the district’s contribution to the intermediate unit budget or other joint purchasing organization budget. All new contracts and agreements, whether or not requiring Board approval under this policy and where or not requiring signatures by the Board President and/or Board Secretary, shall appear under a section of the fiscal committee report of the Board’s meeting agenda titled “New Contracts/Agreements,” which the listing shall include Page 7 of 9
clarifying details as to each such contract or agreement. This identification of contracts and agreements shall include those, which are on the agenda of the Board meeting, and those, which shall have previously been signed by the Board Secretary pursuant to the terms of this policy.
Section 9. Minutes 65 P. S. 706 SC 518 The Board shall cause to be made, and shall retain as a permanent record of the district, minutes of all Board meetings. Said minutes shall be comprehensible and complete and shall show: a. b. c. d. e. f. The date, place, and time of the meeting. The names of Board members present. The presiding officer. The substance of all official actions. Actions taken. Recorded votes and a record by individual members of all roll call votes taken. g. The names of all citizens who appeared officially and the subject of their testimony. The Board Secretary shall provide each Board member with a copy of the minutes of the last meeting prior to the next regular meeting. SC 433 The minutes of Board meetings shall be approved at the next succeeding meeting and signed by the Board Secretary. Notations and any tape or audiovisual recording shall not be the official record of an open public Board meeting and should be destroyed once they have served their purpose.
65 P. S. 705
Pol. 006 65 P.S. 703, 709
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65 P. S. 707, 708
Section 10. Executive Session The Board may hold an executive session, which is not an open meeting, before, during, at the conclusion of an open meeting, or at some other time. The presiding officer shall announce the reason for holding the executive session; the announcement can be made at the open meeting prior to or after the executive session. The Board may discuss the following matters in executive session: a. b. c. d. Employment issues. Labor relations. Purchase or lease of real estate. Consultation with an attorney or other professional advisor regarding potential litigation or identifiable complaints that may lead to litigation. e. Matters that must be conducted in private to protect a lawful privilege or confidentiality. Official actions based on discussions held in executive session shall be taken at a public meeting. Executive Sessions should be held, whenever possible, either before or after any regular or special public Board meeting. Whenever an executive session is called during a public Board meeting, it should focus only on the issue or issues at hand. Section 11. Committee Meetings
65 P. S. 703, 709 65 P. S. 701 et seq
Committee meetings may be called at any time by the committee chairperson, with proper public notice, or when requested to do so. A majority of the total membership of a committee shall constitute a quorum. Unless held as an executive session, committee meetings shall be open to the public, other Board members, and the Superintendent. All Board members and the Superintendent shall be advised of the date and times for the scheduled meetings.
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