Section B of School Board Administrative Policies for Chillicothe Schools Pop-Ups

	Close This Window Print This Window District Home Page

SCHOOL DISTRICT POLICIES

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

For Office Use Only: B_INDEX.CHL (7/04)
BA Board Governance Role
BBA School Board Powers and Duties
BBB School Board Elections
BBBA Board Member Qualifications
BBC Board Member Resignation
BBD Board Member Removal from Office
BBE Unexpired Term Fulfillment/Vacancies
BBFA Board Member Conflict of Interest and Financial Disclosure
BCA Board Organizational Meeting
BCB Board Officers
BCC Appointed Board Officials
BCCA MSBA Delegate and Alternate
BCE Board Committees/Advisory Committees to the Board
BCE-R Board-Appointed Committees
BCG School Attorney/Legal Services
BDA Regular Board Meetings
BDC Closed Sessions
BDDA Notification of Board Meetings
BDDB Agendas
BDDF Voting Method
BDDG Minutes
BDDG-R Board Meeting Minutes
BDDH Public Participation at Board Meetings
BDDL Release of Information
BF School District Policy Process
BFA Board Review of Administrative Regulations
BGB Board-Staff Communications
BHA New Board Member Orientation
BHD Board Member Compensation and Expenses
BHE Board Member Liability/Insurance
BI School Board Legislative Program
BJ School Board Memberships

FILE: BA
Basic

BOARD GOVERNANCE ROLE
The Board of Education’s governance role is supported by the Board Governance Manual. Board governance policies are developed, monitored and revised as needed by the Board of Education in accordance with the annual agenda. These serve to define expected end results as well as provide administrator limitations on actions.

A separate manual of district administrative policies and regulation is also maintained within the district. District policies that require Board of Education approval will be monitored by the administrator and brought to the Board as part of the consent agenda. Administrative regulations necessary for implementation of district policies will be developed and monitored by the administrator and brought to the Board, as needed, as a part of the consent agenda.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Chillicothe R-II School District, Chillicothe, Missouri

Portions © 2000 Missouri School Boards’ Association
For Office Use Only: BA-V.CHL

Return to Top

FILE: BBA
Critical

SCHOOL BOARD POWERS AND DUTIES
The Board of Education is a representative body elected by the registered voters of the Chillicothe R-II School District of Livingston County. It is the purpose and the role of the Board of Education to exercise general supervision over the schools of the district, and to ensure that the schools are maintained as provided by the state statutes, the rules and regulations of the Missouri State Board of Education and/or the Missouri Department of Elementary and Secondary Education, and the policies, rules and regulations of the school district. In addition, the Board is accountable to the electorate, and shall be responsive to the educational needs and the imposed financial constraints
of the district. In conducting its various functions as the legislative and policy-making authority for the district, the Board recognizes the following general responsibilities as paramount:

Legislative and Policy Making -- The Board is responsible for the development of policies, rules and regulations to serve as guidelines for the general management and administrative actions of the district. The establishment of the goals and objectives of the school district and the methods of financial support needed to reach those goals and objectives are a part of the policy-making function of the Board of Education.
Executive -- The Board shall employ a superintendent to serve as the chief executive officer of the district. The Board shall delegate, in writing to the superintendent, the executive and administrative duties and responsibilities necessary for carrying out its policies, and shall hold the superintendent accountable.
Appraisal -- The Board is responsible for evaluating the effectiveness of its policies and their implementation. The Board shall hold the superintendent responsible for furnishing complete information necessary for the Board's evaluation of the district's programs.
Provision of Financial Resources -- The Board is responsible for the adoption of the annual budget, which will provide financial basis for personnel, facilities, materials and equipment to enable the district to carry out its educational program.
Staffing and Appraisal -- The Board is responsible for employing the professional and support staff necessary for carrying out the district's instructional program. The Board is also responsible for establishing salary schedules, terms of employment, and other personnel policies districtwide, and for the regular evaluation of its staff.
Public Relations -- The Board is responsible for providing adequate and direct means for keeping the district patrons informed about the schools, and for keeping itself and the school staff informed about the needs and wishes of the public.
< Educational Planning and Evaluation -- The Board is responsible for establishing educational goals which will guide both the Board and the staff in working together toward the continued improvement of the educational programs in the district. It is responsible for providing for an ongoing evaluation of the school program as measured through the goals and objectives set forth by the Chillicothe R-II School District Board of Education and by the Missouri State Board of Education.
Judicial -- The Board is responsible for acting as a court of appeals for the professional and support staff members, students, and the district patrons when issues involve Board policies and their fair implementation. The Board of Education shall control all aspects of the operations of the district within the limits of the law. However, the Board will make its members, the district professional and support staff, and the district patrons aware that the Board has authority to take official action only when it is acting as a whole. The Board shall be the final authority. No section of the policies, rules and regulations may be construed to limit the statutory powers of the Board to exercise its own prudent judgment.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Cross Refs: AA, School District Legal Status
Legal Refs: § 171.011, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BBB
Critical

SCHOOL BOARD ELECTIONS
(Ballot Placement by Order of Filing -- Seven-Director Districts)
The qualified voters of the Chillicothe R-II School District shall annually elect two (2) directors for terms of three (3) years each on the municipal election day in April. An additional director shall be elected triennially. Unexpired vacant terms will be filled in accordance with law.

Candidate Filing
Before the sixteenth Tuesday preceding the election, the Board shall publish in at least one (1) newspaper of general circulation in the district the opening filing date, the offices to be filled, the place for filing and the closing date for filing.

Qualified applicants for the Board may file a declaration of candidacy during business hours in the superintendent's office commencing at 8:00 a.m. on the sixteenth Tuesday prior to the election and ending at 5:00 p.m. on the eleventh Tuesday prior to the election. The candidate shall declare his or her intent to become a candidate in person and in writing to the secretary of the Board of Education or designee. The district shall clearly designate where candidates shall form a line to effectuate such filings and determine the order of such filings. The names of qualified candidates shall be placed on the ballot in order of filing.

The notice of election and certification of candidates must be submitted to the election authority by the tenth Tuesday prior to the election in the manner provided by law. After the tenth Tuesday prior to the election, the candidate list may only be modified pursuant to court order, in accordance with law.

Prior to the district's certification of candidates to the election authority, a candidate may withdraw from the election by presenting to the district a notarized written statement of his or her intention to withdraw. After the deadline for certification of candidates to the election authority, a candidate may only withdraw pursuant to court order, in accordance with law.

The district will provide each candidate a copy of the Notice of Candidate's Obligation to File Financial Interest Statement and a plain language summary of the applicable laws provided by the Missouri Ethics Commission as required by law. Candidates must comply with laws concerning eligibility, campaign financing and campaign disclosures.

Write-In Candidates
If candidates have filed for a position, a person interested in becoming a write-in candidate must file a declaration of intent to be a write-in candidate with the proper election authority prior to 5:00 p.m. on the second Friday immediately preceding the election day in order for the votes to be counted. If no candidates have filed for the position, filing a declaration of intent to be a write-in candidate is not necessary.

No Election Held
No election will be held if, after the last date of candidate filing, the number of candidates who have filed is equal to the number of positions to be filled by the election. However, if the number of candidates filing exceeds the number of positions, the election will be held even if a sufficient number of candidates withdraw so that the remaining candidates are equal to the number of positions to be filled.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 10/21/2003
Cross Refs: AA, School District Legal Status
Legal Refs: §§ 105.470, .483 - .487, .973, 115.121 - .127, .453, 162.261, .291, .341, .371,
.381, .459, 493.050, RSMo.
Ch. 130, RSMo.
Jackson Election Committee v. Paluka, 13 S.W.3d 684 (Mo.App.W.D. 2000)
Chillicothe R-II School District, Chillicothe, Missouri

© 2003, Missouri School Boards' Association, Registered in U.S. Copyright Office
For Office Use Only: BBB-C.1M (10/03) Page 1

Return to Top

FILE: BBBA
Critical

BOARD MEMBER QUALIFICATIONS
Members of the Board of Education shall be citizens of the United States and resident taxpayers of the Chillicothe R-II School District. They shall also have resided in the state for one (1) year preceding their election or appointment. Members shall be at least 24 years of age.

All Board members should have a knowledge of and an interest in the welfare and educational opportunities of students. Board members initially elected or appointed after August 28, 1993, in addition to the other qualifications listed in this policy, are required by law to successfully complete orientation and training requirements within one (1) year of the date of the election or appointment.

The orientation and training shall consist of at least 16 hours with the cost of such training to be paid by the district. All programs providing the orientation and training required under the provisions of this section shall be offered by a statewide association organized for the benefit of members of Boards of Education or be approved by the State Board of Education.

A Board member is a "public servant" under the Missouri Criminal Code provisions regarding bribery, acceding to corruption, official misconduct and misuse of official information.

A "taxpayer" is an individual who has paid taxes to the state or any subdivision thereof within the immediately preceding 12-month period, or the spouse of such individual.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 02/21/2003
Cross Refs: AA, School District Legal Status
Legal Refs: §§ 160.011(11), 162.203,.291, 556.061(23), 575.100, .120, .320, 576.010 - .050,
RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BBC
Basic

BOARD MEMBER RESIGNATION
The Board believes that any citizen who files for and seeks election to the Board of Education should do so with full knowledge of and appreciation for the investment of time, effort and dedication expected of all Board members, and that the citizen's intent to serve reflects his or her intention to serve a full term of office.

However, if a member decides to resign prior to the end of the term of office for reasons of health, relocation outside of the district, or any other compelling reason, the Board requests the earliest possible notification of intent to resign so that it may plan appropriately to fill the vacant seat. A Board member who resigns shall file a letter of resignation with the Board secretary, who shall forward it to the Board for consideration. A vacancy shall be declared to exist when the Board of Education votes to accept a member's letter of resignation.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section
for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 02/21/2003
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BBD
Critical

BOARD MEMBER REMOVAL FROM OFFICE
Any member of the Board of Education failing to attend three consecutive regular meetings of the Board, unless excused by the Board for reasons satisfactory to the Board, shall be deemed to have vacated the position on the Board. The secretary of the Board shall certify to the Board that a vacancy exists. The vacancy shall then be filled in the same manner as other vacancies occurring on the Board.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Legal Refs: § 162.303, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BBE
Critical

UNEXPIRED TERM FULFILLMENT/VACANCIES
Except as provided by the Missouri Constitution and state statutes, and subject to the right of resignation, all members of the Board shall hold office for the term thereof, and until their successors are duly elected or appointed and qualified.

If a vacancy occurs on the Board of Education, the remaining members shall appoint a person to serve until the next school board election, when a director shall be elected for the unexpired term. If there are more than two vacancies at any one time, the county commission, upon receiving written notice of the vacancies from the Board secretary, shall fill the vacancies by appointment. The person(s) appointed shall hold office until the next school board election, when a director(s) shall be elected for the unexpired term(s).

When it becomes necessary for the Board of Education to appoint one or more members to the Board of Education, the following procedures will be used:

Notification Process -- The fact that a vacancy exists or will exist will be announced at the next Board meeting. Local newspapers will also be notified. In a case of resignation, a vacancy shall be declared to exist when the Board of Education votes to accept a member's letter of resignation. In a case of removal from office, a vacancy shall be declared to exist when the secretary of the Board certifies to the Board that a vacancy exists. Residents wishing to be appointed to the vacancy shall make their desire known by sending a letter to the secretary of the Board stating their qualifications and their reason for wishing to be on the Board. A period of two weeks from the date of the announcement will be allowed for receipt of these letters.
Review/Interview Process -- The letters received will be reviewed by the Board of Education at the next regularly scheduled Board meeting, or at a special meeting called for that purpose. The Board may select final candidates from the applicants, and these individuals will be interviewed in open session at a regular or special meeting of the Board.
Selection Process -- The appointment(s) will be made in open session at the next Board meeting held subsequent to the interview process. Appointments shall be made through a formal motion and seconded, and an affirmative vote by a majority of the Board. This vote must be held in open session.
Exclusion of Resigning Board Member -- An individual who is resigning from the Board shall not participate in choosing his successor.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Cross Refs: AA, School District Legal Status
Legal Refs: § 162.261, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BBFA
Critical

BOARD MEMBER CONFLICT OF INTEREST AND FINANCIAL DISCLOSURE
(Districts including no portion of a first-class county)
The Board of Education desires that its members not only adhere to all laws regarding conflict of interest, but are also alert to situations which have the appearance of a conflict of interest. It is not the intent of this policy to prevent the district from contracting with corporations or businesses because a Board member is an employee of the firm. The policy is designed to prevent placing a Board member in a position where his or her interest in public schools and in his or her place of employment (or other indirect interest) might conflict, and to avoid appearances of conflict of interest, even though such conflict may not exist.

Sale, Rental or Lease of Property by Individual Board Members
Individual Board members shall not sell, rent or lease goods, supplies, commodities, real estate or property of any kind to the district unless the total compensation payable to such Board member is not in excess of $500 per transaction or $1500 per year, or the award is made after public notice, competitive bidding, and the bid or offer is the lowest received. Competitive bidding shall not be required in the case of real estate.

Services Provided by Individual Board Members
Individual Board members shall not provide services to the district in their capacity as individuals; however, this shall not prevent businesses in which Board members have an interest from providing such services in compliance with this policy.

Business Relationships
Businesses in which Board members have no more than a 10 percent ownership interest may make sales of services and property to the district without restriction. Businesses in which a Board member is sole proprietor, a partner with more than a 10 percent ownership interest, or the owner of more than 10 percent of the outstanding shares of any class of stock may make sales of goods and other property and provide services to the district after public notice and competitive bidding, provided that the bid or offer is the lowest received. Competitive bidding shall not be required in the case of real estate.

Self-Dealing
A Board member shall not favorably act on any matter that is so specifically designed so as to provide a special monetary benefit*** to such official or his or her spouse or dependent children. Furthermore, Board members may not participate directly or indirectly to influence a decision when the result may be the acceptance by the district of a service, or the sale, rental or lease of property to the district, if a benefit of more than $500 per year results to the Board member, the Board member's spouse, a dependent child in the Board member's custody, a sole proprietorship owned by the Board member or his or her spouse, a partnership in which the Board member or spouse is a partner, a corporation in which the Board member is an officer or director or in which the member, spouse, or dependent child in the member's custody together or separately own more than 10 percent of the outstanding shares of any class of stock, or any trust in which the Board member is the settlor or trustee, or in which the member, spouse or dependent child together or separately are beneficiaries or holders of more than a 10 percent interest in the trust, unless the transaction is made after public notice and competitive bidding, where the offer is the lowest received, provided that competitive bidding shall not be required for real estate.

Use of Confidential Information
A Board member shall not use confidential information obtained in the course of his or her official capacity in any manner with the intent to result in financial gain for him or herself, any other person or any business.

Nepotism
The Board shall not employ one of its members, nor shall any Board member vote to employ any person who is related within the fourth degree to such Board member, either by consanguinity or affinity. In the event that an individual is recommended for employment by the administrative staff and the individual is related within the fourth degree to a Board member, the Board member shall declare his or her interest, and shall refrain from debating or voting upon the question of employment.

Contributions
Campaign contributions will not be converted to personal use except to defray necessary expenses of the office; to defray entertaining expenses associated with the candidacy; to return contributions; or to make an unconditional gift to a political organization or charity.

Financial Interest Statement
The Chillicothe R-II School District Board of Education hereby adopts a policy and resolution to make public the disclosure of potential Board member and employee conflicts of interest to include the following information:

1. Each transaction in excess of $500 per calendar year between a Board member, superintendent, (chief administrative officer), chief purchasing officer, or general counsel employed full time and any person related within first degree by consanguinity or affinity* to such persons and the school district, excluding compensation received as an employee or payment of any tax, fee or penalty due to the district. This shall include the dates and identities of the parties in the transaction.

2. Each transaction in excess of $500 between any business entity in which such individuals have a substantial interest**, and the school district, excluding any payment of tax, fee or penalty due to the district or payment for providing utility service to the district. This shall include the dates and identities of the parties in the transactions. The chief administrative officer (superintendent) and chief purchasing officer (to be designated by Board if different than superintendent) will also disclose in writing the following information for themselves, their spouses and dependent children:

The name and address of each employer from whom income of $1000 or more was received.
The name and address of each sole proprietorship which the individual owned; the name, address and general nature of business conducted by each general partnership or joint venture in which he or she was a partner or participant; the name and address of each partner or coparticipant in the partnership or joint venture unless the information is already filed with the secretary of state; the name, address and general nature of business of any closely held corporation or limited partnership in which the individual owned 10% or more of any class of the outstanding stock or limited partner's units; and the name of any publicly traded corporation or limited partnership which is listed on a regulated stock exchange or automated quotation system which the individual owned 2% or more of any class of outstanding stock, limited partnership units or other equity interests.
The names and addresses of each corporation for which the individual served in the capacity of director, officer or receiver. This portion of the policy dealing with the financial interest statement will be adopted in an open meeting every other year by September 15. A certified copy of this policy/resolution shall be sent to the Missouri Ethics Commission within 10 days of the adoption. Disclosure reports shall be filed by May 1 for the preceding calendar year with the commission and the Chillicothe R-II School District Board of Education, and the reports will be made available for public inspection and copying during normal business hours.

* The "first degree of consanguinity or affinity" includes father, mother, spouse, son or
daughter by virtue of a blood relationship or marriage.

** "Substantial interest" is ownership by the individual, his or her spouse or dependent
children, either singularly or collectively of ten percent or more of any business entity, or
an interest having a value of ten thousand dollars ($10,000) or more, or the receipt of a
salary, gratuity or other compensation of five thousand dollars ($5,000) or more from any
individual, partnership, organization or association within any calendar year.

*** "Special monetary benefit" means being materially affected in a substantially different
manner or degree than the manner or degree in which the public in general will be affected or, if the matter affects only a special class of persons, then affected in a substantially different manner or degree than the manner or degree in which such class will be affected.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Readopted: 08/19/2003
Cross Refs: DJC, Bidding Requirements
DJF, Purchasing
FEF, Construction Contracts Bidding and Awards
GBL, Personnel Records
GCD, Professional Staff Recruiting and Hiring
GDC, Support Staff Recruiting and Hiring
JO, Student Records
Legal Refs: §§ 105.450 - .458, .462, .466, .468, .472, .476 - .492, 162.391, 168.126,
171.181, RSMo.
Article VII, Section 6, Missouri Constitution
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BCA
Critical

BOARD ORGANIZATIONAL MEETING
According to state law, the annual organizational meeting of the Board of Education shall be held within 14 days after the annual Board election. The newly elected members shall qualify by taking the oath of office as prescribed in Article VII, Section 11 of the Constitution of Missouri. The Board secretary shall administer the oath to the new members.

The Board shall organize by the election of a president and vice president, and the Board shall, on or before July 15 of each year, elect a secretary and a treasurer who shall assume their respective duties on July 15. The secretary and treasurer may or may not be members of the Board. The superintendent, who will serve as temporary chairperson, shall conduct the election of the president and vice president.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section
for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 04/20/2004
Legal Refs: Mo. Const. Art. VII, § 11
§§ 162.301, 610.010 - .028, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

© 2003, Missouri School Boards' Association, Registered in U.S. Copyright Office
For Office Use Only: BCA-C.1E (12/03) Page 1

Return to Top

FILE: BCB
Critical

BOARD OFFICERS
The Board of Education shall elect a president and vice president at its organizational meeting. Vacancies in Board officer positions shall be filled by holding another Board election to fill the vacant positions.

Duties of the Board President
The president of the Board, in addition to duties prescribed by law, will exercise such powers as properly pertain to the office according to Robert's Rules of Order, Revised. He or she shall have the right, as shall other members of the Board, to offer resolutions, to discuss questions and to vote thereon. The president will fulfill the responsibilities of the office as follows:

1. Preside, when present, at all meetings of the Board and be responsible for the orderly conduct of such Board meetings.

2. Sign all legal documents as required by law, which includes all checks or warrants of items ordered for payment by the Board, contracts approved by the Board, bonds and deeds of conveyance issued by and/or for the district, and the district's annual financial statement. The Board provides authorization for signatures to be affixed in facsimile.

3. Bring before the Board matters which, in his or her judgment, may require the attention of the Board.

4. Appear on behalf of the Board in all actions brought by or against it, unless individually a party, in which case this duty will be assigned by the Board.

5. Consult with the superintendent in planning agendas.

6. Confer with the superintendent on crucial matters that may occur between Board meetings.

7. Call special meetings of the Board as found necessary.

8. Appoint special committees subject to the approval of the Board.

9. Act as public spokesperson for the Board unless this responsibility is delegated to others.

10. Perform any other duty formally allocated by the Board of Education, the Missouri State Board of Education and/or the Missouri Department of Elementary and Secondary Education or by legislative enactment.

Duties of the Board Vice President

It shall be the duty of the vice president of the Board to perform all the duties assigned to the president in the event of the latter's disability or absence. The vice president shall also assume other duties, which the Board of Education may assign.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 02/21/2003
Legal Refs: §§ 162.051, .301, 164.191, 165.021, .111, .131, 168.101, .126, 177.091, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BCC
Critical

APPOINTED BOARD OFFICIALS
(Seven Director)
On or before July 15 of each year, the Board shall elect a school district secretary, treasurer and other Board officials deemed necessary and advisable. The Board will set the terms of service and compensation. If either the secretary or treasurer is a member of the Board, compensation for services may not be received. If not a member of the Board, reasonable compensation for services may be received. Vacancies in Board officer positions shall be filled by Board election of replacements.

Duties of the Board Secretary

The secretary of the Board of Education shall perform or cause to be performed the following duties:

1. Be present at all regular and special meetings of the Board, and special Board committee meetings as requested by the committee chairman, in order to keep an accurate record of the proceedings.

2. Keep accurate record of Board member attendance at Board meetings.

3. Keep a complete and accurate record of all regular and special meetings of the Board of Education, transcribe and type the official copy in the minute’s book, and make copies of the minutes for the superintendent and for each member of the Board.

4. Keep all records of the Board of Education in a fireproof vault or safe in the office of the superintendent.

5. Notify all members of regular, executive or special meetings of the Board.

6. Post all notices required by law or when duly ordered by the Board.

7. Issue and/or sign all reports, orders and official documents when such are required by law or duly ordered by the Board of Education.

8. Make and securely keep copies of election notices, contracts with teachers, certificates and all other papers relating to the business of the district.

9. File a copy of all reports with the records of the district as required by law or by the Board of Education.

10. Secure the election results of all propositions submitted to voters and duly enter such results in the district records. This shall include votes on tax levies, bond issues and other issues placed before the voters. Issue certificates of election to newly elected Board members.

11. Forward a complete copy of the annual report to the Missouri Department of Elementary and Secondary Education (DESE) at Jefferson City at the designated time.

12. Publish advertisements, requests for bids, etc., as ordered by the Board.

13. Make all reports required by law to DESE, the United States Department of Education and other federal/state agencies.

14. Destroy canceled bonds and interest coupons in the presence of at least two (2) Board members and two (2) other witnesses, and record in the books of the district a description of the bonds so destroyed by noting the date issued and due date, the number and amount of each bond, and the names of Board members and witnesses who were present at the burning of the bonds.

15. Maintain a correct plat of the district and notify DESE and the county clerk of any
boundary changes.

16. Certify copies of redistricting resolutions and plans.

17. Make attendance reports of any boundary changes to DESE and to the county clerk.

18. In the absence of both the president and vice president of the Board, the secretary shall call a Board meeting to order and a president pro tempore shall be chosen.

19. Perform such additional functions as may be required by law or authorized by the Board of Education, either directly or through the superintendent.

Duties of the Board Treasurer

The treasurer of the Board of Education shall perform or cause to be performed the following duties:

1. Become the custodian of all school moneys derived from taxation for school purposes in the district until paid out on the order of the Board.

2. Execute before entering the treasurer's duties a bond of security with one (1) or more sureties, which shall be approved by the Board and payable to the Board, conditioned upon the faithful discharge of the official duties of treasurer and in accordance with state law.

3. Provide for the procedures to receive and deposit promptly all moneys belonging to the district and pay out the same upon order of the Board of Education.

4. Pay out money from district funds only by order of the Board upon checks signed by the president and treasurer. The Board provides authorization for signatures to be affixed in facsimile.

5. Draw checks upon the order of the Board of Education in favor of any party to whom the district has become legally indebted. The checks are to be paid out of any moneys in the appropriate funds in the hands of the treasurer and belonging to the district.

6. Serve as legal custodian of all bonds, moneys and other securities belonging to the school district.

7. Keep or cause to be kept complete, accurate and legal records of all moneys collected and expended on Missouri uniform accounting forms.

8. Deliver to the Board of Education canceled bonds to be destroyed in compliance with the state law.

9. Provide for the procedure to annually, not later than the first day of August, settle with the Board of Education and account to the Board for all school moneys or funds received, from whom and on what account they were received and the amount paid out for school purposes.

10. Present the annual settlement to the clerk of the county commission after its approval by the Board.

11. Provide for the procedure to submit a monthly report to the Board reflecting the current balance in district funds and receipts for the preceding month.

12. Make other such reports as may be required by the Board.

13. Keep records available for inspection by the Board at all times.

14. Deliver to successor in office all district books and papers with all district moneys or other property in the treasurer's possession.

15. Sign all legal documents as required by law.

16. Perform other duties required by law and/or assigned by the Board.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 02/21/2003
Cross Refs: DH, Bonded Employees and Officers
Legal Refs: §§ 105.273 - .276, 162.301, .303, .371, .391, .401, .441, .821, 163.081,
164.221, .181, 165.021, .061, .091, .101, .111, 291, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Portions © 2001 Missouri School Boards’ Association
For Office Use Only: BCC-C.CHL (8/01)

Return to Top

FILE: BCCA
Basic

MSBA DELEGATE AND ALTERNATE
At its annual organizational meeting, the Board of Education shall elect a Missouri School Boards' Association (MSBA) delegate and alternate.

Duties of the MSBA Delegate

The MSBA delegate shall have the following duties:

Serve as the liaison between MSBA and the Board of Education.
Report monthly to the Board on important issues identified by MSBA to include state and national issues, opportunities and concerns related to public schools, and other specific information important to boards of education and the school districts they represent.
Serve as a resource to the regional leadership committee in identifying persons with leadership skills to serve in regional leadership positions.
Actively participate in the development of the MSBA platform and resolutions.
Attend and participate in the Delegate Assemblies.
Attend and participate in MSBA spring and fall regional meetings and the annual Leadership Summit.

Duties of the MSBA Alternate

The MSBA alternate will assume the role of delegate if the delegate is unable to serve.

Return to Top

FILE: BCE
Critical

BOARD COMMITTEES/ADVISORY COMMITTEES TO THE BOARD
The Board shall act as a committee-of-the-whole on all matters pertaining to the business and educational policies of the district. The Board may appoint standing committees; however, no individual member or group comprised of less than the full membership of the Board shall exercise the powers of the full Board, except in the case of committees appointed by the president to hear appeals in student disciplinary matters.

With the approval or at the direction of the Board, the president of the Board may appoint
temporary ad hoc and/or special lay committees to assist the Board. Final authority in the decision-making process will reside with the Board. The custodian of records shall maintain a list of policy advisory committees. Any committee appointed by or at the direction of the Board and which is authorized to report to the Board or any advisory committee appointed by or at the direction of the Board for the specific purpose of
recommending directly to the Board or the superintendent any policies, policy revisions or expenditure of public funds, will follow the Missouri Open Meetings and Records Act.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 11/16/1999
Revised: 02/21/2003
Cross Refs: KC, Community Involvement in Decision Making
Legal Refs: §§ 167.171, 610.010 - .028, RSMo.
Jackson v. Board of Directors, 9 SW.3d 68 (Mo. App W.D. 2000)
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BCE-R
Critical

BOARD-APPOINTED COMMITTEES
The Board will function and act as a body of the whole. However, the Board may be helped or aided by special committees. The president may recommend, with the approval of the majority of the Board, committee(s) to perform various functions.

Committee(s) may be terminated at any time by a majority vote of the membership of the Board.
Committee(s) will follow instructions given to them by the Board.
If the committee is required by state or federal law, its composition and appointment shall meet all the guidelines established for that purpose.
Committee(s) shall be instructed as to:
a) The purpose to be served.
b) The length of time each member is being asked to serve.
c) The resources the Board will provide.
d) The date a report should be made to the Board or the superintendent.
The custodian of records of the district will keep a list of committees appointed by or at the direction of the Board. Committees will conduct their business in compliance with the Missouri Sunshine Law.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 02/21/2003
Legal Refs: §§ 610.010 - .035, RSMo.
Jackson v. Board of Directors, 9 SW.3d 68 (Mo. App W.D. 2000)
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BCG
Critical

SCHOOL ATTORNEY/LEGAL SERVICES
The Board recognizes that the increasing complexity of school district operations frequently requires procurement of professional legal services. Consequently, the Board may select an attorney and/or law firm for purposes of systematically providing such services. The Board shall prescribe the duties, compensation and term of service for the attorney and/or law firm. It shall be the duty of the counsel to advise the Board and to make recommendations concerning specific legal problems submitted. Districts including one (1) or more cities or towns having a total population of at least 30,000 may retain an attorney on an annual basis.

A decision to seek legal counsel or advice on behalf of the school district shall normally be made by the superintendent or by persons specifically authorized by the superintendent. It may also take place as a consequence of formal Board direction. Many types of legal assistance to the district may be considered routine and may not require specific Board approval or prior notice. However, when the administration concludes that unusual types or amounts of professional legal service may be required, the Board directs the administration to so advise it, and to expeditiously seek either initial or continuing authorization for such service.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 02/21/2003
Legal Refs: § 162.411, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BDA
Critical

BOARD MEETINGS
General
A quorum must be present, whether physically or electronically, in order to conduct an official meeting. A quorum shall consist of four (4) members of the Board of Education. Meetings may be held in person or by means of communication equipment including, but not limited to, conference calls, video conferences, Internet chats or Internet message boards. Meetings of the Board of Education shall be open to the public and the press unless closed as authorized by law.

All Board meetings shall be held at a place of sufficient size to accommodate the anticipated members of the public and at a time that is reasonably convenient. In addition, reasonable efforts shall be made to make the meeting accessible to individuals with disabilities. If any of these statutory requirements are not met, the nature of the cause for noncompliance for the meeting should also be stated in the Board minutes.

Recording open meetings by audiotape, videotape or other electronic means is allowed by law. However, the Board may establish guidelines regarding the manner in which such recordings are conducted to minimize disruption to the meeting. Recording a closed meeting is prohibited unless permission has been granted by the Board by resolution. By passing this policy the Board grants permission to the Board secretary to record closed meetings as necessary to fulfill his or her duties.

Meeting Notice
Public notice of all meetings shall be given in accordance with Board policy and law.

Regular Board Meetings
The Board of Education shall hold regular meetings throughout the year to transact such business as deemed necessary for the smooth operation of the school district.

The Board will hold its regular meeting on the third Tuesday of each month at 6:30 p.m. at the Board of Education office unless otherwise specified in the publicized notice of the meeting.

Special Board Meetings
Special Board meetings may be held from time to time as circumstances may demand. Special meetings of the Board may be held at a time fixed by the Board or on the call of the president. A special meeting may also be called by at least four (4) members of the Board. Each member shall be notified of the time, place and purpose of the meeting a reasonable amount of time in advance of the meeting.

Electronic Participation
The Board may allow members to participate in meetings by telephone or other electronic means. Board members may not simply vote electronically, but must be connected with the meeting throughout the discussion of business. If a Board member electronically joins the meeting after an item of business has been opened, the remotely located member shall not participate until the next item of business is opened.

If the Board allows a member to participate electronically, the member will be considered present and will have his or her actual physical presence excused. The member shall be counted present for purposes of convening a quorum. The Board secretary will document it in the minutes when members participate in the meeting electronically.

Board members participating electronically cannot cast roll call votes unless a district emergency exists and a quorum of the Board is physically present. If such an emergency exists, the nature of the district emergency shall be stated in the minutes. Board members participating electronically may cast votes other than roll call votes.

Any Board member wishing to participate in a meeting electronically will notify the Board president and superintendent as early as possible. The superintendent will arrange for the meeting to take place in a location with the appropriate equipment so that Board members participating in the meeting electronically may interact and the public may observe or hear the comments made. The superintendent will take measures to verify the identity of any remotely located participants.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 11/16/1999; 11/16/2004
Legal Refs: §§ 162.301, .303, .511, 610.010 - .028, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Portions © 2004 Missouri School Boards’ Association
For Office Use Only: BDA-C.CHL (7/04)

Return to Top

FILE: BDC
Critical

CLOSED MEETINGS, RECORDS AND VOTES
The Board reserves the right, as provided by law, to conduct closed meetings, including any records or votes, to the extent allowed under the Missouri Sunshine Law.

Meeting Notice
Public notice of closed meetings shall be given in accordance with Board policy and law. A majority of a quorum of the Board shall vote to close a meeting, in accordance with law. The reason for holding the closed meeting, with reference to the specific statutory exemption relied upon for closure and the roll call vote of each member on the question of holding a closed meeting, shall be announced publicly at an open session and entered into the minutes. Only business directly related to the specific exemptions may be discussed or voted upon at a closed meeting.

Objection
In the event a motion is made to close a meeting, record or vote and a Board member believes that the motion would violate the Missouri Sunshine Law if passed, the Board member may state his or her objection to the motion before or at the time the vote is taken. The Board secretary will enter the objection in the minutes. Once the objection has been made the Board member shall be allowed to fully participate in the meeting, record or vote even if it is closed over the member’s objection. If the Board member voted against the motion to close the meeting, record or vote, the recorded objection and the vote is an absolute defense to any claim filed against the Board member pursuant to the Missouri Sunshine Law.

Meeting Location
The Board shall only close that portion of the meeting facility needed to house the Board in closed session. Members of the public must be allowed to remain in the meeting facility so that they may attend any open meeting that follows the closed meeting.

Confidentiality
The Board members, employees and others in attendance are honor bound not to disclose the details or discussions of the closed meetings, records or votes. District employees who fail to keep closed information or closed meetings confidential may be disciplined or terminated. The Board may publicly admonish Board members who fail to keep closed records and meetings confidential in violation of this policy.

Closed Topics
The following are some of the reasons a meeting, record or vote may be closed:

1. Legal actions, causes of action or litigation involving the district and any confidential or privileged communication between the district or its representatives and its attorneys. Any minutes, vote or settlement agreement relating to legal actions, causes of action or litigation involving the district or an agent or entity representing the district, including any insurance company acting on the district’s behalf, shall become available to the public upon final disposition of the matter voted upon or upon the signing of a settlement agreement by the parties. A settlement agreement may be ordered closed by a court. However, the amount of any monies paid by or on behalf of the school district, pursuant to the settlement agreement, must be available to the public. When the district makes a decision involving the exercise of eminent domain, the vote shall become public immediately following the meeting in which the vote was taken to authorize institution of such legal matter. Legal work product is considered a closed record.

2. The lease, purchase or sale of real estate by the district where public knowledge of the transaction might adversely affect the amount to be received or spent by the district. Any minutes, vote or public record approving such a contract shall become available to the public upon execution of the lease, purchase or sale of the real estate.

3. Hiring, firing, disciplining or promoting of particular employees by the district when personal information about the employee is discussed or recorded. Any vote on a final decision to hire, fire, promote or discipline an employee must be made available, with a record of how each member voted, to the public within 72 hours of the close of the meeting where the action occurred. However, the district will attempt to notify the affected employee during the 72-hour period before the decision is made available to the public. The term "personal information" means information relating to the performance or merit of individual employees.

4. Proceedings involving the mental or physical health of an identifiable individual.

5. Scholastic probation, expulsion or graduation of identifiable persons, including records of individual tests or examination scores. However, personally identifiable student records maintained by public educational institutions shall be open for inspection by the parents, guardian or other custodian of students under the age of 18 and by the parents, guardian or other custodian and the student if the student is over 18.

6. Testing and examination materials until the test or examination is given for the final time.

7. Welfare cases of identifiable individuals.

8. Preparations on behalf of the district or its representatives for negotiations with employee groups, including any discussion or work product.

9. Software codes for electronic data processing and documentation thereof.

10. Competitive bidding specifications until officially approved or published.

11. Sealed bids and related documents until the bids are opened; sealed proposals and related documents until all proposals are rejected; or any documents related to a negotiated contract until a contract is executed.

12. Individually identifiable personnel records, performance ratings or records pertaining to employees or applicants for employment. However, the names, positions, salaries and lengths of service of district officers and employees shall be available to the public.

13. Records protected from disclosure by law.

14. Scientific and technological innovations in which the owner has a proprietary interest.

15. Records relating to municipal hotlines established for reporting abuse and wrongdoing.

16. Confidential or privileged communications between the Board and its auditor, including all auditor work product. However, all final audit reports issued by the auditor are to be considered open records.

17. Operational guidelines and policies developed, adopted or maintained by the district for use in responding to or preventing any critical incident that is or appears to be terrorist in nature and that has the potential to endanger individuals or public health or safety. When seeking to close information pursuant to this exception the Board shall state in writing that disclosure would impair its ability to protect the health or safety of persons and that the public interest in nondisclosure outweighs the public interest in disclosure of the records. Information regarding expenditures or contracts made in implementing these policies shall be open records.

18. Existing or proposed security systems and structural plans of real property owned or leased by the district where public disclosure would threaten public safety. Procurement records or expenditures relating to security systems purchased with public funds shall be open. When the district is seeking to close this information, it must affirmatively state in writing that disclosure would impair the district’s ability to protect the security or safety of persons or real property and that the public interest in nondisclosure outweighs the public interest in disclosure of the records.

19. Records that identify and would allow unauthorized access to or unlawful disruption of the configuration of components or the operation of a computer, computer system, computer network or telecommunications network of the district if released. This exception shall not be used to limit or deny access to otherwise public records in a file, document, data file or database containing public records. Records related to the procurement of or expenditures for such computer, computer system, computer network or telecommunications network shall be open.

20. Credit card numbers, personal identification numbers, digital certificates, physical and virtual keys, access codes or authorization codes that are used to protect the security of electronic transactions between the district and a person or entity doing business with the district. However, the record of a person or entity using a district credit card or any record of a transaction that is reimbursed by the district will be open.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 04/20/2004; 11/16/2004
Cross Refs: ECA, Building and Grounds Security
KBA, Public's Right to Know
Legal Refs: §§ 610.010 - .029, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BDDA
Critical

NOTIFICATION OF BOARD MEETINGS
It is the policy of the Chillicothe R-II School District to inform the public of School Board
meetings in accordance with law.

The Board secretary has the responsibility to post notice of Board meetings, subject to direction by the superintendent. Each individual Board member has the responsibility to notify the Board secretary of items to be included on the agenda so that the item may be included in the legal posting.

All Meetings
In addition to the criteria listed below, notice of all Board meetings shall be given at least 24 hours in advance of the meeting, exclusive of weekends and holidays when school is closed, unless for good cause such notice is impossible or impractical, in which case as much notice as is reasonably possible shall be given. The nature of the good cause must be stated in the minutes. The notice shall be posted on a bulletin board or other easily accessible public place clearly designated for that purpose at the principal office of the Board or, if no such office exists, at the building where the meeting will be held.
All interested news media organizations will be notified concurrently with members of the Board, upon request, of all meetings of the Board of Education. To be notified of these meetings, a news media organization should make a request to the secretary of the Board of Education.

Open Meetings
Public notice of an open meeting will include the time, date, place and a tentative agenda advising the public of the matters to be considered.

Closed Meetings
Public notice of a closed meeting will include the time, date and place of the meeting and the specific statutory exemption under which the meeting will be closed. In addition, a majority of a quorum of the Board shall vote to close a meeting, in accordance with law. The reason for holding the closed meeting, with reference to the specific statutory exemption relied upon for closure and the roll call vote of each member on the question of holding a closed meeting, shall be announced publicly at an open session and entered into the minutes.

Electronic Meetings
If the meeting will be conducted by telephone or other electronic means, the notice of the meeting shall identify the mode by which the meeting will be conducted and the designated location where the public may observe and attend the meeting, if open. If the meeting will be conducted by Internet chat, Internet message board or other computer link, the district shall post a notice of the meeting on its website, in addition to other postings, and shall notify the public how to access that meeting, if open.

Committees
A formal subcommittee of the Board may conduct a meeting without advance notice during a lawful meeting of the Board, a recess of that meeting or immediately following that meeting. The subcommittee's meeting must be announced at the Board meeting, and the subject of the meeting must reasonably coincide with the subjects discussed at the Board meeting.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 11/16/1999; 11/16/2004
Legal Refs: §§ 610.010 - .029, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BDDB
Critical

AGENDAS
A tentative agenda for each meeting of the Board shall be prepared by the superintendent, in consultation with the Board president, and shall be included in the public notice of such meetings. The tentative agenda must reasonably inform the public of matters to be considered. Any member of the Board may request items to be placed on the agenda. The tentative agenda, related materials and minutes of the previous meeting shall be mailed to each member at least four days prior to the stated meeting.

The agenda for each meeting of the Board shall be adopted or modified by motion of a majority of those Board members present. Once the agenda is approved, it shall require a vote of a majority of the Board members present to make additional modifications.

Any patron or group of patrons desiring to be included on the agenda for the purpose of addressing the Board shall make a request to the superintendent 72 hours prior to the regular Board meeting. The request shall be submitted in writing, and shall provide sufficient detail to explain fully the issue(s) to be discussed. The Board reserves the right to limit the number of and speaking time of spokespersons appearing before the Board. Unless unusual circumstances dictate otherwise, the Board will not make a decision on an issue(s) presented by an individual or group during that particular meeting. The Board reserves the right to waive formalities in emergency situations, within the limitations of state statutes.

The superintendent shall cause a sufficient number of copies of the tentative agenda to be prepared and distributed to persons in attendance at the Board meeting.

Consent Agenda
In order to use time within the Board meetings more efficiently, the School Board also utilizes a consent agenda whenever appropriate. Items placed on the consent agenda are routine in nature or are among the many decisions that the Board has already determined are in the domain of the administration.

When the consent agenda is presented to the Board for action, the Board president will provide the opportunity for any member of the Board to request a discussion or removal of any item on the agenda. Any item requested to be removed from the consent agenda by a Board member will be placed on the regular agenda or removed from the agenda entirely, depending upon the request of the member and the Board's agreement. Remaining items on the consent agenda are then voted on and passed or denied by a single motion. The minutes of the Board meeting shall include the outcome of the vote and a list of all the items which appeared on the consent agenda.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 11/16/1999
Legal Refs: §§ 610.010 - .028, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BDDF
Critical

VOTING METHOD
All motions will be recorded in the minutes, including the name of the person seconding any motion and the record of the vote. Minimally, the number of “yea” and “nay” votes on any question shall be recorded in the minutes unless a roll call vote is required by law. When a member abstains from voting, such abstention shall not be counted as a vote either for or against the proposal, but shall be entered in the minutes as an abstention. The president shall have a vote on all questions.

Any member upon request may have a brief explanation of his or her vote recorded on any question. Any member may also change his or her vote if such request is made prior to consideration of the next order of business.

Motions pass with an affirmative vote from the majority of the quorum present at the meeting, unless otherwise prescribed by law. A majority of the Board must vote to enter into a contract, employ a person, approve a bill or issue a warrant.

Voting in Open Session
Voting in open session must be conducted in a manner that allows the public attending the meeting to observe how each person voted and in a manner that allows the Board secretary to accurately discern and record the number of persons voting for or against the motion as well as the persons abstaining from the motion.

The Board may decide to vote by roll call in open session. When an open public vote is not to be taken by roll call, any member may request that the Board be polled on any issue requiring a vote. When voting to adjourn to closed session, the specific reason for closing the meeting must be announced publicly by reference to a specific section of the law, and the vote must be taken by roll call.

In the event a motion is made to close a meeting, record or vote and a Board member believes that the motion, if passed, would violate the Missouri Sunshine law, the Board member may state his or her objection to the motion before or at the time the vote is taken. The Board secretary will enter the objection in the minutes. Once the objection has been made the Board member shall be allowed to fully participate in the meeting, record or vote even if it is closed over the member’s objection. If the Board member voted against the motion to close the meeting, record or vote, the recorded objection and the vote is an absolute defense to any claim filed against the Board member pursuant to the Missouri Sunshine Law.

Voting in Closed Session
All votes taken in closed session shall be taken by roll call, including the vote to adjourn.

Voting Electronically
The Board may allow members to participate in meetings by telephone or other electronic means. Board members may not simply vote electronically, but must be connected with the meeting throughout the discussion of business. If a Board member electronically joins the meeting after an item of business has been opened, the remotely located member shall not participate until the next item of business is opened.

Board members participating electronically cannot cast roll call votes unless a district emergency exists and a quorum of the Board is physically present at the meeting. If such an emergency exists, the nature of the district emergency shall be stated in the minutes. Board members participating electronically may cast votes other than roll call votes.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 11/16/1999; 11/16/2004
Legal Refs: §§ 162.301, .303, 610.010(7), .015, .020, .022, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BDDG
Critical

MINUTES
Whereas it is recognized that the Board of Education speaks through its minutes, the Board shall direct the secretary of the Board to take, or cause to be taken, the minutes of each Board meeting. The minutes of all Board meetings shall be accurate, complete and meet all legal requirements. The superintendent shall be responsible for their safe keeping. The minutes of meetings of the Board of Education will include but are not limited to the following:

1. The nature of the meeting (regular, special, open, closed, etc.), the time, the date, the place of the meeting and the Board members present and absent.

2. A record of all motions made, together with the names of the members making and seconding the motions, and a numerical record of the members voting "yea" and "nay," unless each member's vote is recorded due to a roll call vote or required by law. If a role call vote is taken, the vote shall be attributed to the name of the member. Special notation should be made of abstaining members, and their vote should be recorded as an abstention. The minutes will be signed by the president and attested by the secretary of the Board following their approval by the Board.

The closing of executive session votes and records shall be determined by a majority vote of the quorum of the Board in a public session. Minutes and portions thereof shall be kept in a separate minute book used solely for the purpose of executive sessions. Executive session minutes shall be confidential material, and shall not be available to the public except as provided by law.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 02/21/2003
Cross Refs: KBA, Public's Right to Know
Legal Refs: §§ 109.180 - .190, 610.010 - .028, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BDDG-R
Critical

BOARD MEETING MINUTES
Since the official minutes of the Board are the only basic legal record, it is important that they be recorded with extreme care and completeness. The Board secretary shall adhere to the following guidelines in recording Board minutes:
The minutes should be typewritten and pages numbered.
All minutes should be signed by the proper officers of the Board.
An accurate copy of all contracts approved, policies adopted and the content of consent agendas voted on shall be attached to the typewritten minutes or kept with a direct reference to the minutes addressing that item.
Once the minutes are approved, all handwritten notes can be destroyed. Any magnetic tapes must be retained for one (1) year after being recorded in the official minutes. Tapes not recorded in the official minutes must be retained permanently.
The original minute’s book and supplemental information should be secured in a fireproof safe, vault or file in the central administration office.
A duplicate set of minutes should be kept in a designated place in the central administration office or be otherwise readily available for inspection following approval by the Board.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 02/21/2003
Legal Refs: §§ 109.180 - .195, 610.010 - .035, RSMo.
Public School District Retention Manual
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BDDH
Critical

PUBLIC PARTICIPATION AT BOARD MEETINGS
(Districts Designating a Public Comment Period)
To provide for full and open communication between the public and the Board of Education, the Board authorizes the following avenues for the exchange of information, ideas and opinions. Grievance through Established Policy and Procedure Students, employees and any members of the public are encouraged to utilize established policies and procedures for offering suggestions or addressing concerns and complaints prior to bringing the issue before the Board. The Board believes that many issues can be resolved by communication with teachers, administrators and other staff and may refuse to address an issue if the individual presenting it has not first attempted to resolve the matter through established procedures and policies.

Written Correspondence
Written correspondence may be directed to the Board, through the superintendent, for consideration at a meeting. Copies of all correspondence directed to the Board will be made available to all Board members. To be considered, the superintendent must receive all correspondence five (5) business days before the scheduled meeting. Patrons may attend the Board meetings and at the request of the Board, clarify concerns, provide additional information, or answer specific questions from the Board.

Agenda Items
Any member of the public who wishes to have an item placed on the agenda will present the request, identifying the specific item to be discussed, in writing to the superintendent or designee. The request must be submitted pursuant to Board policy and received five (5) business days prior to the scheduled meeting. The item will then be appropriately placed on the agenda. The Board reserves the right to impose reasonable restrictions on the number of items to be considered, the number of spokespersons and the speaking time of spokespersons appearing before the Board. If the meeting agenda is full, the Board reserves the right to reschedule an item for the next regular meeting. The Board may refuse to address an issue that has not gone through the appropriate grievance procedure.

The Board reserves the right to waive formalities in emergency situations, within the limitations of the law.

Public Hearings
The Board will schedule, at its discretion or upon written request, a public hearing to receive input on matters of concern to the community, such as setting the district's tax rate. The public will be provided notice of such hearings as required by law.

Public Comment
A specifically designated time will be set aside for public comments at all regular meetings of the Board of Education. Patrons may address the Board on items of school business. The following rules will be applied to the public comment portion of the meeting:

The Board will establish a time limit for the public comment period.
No individual will be permitted to speak more than once during this period.
The Board will establish a uniform time limit for each speaker.
Only items from the posted agenda may be discussed.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 04/16/2002; 07/20/2004
Cross Refs: KBA, Public's Right to Know
KC, Community Involvement in Decision Making
KL, Public Complaints
KLB, Public Questions, Comments or Concerns Regarding District Instructional/
Media/Library Materials
Legal Refs: §§ 610.010 - .035, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BDDL
Critical

RELEASE OF INFORMATION
The Chillicothe R-II School District believes that local control of public education is best served when the patrons of the district and other members of the public have access to the meetings, records and votes of the Board of Education. In limited situations, important considerations of public policy require meetings of the Board, including any record or vote, to be closed to the public. Meetings, records and votes shall be closed to the public to the extent allowed by law.

The following provisions shall govern the release of information concerning the meetings, records and votes of the Board:

1. The custodian of records is responsible for responding to requests for district records. Requests for records will be directed to the custodian, whose identity will be made available on request and will be advertised as appropriate. The Board appoints the following person as custodian of records:

Superintendent
Administrative Office
660-646-4566

In addition, the district will train at least one (1) additional employee to serve as custodian of records in the absence of the official custodian.

2. The custodian of records shall:

Respond to each request for inspection or copying as soon as possible but no later than the end of the third business day following the date the request is received by the custodian. The three-day requirement may be exceeded for reasonable cause.
Give a detailed explanation of the cause for delay and the place and earliest time and date the record will be available if access is not granted immediately.
If access is denied, upon request provide a written statement of specific statutory grounds for such denial no later than the third business day following the date that the request for the record is received.

3. Except as otherwise provided by law, the custodian of records shall provide access to, and upon request furnish copies of, public records subject to the following:

If records are requested in a certain format, the custodian of records will provide the records in the requested format if such format is available.
The district may charge fees for copying, duplicating time and research time. Copying fees shall not exceed ten (10) cents per page for a paper copy not larger than nine (9) by 14 inches. The hourly fee for duplicating time will not exceed the average hourly rate of pay for clerical staff of the district. Research time required for fulfilling records requests may be charged at the actual cost of the research time. The district will produce the copies using the employees that result in the lowest amount of charges for search, research and duplication time.
Fees for providing access to computer records, recorded tapes, disks, videotapes, films, pictures, maps, slide graphics, illustrations or similar audio or visual items shall include only the cost of copies, staff time and the cost of the disk, tape or other medium used for the duplication. Charges for staff time will not exceed the average hourly rate of pay for staff of the district required for making copies and programming, if necessary. Fees may include the actual costs of programming if programming is required beyond the customary and usual level to comply with a request for records or information.
Payment of copy fees may be requested prior to copying. The person requesting the records may request an estimate of the cost prior to copying.
Copies may be furnished free or at a reduced rate if the Board determines that it is in the public interest because it is likely to contribute to public understanding of the operations or activities of the district and is not primarily based on commercial interests.
The custodian of records shall inform the district staff of the mandated retention schedules from the Secretary of State's office and will work closely with district technology staff on the retention of computer records.
Once the district has been served with a summons, petition, complaint, counterclaim or cross-claim in a civil action to enforce the Sunshine Law, the custodian of records shall not transfer custody, alter, destroy or otherwise dispose of the public record sought to be inspected and examined until the court directs otherwise, regardless of the applicability of an exemption or the assertion that the requested record is not a public record.

4. If a Board member or a member of a district committee subject to the Missouri Sunshine Law transmits any message to enough members that, when counting the sender, a majority of the Board or committee members receive the message, the message shall also be concurrently transmitted to the custodian of records or the member's district office computer, if applicable, in the same format. The message shall be considered an open record unless it is a closed record in accordance with law.

* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Revised: 11/16/1999; 11/16/2004
Cross Refs: KB, Public Information Program
KBA, Public's Right to Know
Legal Refs: §§ 610.023, .025 - .028, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BF
Critical

SCHOOL DISTRICT POLICY PROCESS
The Board of Education shall delegate to the administrator the responsibility to formulate, develop and revise school district policy. The administrator shall establish procedures and forms which ensure that essential practices are in place to provide for consistent implementation of district policies. The written policies and their accompanying administrative procedures and forms shall constitute the basic method of operation for the school district. Policies and/or regulations that require Board adoption for legal compliance will be monitored by the administrator and brought to the Board as part of the consent agenda.

All district policies, procedures and forms for the school district shall be consistent with the philosophy, goals and objectives established by the Board, and be supportive of the Board’s governance policies. These policies, procedures and forms shall be readily available to school district patrons. The administrator shall have in place procedures for the distribution and maintenance of the district administrative policy manual.

It shall be the duty of the members of the professional staff and support staff to become familiar with the administrative policies, procedures and forms so that each may clearly recognize his or her duties and relationships within the school district.

BOARD REVIEW OF ADMINISTRATIVE REGULATIONS
Rules or regulations formulated by the administration to execute Board policies may be subject to periodic review by the Board. Subject to that review and in the absence of disapproval by the Board, such rules and regulations shall have the same force and effect as Board policies. In addition, administrative interpretation of Board policies will be considered to have the same force and effect as Board policies, unless otherwise indicated by Board action.

Return to Top

FILE: BFA
Basic

BOARD REVIEW OF ADMINISTRATIVE REGULATIONS
Rules or regulations formulated by the administration to execute Board policies may be subject to periodic review by the Board. Subject to that review and in the absence of disapproval by the Board, such rules and regulations shall have the same force and effect as Board policies. In addition, administrative interpretation of Board policies will be considered to have the same force and effect as Board policies, unless otherwise indicated by Board action.

Return to Top

FILE: BGB
Basic

BOARD-STAFF COMMUNICATIONS
The success of the school district requires effective communication between the Board and the school staff. Such communication is necessary for facilitating proposals for the continuing improvement of the educational program and for the proper disposition of personnel matters which may arise.

The Board of Education desires to maintain open channels of communication between itself and the professional and support staff. The basic line of communication will, however, be through the superintendent.

Staff Communications to the Board
All communications to the Board of Education from certificated professional staff or noncertificated support staff employees of the school district shall be filed in writing with the superintendent of schools. However, this procedure will not be construed as denying the right of any employee to appeal to the Board regarding alleged misapplication of policy or administrative decisions, provided that the superintendent shall have been notified of the forthcoming appeal, and that it is processed in accordance with Board policies and regulations on staff complaints and grievances.

Board meetings are public meetings. As such, they provide an excellent opportunity to observe first-hand the Board's deliberations on problems of staff concern. Staff members may participate in Board meetings in accordance with the policies and regulations regarding public participation at such meetings. Further, at times and with the knowledge of the superintendent, the Board may invite staff members to speak at Board meetings, or to serve on advisory committees to the Board.

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 employ such media as are appropriate to keep the staff fully informed of the Board's concerns and actions.

Visits to Schools
Individual Board members who, in their parental capacity, wish to visit the school(s) or classroom(s) of their child(ren) will follow the regular procedures for visitors. Board members who wish to visit other schools or classrooms as an informal expression of interest in school affairs will inform the superintendent who will arrange such visit(s) through the appropriate principal(s). Official visits by Board members will be conducted only under Board authorization, and with the full knowledge of the superintendent and/or principal(s).
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms for related information.
Adopted: 08/18/1998
Cross Refs: GBB, Staff Involvement in Decision Making
GBM, Staff Complaints and Grievances
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BHA
Critical

NEW BOARD MEMBER ORIENTATION
Each new Board member shall be given an orientation program under the direction of the superintendent. Included shall be an updated copy of the Policies and Regulations of the Chillicothe R-II School District, the budget, the latest annual report, and such other documents as the superintendent deems essential to the operation of the district. The superintendent shall set aside such time as is necessary to answer any questions arising from the study of these documents, and shall cooperate fully in assisting the new member to become an informed and active Board member.

Within one year of their election or appointment, new Board members will complete at least 16 hours of orientation and training in a program presented by the Missouri School Boards Association or approved by the State Board of Education.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section
for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Legal Refs: § 162.203, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BHD
Critical

BOARD MEMBER COMPENSATION AND EXPENSES
As provided in state statutes, compensation is not provided for members of the Board of Education. However, the Board recognizes the benefits derived by the school district through Board member attendance at regional, state and national conferences and conventions and similar efforts on behalf of the school district. As the school district as a whole is benefited, the Board will reimburse Board members for normal expenses for motel, food, registration, and transportation costs incurred while attending authorized conferences and meetings.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section
for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Legal Refs: § 162.391, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BHE
Critical

BOARD MEMBER LIABILITY/INSURANCE
Because they are members of an agency of government whose powers and duties can only be exercised by a decision of the majority of the Board when the Board is officially in session, the members of the Board and its employees act as agents of the Board. None of these individuals should be placed in a position of personal liability for the performance of the responsibilities vested in them by the voters of the district.

Therefore, in order to protect the individual members of the Board, its agents, and the educational interests of the district, the Board may purchase, in the absence of governmental immunity or in addition to sovereign or governmental tort immunity, with public school funds, adequate errors and omissions liability insurance and/or other types of insurance necessary to indemnify Board members and agents of the Board for their official actions in the service of the district's schools.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section
for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Cross Refs: EI, Insurance Management
EIA, Property and Liability Insurance
Legal Refs: §§ 537.600 - .650, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BI
Basic

SCHOOL BOARD LEGISLATIVE PROGRAM
The Board, as an agent of the state, must operate within the bounds of state and federal law affecting public education. If the Board is to meet its inherent responsibility to the residents and students of the community, it must work vigorously for the passage of new laws designed to advance the cause of good schools and for the repeal or modification of existing laws that impede this cause.
To this end, the Board will act accordingly as follows:
< Seek both direct and indirect representation of its position on pending legislation with appropriate state and federal legislators and legislative committees.
< Be knowledgeable of the annual legislative program of the Missouri and National School Boards' Associations.
< Work for the achievement of legislative objectives through the Missouri and National School Boards' Associations and with other concerned groups.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section
for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 02/21/2003
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

FILE: BJ
Critical

SCHOOL BOARD MEMBERSHIPS
It may be the policy of the Board to maintain membership in the Missouri School Boards' Association. Through this membership in the state association, the School Board maintains indirect membership in the National School Boards Association. The Board shall seek to participate as fully as possible in the activities of these organizations.
* * * * * * *
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms
for related information.
Adopted: 08/18/1998
Legal Refs: § 162.011, RSMo.
Chillicothe R-II School District, Chillicothe, Missouri

Return to Top

SECTION A: FOUNDATIONS AND BASIC COMMITMENTS | SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

SECTION C: GENERAL SCHOOL ADMINISTRATION | SECTION D: FISCAL MANAGEMENT | SECTION E: SUPPORT SERVICES

SECTION F: FACILITIES DEVELOPMENT | SECTION G: PERSONNEL | SECTION I: INSTRUCTIONS | SECTION J: STUDENTS