COVENTRY SCHOOL COMMITTEE BY-LAWS

ARTICLE I. Organization.............................................................................Page 1

ARTICLE II. Meetings ................................................................................Page 1

ARTICLE III. Duties of Officers ...................................................................Page 3

ARTICLE IV. Order of Meetings ..................................................................Page 4

ARTICLE V. Orientation .............................................................................Page 5

ARTICLE VI. General .................................................................................Page 6

ARTICLE VII. Policy Procedure, and Regulation .............................................Page 6

ARTICLE VIII. Administrative Regulation .......................................................Page 8

ARTICLE IX. Agenda ...................................................................................Page 8

ARTICLE X. Sub-Committee/Liaisons/Advisory Committees .............................Page 9

ARTICLE XI. Superintendent ........................................................................Page 9

 

ARTICLE I. ORGANIZATION

SECTION 1. ORGANIZATION

The organizational meeting of the Coventry School Committee will take place yearly at the first regular meeting after elected candidates to the School Committee have been certified.

SECTION 2. ELECTION OF OFFICERS

The Committee Chair and the Vice-Chair will be elected at the organizational meeting, referred to in Section 1, or at such time as either or both offices shall become vacant. The Chair or the Vice-Chair in the Chair’s absence or an elected pro-tem chair, if both the Chair and Vice-Chair are absent, will preside over the election of offices, provided however, the Committee has a full five (5) certified members. The position of Chair will be elected first, followed by the office of Vice-Chair. A majority of the full committee (3 votes) will be required to elect. The election is continuous until the next organizational meeting unless the office of Chair becomes vacant through death, resignation, inability to serve, absence or change of residence from the District, or if the vacancy occurs through any other cause. The Vice-Chair shall assume the duties of the Chair until a new Chair is elected. Such election to take place only if a full five member committee is seated.

In the event that the Chair and/or Vice-Chair resign as a member of the Committee, the election of a new Chair and/or Vice-Chair will take place after the resignation has been formally accepted by the Committee and replacement member (s) have been appointed by the Town Council.

If the office of Vice-Chair becomes vacant for any of the reasons cited in above paragraph in this section, the Committee Chair will appoint a temporary Vice-Chair from the committee membership until the former Vice-Chair's resignation has been formally accepted by the Committee and then the Committee will elect a new Vice-Chair once the replacement is certified.

ARTICLE II. MEETINGS

SECTION 1. REGULAR MEETINGS

The regular monthly meeting of the Coventry School Committee will normally be held on the second Tuesday of each month at 7:00 p.m. If the day of a regular meeting is a legal holiday then the regular meeting will be held on the third Tuesday of the month. The Committee will hold a second workshop meeting on the fourth Tuesday of the Month.

The meeting date as well as the time and/or place may be changed, postponed or canceled by a majority vote of the full Committee membership.



SECTION 2. WORKSHOP MEETINGS

Workshop meetings are normally non-voting meetings and are held for the purpose of gathering information, receiving reports, presenting awards and other opportunities for planning and discussion without formal action. Such meetings will be open and held in complete accordance with Rhode Island Open Meeting Law (RIGL 42-46).

Action items may be placed on the agenda of workshop meetings by the Chair, if such action items require immediate action, cannot be held until the next regular meeting and have been advertised in the call of the meeting according to the open meeting law.

SECTION 3. SPECIAL MEETINGS/EMERGENCY MEETINGS

Special meetings may be called by the Chair or upon the written request of any three members. This notice should be made to the Vice-Chair or the Superintendent. The notice shall state the special matter or matters to be considered and all members must receive notice one (1) week prior to the meeting. At such meetings only the business for which the meeting was called will be in order.

Emergency meetings may be called by the Chair and approved by a majority of the members when the meeting is deemed necessary and where the public welfare so requires. In such a case, the meeting notice and agenda will be posted as soon as possible (RIGL 42-46-6).

SECTION 4. CLOSED MEETINGS

By a majority vote at an open meeting (RIGL 42-46-4), the Coventry School Committee may call a closed meeting as specified by the Rhode Island Open Meetings Act (RIGL 42-46-5) for the following items:

1) Job performance, character, physical or mental health of a person(s) provided that such person or persons affected may require that the discussion be held in open session;
2) Collective bargaining or litigation;
3) Security matters, including the development of security personnel or devices;
4) Investigations into alleged civil or criminal misconduct;
5) The lease, acquisition or disposition of public property, or a prospective business or industry locating in the state, or any investment of public funds where advance public information would be detrimental to the public interest;
6) Conducting student discipline hearings or reviewing other matters which relate to the privacy of students or their records provided that any such student affected may require that the discussion be held in open session.

The reason for closing a meeting to Executive Session and the vote of each member on a motion to convene in Closed Session must be recorded in the Open Meeting Minutes.

SECTION 5. MEETING LOCATION

The meetings of the Coventry School Committee will be held in The School Administration Building subject to section 1 of this Article.


SECTION 6. POSTING OF MEETINGS

Written notice of the dates, times and places of regularly scheduled meetings must be given at the beginning of each calendar year. As specified by the Rhode Island Open Meetings Act (RIGL 42-46-6), public notice of the agenda will be made available at least 48 hours before scheduled meeting to the press, the staff and community and published in a newspaper of general circulation in the Coventry school district. Notice of meeting and agenda will also be posted at the Town Hall, on the Coventry Public Schools web site, the Secretary and State’s web site, and at all public schools under the Committee's jurisdiction.

SECTION 7. QUORUM/CONDUCT OF MEETINGS

A majority (3) of the entire Committee will constitute a quorum. In the absence of both the Chair and Vice-Chair a temporary Chair shall be elected. In the absence of a quorum the only business allowed is to take measures to obtain a quorum, fix a time to adjourn, or take a recess.

All meetings will be conducted according to the latest version of Robert’s Rules Of Order. A copy of this handbook will be available for all meetings and the Vice-Chair will act as parliamentarian in the case of a question by a member (s) of the Committee.

Any time a quorum gathers to discuss the Committee's business a meeting is constituted. Consequently, members should be cautious to only hold meetings as permitted by these by-laws and state law.

ARTICLE III. DUTIES OF OFFICERS

SECTION 1. CHAIR

The Chair shall exercise such powers and perform such duties as are fixed by statute and as usually devolve upon the presiding officer of a deliberative body, and unless otherwise restricted by these by-laws or other Committee established regulations, shall appoint all sub-committees and/or liaisons.

The Chair has no more authority than has any member of the Committee, and the Chair's word is not binding on the Committee unless given such authority by the Committee. The Chair will assist in preparation of agenda, maintain order and see that debates and discussion remain relevant and to the issue.

Both the Chair and the Vice-Chair will be the authorized signatories to all legal documents.

With the assistance, as necessary, from the Superintendent, the Chair will represent the Committee in all its relationships with the Coventry Town Government.

The Chair will have the right to entertain motions and to vote on all matters.

In the absence of the Chair, the Vice-Chair shall perform the duties of the Chair.

The Chair may be removed from office at the pleasure of the Coventry School Committee upon a majority vote of the total Committee membership.

SECTION 2. VICE-CHAIR

The Vice-Chair shall serve, along with the Chair, as an official signatory of the district and shall certify copies of official district documents as necessary. The Vice-Chair will be the authorized signatory for the payment of all bills that have been approved by the Committee. In the absence of the Chair, the Vice-Chair shall perform the duties of the Chair.

A non-union administrative secretary under the direction of the Vice-Chair will keep a complete and accurate record of all meetings, (RIGL 16-2-6). Minutes are the legal record of a School Committee’s actions. They are admissible in court and must therefore, be accurate and complete. The Open Meeting Law (RIGL 42-46-7) lists what items must be included and requires that a record of all votes taken be made available to the public within two weeks of the vote at the Coventry School Department Administrative Office. Unofficial minutes of all meetings must be made available to the public at said office within 35 days of the meeting or at the next regular meeting of the Committee, whichever is earlier. Exceptions to this time line for the release of open meeting minutes may be made by a vote of a majority of the members based on publicly stated reasons. Closed session minutes shall be made available at the next regularly scheduled meeting unless the Coventry School Committee votes to keep the minutes closed.

Unofficial minutes will be reviewed by the Chair and/or Vice-Chair as to accuracy prior to the approval of the Committee. The Vice-Chair will sign all approved minutes for the Committee prior to their assignment to the permanent record.

The Vice-Chair may be removed from office at the pleasure of the Coventry School Committee upon a majority vote of the total Committee membership.

ARTICLE IV. ORDER OF MEETINGS

SECTION 1. ORDER OF BUSINESS, REGULAR MEETING

The order of business may vary but the following is suggested:

1. Roll Call of Members
A. Call to order

B. Pledge of Allegiance

2. Executive Session (Optional)

3. Regular Meeting
A. Consent Agenda (minutes, bills, etc.)

B. Correspondence

C. Report (s) of sub-committees/liaison (s)

D. Unfinished Business

E. Assistant Superintendent’s Report

F. Superintendent’s Report

G. Public Comments and Questions

H. New Business

I. Personnel Actions

J. Committee Remarks

K. Scheduling of Next Meeting

L. Adjournment

SECTION 2. SUSPENSION OF ORDER OF BUSINESS

The order of business for any meeting may be suspended by general consent or by a majority vote of the members present providing a quorum has been maintained.

ARTICLE V. ORIENTATION

SECTION 1. NEW MEMBERS

The School Committee and its administrative staff shall assist each new member-elect to understand Committee functions, policies, and procedures before and when the member takes office. The new member-elect also needs to be brought up to date with regard to current problems, concerns and issues. The following methods may be employed:

a. The member-elect shall be given selected material related to Committee membership;
b. The member-elect shall be invited to attend interim school committee meetings and
participate in the discussions held therein;
c. The Superintendent and Committee members will supply, under the direction of the
Vice-Chair, pertinent materials and explain their use to member-elect;
d. The incoming member shall be invited to meet with the Superintendent and Chair to
discuss the services that Administration performs for the Committee and he/she shall be given the Title 16 Laws of the State of Rhode Island, Rhode Island Special Education Regulations, The Coventry School Committee By-Laws and Policy Manual, agreements, budget and contracts.

SECTION 2. OPPORTUNITIES FOR DEVELOPMENT

School Committee members are encouraged to prepare themselves for maximum service to the community through:

a. Conferences with other School Committee members;
b. Conferences with the Superintendent;
c. Visits to observe administrative office practices;
d. Membership in the State School Committee Association;
e. Visits to schools as a committee or individually;
f. Participation in curriculum committee studies;
g. Attendance and participation at educational conferences and conventions;
h. Reading educational magazines and periodicals;
i. Appearances at Parent-Teacher Association, Civic and Church group meetings;
j. Study of by-laws of the School Committee;
k. Familiarization with departmental policies, regulations and staff job descriptions.

Where applicable, the above should be accomplished consistent with Rhode Island’s Open Meeting Laws.

ARTICLE VI. GENERAL

SECTION 1. AUTHORITY

The authority of the Coventry School Committee exists only at official meetings or when a member is discharging a Committee assignment.

SECTION 2. FINANCIAL

No member of the School Committee shall sell supplies or other materials to the School Department directly or indirectly and no member of the School Committee will have any financial dealings directly or indirectly with any contractor, individual or corporation engaged in school work; as per Conflict of Interest Commission Opinion of June 28, 1979, RIGL 36-14-5 and RIGL 36-14-7.

ARTICLE VII. POLICY PROCEDURE, AND REGULATION

SECTION 1. DEFINITIONS

By-Law - a rule for the internal operation of the board;

Policy - a guide of discretionary action or a guide for consistent decision making;

Procedure - a statement of who does what in what sequence;

Regulation or rule - a statement of required behavior.

The ultimate goal for every School Committee should be to understand and improve the education effectiveness of the school system for which it has responsibility. As the General Assembly provides a framework of law for the operation of the schools in general, each local School Committee must provide a framework for the operation of its own local schools. It is through exercising its responsibility in establishing policies that a School Committee can provide the best framework for achieving the improvement desired. School Committee policies are statements that set forth the purposes and prescribe in general terms the organization and program of the school system. They create a framework within which the Superintendent and his staff can discharge their assigned duties with positive direction. They tell what is wanted. They may also indicate why and how much.

Good policies do the following things:

1. Clarify the operation of the school system;

2. Create understanding and good will;

3. Provide direction;

4. Facilitate control and efficiency.

SECTION 2. FORMULATION OF POLICIES

The School Committee will reserve to itself the establishment of guidelines within which it shall function. It will also provide discretionary limits upon the actions of those to whom it delegates authority. These guidelines and limits of action shall constitute the policies governing the operation of the school system.

The formulation and adoption of written policies shall constitute the basic method by which the School Committee will exercise its leadership in the operation of the school system. The study, review and evaluation of reports concerning the adoption and execution of its written policies will constitute the basic method by which the School Committee shall exercise its control over the operation of the school system (RIGL 16-2-32).

The adoption of all policies will be recorded in the minutes of the School Committee meetings and placed in the official Coventry School Committee Policy Manual. Only those written statements so adopted and so recorded will be regarded as official School Committee Policy.

SECTION 3. ADOPTION OF POLICIES

Policies will be adopted and/or amended only by the affirmative vote of a majority of the members of the School Committee following a second reading, when such action has been scheduled and advertised on the agenda of a regular or special meeting.

To permit time for study of all new policies, amendments to policies, repeal of existing policies and to provide an opportunity for interested parties to react, proposed policies or amendments will be presented as agenda items to the School Committee in the following sequence:

1. Information item - distribution with agenda (this may be an announcement that a policy is being developed in a particular area and that interested persons may submit suggestions).

2. Discussion item - first reading of proposed policy or policies; response from Superintendent; report from any School Committee member assigned responsibility in
the area; School Committee discussion and directions for any redrafting.

3. Action item – second reading of proposed policy(s), discussion, adoption/rejection.*

*Amendments to the policy at the action stage, will not require repetition of the
sequence, unless the School Committee so directs.

Policies will be effective upon the date set by the School Committee. The date will ensure that affected persons have an opportunity to become familiar with the requirements of the new policy prior to its implementation.

Policies will continue from year to year and School Committee to School Committee until and unless the School Committee changes them.

ARTICLE VIII. ADMINISTRATIVE REGULATION (Same as directives and/or rules)

SECTION 1. FORMATION OF REGULATIONS

The School Committee delegates to the Superintendent the detailed arrangements under which the Coventry School Department will be operated. Those rules and detailed arrangements will constitute the administrative regulations and require the advice and consent of the School Committee.

The Committee will receive all regulations published by the Superintendent in carrying out specific policies

SECTION 2. ADOPTION OF REGULATIONS

Administrative regulations shall be considered official when the Superintendent signs them
with the effective date shown thereon and must be implemented, accordingly, pending action of the School Committee to the contrary. The Superintendent will distribute copies to the School Committee for advice and consent and to his own distribution list within the Department. Under normal circumstances administrative regulations will have received consent from the Committee prior to their effective date.

The School Committee can, by majority vote of the entire membership, cancel or suspend any administrative regulation.

ARTICLE IX. AGENDA

SECTION 1. DEVELOPING THE AGENDA

It will be the duty of the Chair, in cooperation with the Superintendent, to prepare the agenda for all meetings of the Coventry School Committee.

An individual School Committee member may request in writing to the Superintendent or through the Chair that an item be placed on the agenda. Such request should not be unreasonably denied. If such a request is refused, the member may direct that the item request be placed on the agenda under new business for consideration. A majority vote of the Committee can allow it to be considered as an action item.

The agenda and supportive material will be written and distributed to School Committee members by the Friday prior to the regular Tuesday meeting, 48 hours prior to special meetings and as soon as practicable for emergency meetings. Exception to this procedure requires acceptable rationale to the Committee.

No item may be acted upon at any meeting of the School Committee unless it had been placed on the distributed and posted agenda according to RIGL 42-46-6.

ARTICLE X. SUB-COMMITTEES/LIAISONS/ADVISORY COMMITTEES

The Committee shall from time to time establish sub-committees/liaisons/advisory committees to assist it in the completion of its business and serve as representatives of the committee on approved advisory committees and boards. The Chair has the responsibility to appoint all members of such sub-committees, liaisons and advisory committees. Committee members may make nominations of non-school committee members (Coventry residents) to the Chair for such positions. School Committee members may also serve in such positions, but no more than two (2) may serve on any sub-committee or advisory committee.

All such appointed groups/individuals shall be given a written charge, including, but not limited to a statement of the problem or concern initiating the sub-committee, instructions, desired investigations, dates for progress reports to the Coventry School Committee and a termination date of service.

Sub committees and advisory committees shall elect their own officers (chairs are appointed) and schedule their own meetings at times and locations of their own choosing. The operation of all sub-committees and advisory councils must meet all applicable state regulations and laws. Reports of all sub-committees are advisory in nature and made only to the School Committee.

The Superintendent shall appoint an administrative support person to all such sub-committees to assist in meeting arrangements, informational gathering and report writing. Such support persons are not to be considered a member of the sub-committee or advisory committees, nor are they to be held responsible for advisory outcomes of the sub-committee.

All sub-committees, liaisons and advisory committees may be dissolved or terminated at any regular or special meeting of the School Committee.

ARTICLE XI. SUPERINTENDENT

The Superintendent serves as the chief executive officer of the School Committee. The Superintendent carries out all policies, rules and regulations established by the School Committee. The School Committee expects its Superintendent to fulfill the role of educational leader in the community. This means the Superintendent will keep the public informed as to the activities, achievements, needs and directions of the school system. In so doing the Superintendent should employ all avenues of communication including the various media, small group discussions, speeches and other personal appearances. As the educational chief executive the Superintendent as a matter of routine, should inform the Committee regularly of new trends in education and their implications, if any, for the system. The Committee also needs to be kept informed regarding the school system's performance as compared to other systems within the state and throughout the nation with appropriate rationale and/or explanation.
1st Reading: 3-8-88 Adopted: 5-10-88
2nd Reading: 5-10-88 Revised: 10-11-05