A. Southbridge School Committee
A. Southbridge School Committee
Purpose and Role of the School Committee
The Southbridge School Committee shall be responsible for the maintenance and operation of the public schools as required by the laws of the State of Rhode Island and by the Charter of the Town of Southbridge. The committee shall:
1. Interpret the needs of the community and the desired educational requirements to its professional organization.
2. Approve general policies for the operation and improvement of the schools which shall be written into a policy manual. Revisions of said code shall be made only after the second public reading of the proposed change and the committee vote shall include the date when the new policy will become effective.
3. Appoint the superintendent of schools and approve the appointment of assistant superintendents, principals, directors, teachers and other personnel upon recommendations of the superintendent.
4. Adopt an annual budget and capital improvement budget prepared by the superintendent of schools in accordance with adopted policies.
5. Provide the school buildings committee with statements of the need for additional school facilities, including proposed additions to or extensions of existing school buildings, and such statements shall set forth as to each such building or facility or extension or addition complete information concerning the area to be served thereby, the time when, in the opinion of the school committee the same shall be needed, and the number of pupils to be accommodated, together with such other information as the school committee may deem appropriate.
6. Evaluate the total program of the schools in Southbridge and appraise the efficiency of executive personnel.
7. Keep people intelligently informed of purposes, values, conditions and needs of public education in Southbridge.
8. Consider any other specific actions recommended by the superintendent of schools.
9. Take any other actions required by law.
Policy adopted: 4/23/81
The authority of the Southbridge School Committee exists only at meetings or when a member is discharging a school committee assignment.
Policy adopted: 4/23/81
Committee of the Whole
The Southbridge School Committee shall conduct business as a committee of the whole without permanent sub-committees.
Policy adopted: 4/23/81
The chair of the Southbridge School Committee shall appoint such temporary and special committees as may be deemed necessary or advisable by the school committee, and the chair shall be, ex-officio, a member of each special committee. The duties of the committees shall be outlined at the time of appointment, and the committee shall be considered dissolved when the final report has been made or upon the reorganization of the committee.
Policy adopted: 4/23/81
Attendance at meetings directly or indirectly related to education or school matters shall be encouraged for the values they have to the Southbridge School System and the professional growth of the Southbridge School Committee members.
Policy adopted: 4/23/81
Reimbursement for Expenses
Members of the Southbridge School Committee shall be reimbursed for all necessary and legal expenses incurred in attending any meetings or in making any trips on official business for the Southbridge School System.
Policy adopted: 4/23/81
The board endorses the following Code of Ethics of the National School Boards Association:
As a member of the Southbridge School Committee, representing all the citizens of Southbridge, I recognize:
1. That my fellow citizens have entrusted me with the educational development of the children and youth of this community.
2. That the public expects my first and greatest concern to be in the best interest of each and every one of those young people without distinction as to who they are or what their background may be.
3. That the future welfare of this community, of this State, and of the Nation depends in the largest measure upon the quality of education we provide in the public schools to fit the needs of every learner.
4. That my fellow committee members and I must take the initiative in helping all the people of this community to have all the facts all the time about their schools, to the end that they will readily provide the finest possible school program, school staff, and school facilities.
5. That legally the authority of the Committee is derived from the State which ultimately controls the organization and operation of the school district and which determines the degree of discretionary power left with the Board and the people of this community for the exercise of local autonomy.
6. That I must never neglect my personal obligation to the community and my legal obligation to the State, nor surrender these responsibilities to any other person, group, or organization; but that, beyond these, I have a moral and civic obligation to the Nation which can remain strong and free only so long as public schools in the United States of America are kept free and strong.
In view of the foregoing consideration, it shall be my constant endeavor
1. To devote time, thought, and study to the duties and responsibilities of a school committee member so that I may render effective and creditable service.
2. To work with my fellow committee members in a spirit of harmony and cooperation in spite of differences of opinion that arise during vigorous debate of points at issue.
3. To base my personal decision upon all available facts in each situation; to vote my honest conviction in every case, unswayed by partisan bias of any kind; thereafter, to abide by and uphold the final majority decision of the Committee.
4. To remember at all times that as an individual I have no legal authority outside the meetings of the Committee, and to conduct my relationships with the school staff, the local citizenry, and all media of communication on the basis of this fact.
5. To resist every temptation and outside pressure to use my position as a school committee member to benefit either myself or any other individual or agency apart from the total interest of the school district.
6. To recognize that it is as important for the Committee to understand and evaluate the educational program of the schools as it is to plan for the business of school operations.
7. To bear in mind under all circumstances that the primary function of the Committee is to establish the policies by which the schools are to be administered, but that the administration of the educational program and the conduct of school business shall be left to the employed superintendent of schools and his professional and non-professional staff.
8. To welcome and encourage active cooperation by citizens, organizations and the media of communication in the district with respect to establishing policy on current school operation and proposed future developments.
9. To support my State and National School Boards Association.
10. Finally, to strive step by step toward ideal conditions for most effective school committee service to my community, in a spirit of teamwork and devotion to public education as the greatest instrument for the preservation and perpetuation of our representative democracy.
Policy adopted: 4/23/81
No member of the Southbridge School Committee shall sell supplies, materials, services, land or buildings to the Southbridge School Department directly or indirectly, except when such a company is a public utility or the like which alone provides the service.
No member of the immediate family of any member of the committee shall be employed in any continuing capacity by the committee. This shall not be construed to necessitate the resignation of any employee should a member of his immediate family be elected to the committee.
RI Gen. Laws § 16-12-2 Employment of committee member as school teacher
RI Gen. Laws § 16-38-6 Commercial activities prohibited - Conduct of teachers
RI Gen. Laws § 16-38-7 Interest of school official in sale of textbooks
RI Gen. Laws § 16-38-8 Offer to pay school official for sale of equipment
RI Gen. Laws § 16-38-9 Liability of school officers for misconduct generally
RI Gen. Laws § 16-38-12 Penalty for violations
RI Gen. Laws § 16-39-2 Appeal of school committee actions to commissioner
Policy adopted: 4/23/81
The Southbridge School Committee shall review, update, and amend policies within three years of adoption. Policies adopted shall have the required procedures in place within sixty (60) days.
Policy adopted: 5/22/95
Policy Manual - Review and Update
It shall be the policy of the Southbridge School Committee to incorporate in the regular January meeting or as the School Committee feels necessary, a period for the purpose of reviewing and updating the Policy Manual.
Policy adopted: 4/23/81
The Southbridge School Committee, representing the people of the school department, is the legislative body that determines all questions of general policy to be employed in the conduct of the public schools.
Proposals regarding school department policies and operations may originate at any of several sources: a parent, taxpayer, a professional employee, a member of the committee, a clerk, the superintendent, a professional consultant, a civic group, etc.
Action on such proposals, whatever their source, is taken finally by the committee in accord with its bylaws. The committee shall take action on most matters upon the basis of recommendations presented to the committee by the superintendent. The superintendent bases his or her recommendations upon the outcomes of study and upon the judgement of the professional staff and study committees.
Policy adopted: 4/23/81
Formulation of Administrative Regulations
The Southbridge School Committee shall delegate to the superintendent the function of specifying required actions and designing the detailed arrangements under which the schools will be operated.
Such rules and detailed arrangements shall constitute the administrative regulations governing the schools. They must be in every respect consistent with the policies adopted by the committee.
In the absence of applicable policy, the superintendent is authorized to establish needed regulations subject to later confirmation in policy, should the committee so wish.
The committee itself shall formulate and adopt administrative regulations only when specific state laws require committee adoption, and may do so when the superintendent recommends committee adoption in light of strong community attitudes, or probable staff reaction.
Policy adopted: 4/23/81
Role and Function of the School Committee Meeting
The meetings of the Southbridge School Committee are basic to the operation of the committee. All official action of the committee shall be taken only when the committee is in formal session.
Since members of the committee are unable-to officially function as individuals, the committee meeting presents an opportunity for the school program to be discussed and appraised and for individual biases and opinions to be aired as the committee works toward consensus decisions on specific instances. In addition, the meeting provides an appropriate place for items of interest or concern to individual citizens or groups of the school community to be heard and considered.
Policy adopted: 4/23/81
The Southbridge School Committee may meet formally or informally as follows:
1. Regular Meeting: Regularly scheduled meetings may be of two kinds; business or educational. The latter type may be held for the purpose of reviewing and evaluating the school program or the development and discussion of policy.
2. Special Meetings: Such a meeting may be called, upon due notice as specified in the bylaws, by the chair of the committee, the superintendent of schools, or by written request of two members collectively in the event that the chair fails to act. Ordinarily, no business shall be transacted except that for which the meeting is called.
3. Adjourned Meetings: Such meetings shall serve as a continuation of a regular meeting and not as a special or called meeting.
4. Executive Meetings: Executive meetings or sessions of the committee shall be called at such time and place as is required for free discussion of personnel or other matters which are not appropriate for public announcement until fully developed. Any tentative proposals for action taken at such closed sessions shall require confirmation at subsequent open meetings.
5. Study/Work Sessions: The committee may meet for study/work sessions to exchange information and develop understanding.
Policy adopted: 4/23/81
The agenda for each meeting of the Southbridge School Committee shall be prepared in advance by the superintendent of schools in collaboration with the chair and a copy, shall be delivered to each committee member preceding the regular Monday meeting.
Policy adopted: 4/23/81
Participation at School Committee Meetings
Residents of the community shall be afforded an opportunity to take an active part in all School Committee meetings through the "Audience of Citizens" agenda item.
In addition, the public is invited to question any and all matters of the agenda of any regularly scheduled meeting at any time. Any such questions should be directed to the committee through the chairman of the meeting.
Policy adopted: 4/23/81
Taping of Board Meetings
All open sessions of the Southbridge School Committee shall be audio or video taped.
Policy Adopted: 3/13/95
Number of Members and Terms of Office
The election of members of the Southbridge School Committee to four (4) year terms of office shall be as specified in the Charter of the Town of Southbridge. The election of members of School Committee of five (5) members shall be staggered, three and two, every two years in conjunction with the general town election in November.
Filling Vacancies
Vacancies on the Southbridge School Committee caused by death, resignation, or otherwise shall be filled by the Southbridge Town Council until the next regular election of town officials.
ARTICLE III
School Committee Officers
1. Chair - Duties defined in Article V
2. Vice Chair - Duties defined in Article VI
3. Clerk - Duties defined in Article VII
Officers/Filling Vacancies
The Southbridge School Committee Chair and the School Committee Clerk shall be elected by a vote of the majority of the full Committee at the "organizational" meeting or if any change in the membership of the Committee should occur. Either the Chair or the Clerk may be removed at the pleasure of the committee. A vacancy in the office of Chair and/or Clerk shall be filled for the unexpired portion by a vote of the majority of the full Committee.
A Vice-Chair and representatives to various committees shall be elected in the same manner as that of the Chair and the Clerk.
Organization meeting shall be held on the first meeting of the School Committee following the election and issuance by the Board of Canvassers of a certificate of election to the newly elected School Committee members. In the event any newly elected School Committee member has not received a certificate of election, said organization meeting shall not be held until all elected members have been duly issued certificates by the Board of Canvassers.
ARTICLE V
Chair
The Chair of the Southbridge School Committee shall:
1. Exercise such powers and perform such duties as are fixed by statute and as usually devolve upon the presiding officer of the deliberative body.
2. Be the authorized signatory to all legal documents.
3. With the assistance as necessary from the Superintendent shall represent the Committee in all its official functions.
4. Have the right to entertain motions and to temporarily turn the chair over to the Vice Chair.
Vice - Chair
The Vice-Chair of the Southbridge School Committee shall:
1. In the absence of the Chair, preside and perform such duties are fixed by statute and as usually devolve upon the presiding Chair.
2. Be authorized, by vote of the School Committee, to sign all legal documents in the absence of the Chair.
3. To perform all such duties that may be delegated to the Vice-Chair by the Chair.
ARTICLE VII
Clerk
The Clerk of the Southbridge School Committee shall:
1. See that a complete and accurate record of all open and executive committee meetings is kept.
Legal Counsel
The legal counsel for the Southbridge School Committee shall represent the school system and such officers and employees of the school system as the Committee shall direct in all legal proceedings of the school system to which they or any of them as such shall be a party. He or she shall, when requested, advise the School Committee, Superintendent and all executive departments in all legal matters pertaining to the business of the school system.
Meetings - Time and Place
The regular meetings of the Southbridge School Committee shall be held every second Tuesday of each month during the regular school year at 6:30 P.M. unless the time and date are changed by vote of the Committee at a previous meeting with adjournment no later than 11:30 P.M. Executive Session will be scheduled prior to all regular meetings as needed.
Amendment Adopted: October 8, 1996
Amendment Adopted: April 8, 1997
ARTICLE X
Public and Executive Sessions
All business relating to the Southbridge Public Schools will be transacted by the Southbridge School Committee in open meeting provided that the School Committee may, by the affirmative vote of three of its members, authorize the consideration in a closed meeting of any matter within its jurisdiction. The Southbridge School Committee, in all of its meetings, will be governed by the provisions of Title 42, Chapter 46, Section 1-10 of the Rhode Island General Laws as amended.
School Committee Policies
School Committee Minutes of Meetings
The minutes of the Southbridge School Committee proceedings save those voted to be kept closed in conformance with the RI Gen. Laws § 42-46-7. Unless otherwise provided for by law or contractual agreement, the Southbridge School Committee will not make copies of School Committee minutes available for distribution.
Quorum
A majority of the full Committee shall constitute a quorum for the transaction of School Committee business at all meetings. When a quorum is present, a majority shall be defined as a majority of the votes cast, which is sufficient for the adoption of any motion, except, those requiring a majority vote of the entire membership.
ARTICLE XIII
Individual Members
It is understood that the members of the Southbridge School Committee have authority only when acting as a School Committee legally in session. The School Committee shall not be bound in any way by any action or statement on the part of any individual School Committee member except when such statement or action is in pursuance of specific instructions from the School Committee.
Individual members shall be encouraged to seek through the Superintendent pertinent material or information on school business which may be readily available. When the material or information desired is not readily available, request for such data shall be by a vote of the majority of the Committee members.
Policy Manual - General
1. It shall be the duty of the Clerk and/or his or her designee to keep the Southbridge School Committee policy manual(s) up-to-date at all times.
2. The Superintendent of Schools will recommend to the Chair and other School Committee members such areas where new policies should be instituted or discussed before the entire Southbridge School Committee.
3. Southbridge School Committee members desirous of formulating and/or changing policies shall work with the Clerk and/or Superintendent and they will be brought to the attention of the entire Committee as soon as possible and practical in accordance with established bylaws.
4. The policy manual shall contain Southbridge School Committee policies, administrative regulations which have been approved by the School Committee, and job specifications of all school department employees and number indexing each page.
5. All written agreements entered into with the Southbridge School Committee by all school department personnel - after their completion - will be immediately forwarded to all School Committee members and others as listed in this policy manual and said bylaws who will in turn place them in their policy manuals.
6. There will be a policy manual in the principal's office and every school library. Teachers will be encouraged to become familiar with it and it will be available to them on a sign-out basis.
7. Each of the following will also have a policy manual: Superintendent, Clerk, and any other administrative staff so designated by the Southbridge School Committee.
Adoption or Amendment of Policies and Bylaws
Policy proposals and suggested amendments to or revisions of existing policies shall be submitted to all members of the Southbridge School Committee and to the Superintendent in writing prior to a regularly scheduled School Committee meeting in which such proposed policies, amendments, or revisions shall be read and discussed. A vote for adoption shall take place at the next succeeding regular meeting of the School Committee. Action shall be by majority vote of those present.
Suspensions or Exceptions of Policies and/or Bylaws
Policies and bylaws of the Southbridge School Committee shall not be suspended except for a specified purpose, and only on two-thirds vote of ALL members of the School Committee at two meetings held not less than twenty-seven days apart and in the calls for which the proposed suspension shall have been described in writing. However, suspension of the rules for extending the adjournment hour of School Committee meetings or introduction of new business shall not require a second reading, nor prior Notice in writing.
ARTICLE XVII
Special Statutes Prevailing - Savings Clause
If any policy and/or bylaw of the Southbridge School Committee shall be at any time contrary to law, then such policy and/or bylaw shall not be applicable or performed or enforced except to the extent permitted by law and any substitute action shall be subject to appropriate consultation with the Southbridge School Committee and legal counsel.
See School Committee Bylaws Archive Adopted 4/23/81
See School Committee Bylaws Archive Adopted 10/8/96
Adopted: August 23, 1982
Amendment Adopted Article IX: October 8, 1996
Amendment Adopted Article IX: April 8, 1997
