Section 9000 District Policies and Board of Education ByLaws

The Board of Education is the unit of authority for the Madison Public Schools. Apart from their function as part of the unit, Board members have no individual authority. Members of the Board shall have authority only when acting as a legally convened Board. Individually, the Board member may not commit the district to any policy, act or expenditure, except when such action is in pursuance of specific instructions of the Board of Education which has been approved by a majority vote of the entire Board.

The Board member is prohibited from doing business with the school district and from having an interest in any business contract with the school district in general. The Board member shall not seek employment within the school district while serving his / her term on the Board.

No individual member of the Board, by virtue of holding office, shall exercise any administrative responsibility with respect to the schools, nor as an individual command the services of any school employee. Visits to the schools by individual members, when acting in that capacity, shall be pre-arranged through the office of the building principal.

No member of the Board of Education shall be asked to perform any routine or clerical duties which may be assigned to an employee.

The Board member does not represent a factional segment of the community, but is rather a part of the body which represents and acts for the community as whole. The Board member shall respect confidentiality as well as abide by the Freedom of Information Act when communicating with the public and the media.

Date of Adoption: 3/7/95

Members of the Madison Board of Education are responsible for the education of Madison's children, and to that end they will . . .

1. attend all regularly scheduled Board meetings insofar as possible, and become informed concerning the agenda items to be considered at those meetings;
2. recognize that the Board's primary role is the establishment of policy in governance of public elementary and secondary education in our community; Therefore, they will . . .
   • formulate and adopt written policies in consultation with groups affected, and properly delegate implementation of those policies;
   • recognize that they should endeavor to make policy decisions only after full discussion at publicly held Board meetings;
   • work as a group to establish effective Board policies, to monitor implementation of said policies, and to delegate authority for the administration of the schools to the Superintendent;
   • develop policies that support the concept of citizen advisory bodies and establish clear guidelines that define the task, composition, operation, duration, reporting, and evaluation of such bodies;
   • adopt policies which establish the use of volunteers as a means of enriching the learning experiences of students and building schoolcommunities;
3. work with the Superintendent and the community to develop a vision for the schools;
4. establish a structure and create an environment that will help the school system achieve its vision;
5. develop academic standards based on high expectations and an assessment system to measure academic performance toward the achievement of such standards, so that the school Board can be accountable to the people of the community;
6. encourage free expression of opinion by all Board members, and seek systematic communications between the Board and students, staff, and all elements of the community;
7. make special efforts to involve parents and the public in the process of formulating educational policy; such participants will enhance advocacy and give parents an the public a sense of proprietorship that will benefit the instructional program for all students;
8. support the Superintendent in all decisions that conform to Board policy, other decisions made by the Board, or recognized professional standards;
9. hold the Superintendent responsible and accountable for the administration of the schools through regular, constructive, written and oral evaluations of the Superintendent's work; performance evaluation is an ongoing effort and should be linked to goals established by the Board with the advice and counsel of the Superintendent;
10. provide the Superintendent with a comprehensive employment contract;
11. provide fair and adequate compensation that will attract and retain excellent people in all circumstances;
12. give the Superintendent the benefit of individual Board members' expertise, familiarity with the local school system, and community interests;
13. conduct school district business in open session, except as otherwise provided by law, with the Superintendent or a designee present (except in personnel matters involving the Superintendent specifically), and endeavor by every possible means to inform the public concerning the schools;
14. consult with the Superintendent on all matters, as they arise, that concern the school system, and on which the Board may take action;
15. develop a plan for Board - Superintendent communications;
16. channel communications with school employees through the Superintendent, especially if any action is suggested, and to refer all applications, complaints, and other communications, oral or written, first to the Superintendent: doing so ensures that such communications can be processed in a coordinated fashion that is responsive to students and patrons;
17. take action on matters only after hearing the recommendation of the Superintendent, except in personnel matters involving the Superintendent specifically;
18. exercise continued oversight of all educational programs;
19. work closely, where appropriate, with other governmental agencies and bodies;
20. seek information about current educational issues through programs and publications providing needed information, such as those presented by local, state and national school boards association, resources and / or workshops;
21. collaborate with other school boards through state and national school boards associations to let state legislators, members of Congress, and all other appropriate state and federal officials know of local concerns and issues;
22. mandate and provide resources for high-quality Board and professional development programs using qualified trainers that will enable school leaders to have the knowledge and skills needed to provide excellent policy leadership for the school system; in some cases, the Board and Superintendent should engage in joint training;
23. provide for self-evaluation of the Board's own effectiveness in meeting its stated goals and performing its role in public school governance;
24. establish a periodic review of all school Board policies for current relevance and necessity to ensure students' needs are being appropriately served;
25. conduct an annual review of all school Board policies for compliance with current state law;
26. work to ensure that the district has the necessary funds and that a balance is maintained between needs and resources in the distribution of available monies;
27. delegate to the Superintendent responsibilities for all administrative functions, except those specifically reserved to the Board's presiding officer through Board policy; those reserved areas include establishing a regular time for the Superintendent and the leader of the school Board to meet for discussion of school Board policy matters and joint preparation of each meeting agenda, conducting Board meetings and certain public hearings, approving the agenda and minutes of Board meetings, and engaging in other activities related to serving as the presiding officer of the Board;
28. ensure Board members understand that, under law, the school Board acts as a Board and that individual Board members have no independent authority.

Date of Adoption: 4/4/95

#9220.2 Board Member Oath of Office

Oath of Office

Members of the Board of Education shall, before entering upon their official duties, take the oath of office provided in Connecticut General Statutes Section 1-25.

Legal Reference:

Connecticut General Statutes
10-218a    Oath of office    
1-25    Forms of oaths    

Date of Adoption:   March 7, 1995    
Date of Revision:  January 24, 2023
 

#9220.3  Filling Vacancies on the Board (Formerly Board Member Resignation)

Board Member Resignation

If a Board member ceases to be an elector of the Town, they thereupon cease to hold elected office in the Town and shall submit a notice of resignation. Resignations for this or any other reason require a written statement of resignation. Upon receipt of a Board member's written resignation, the Board will acknowledge the resignation at the next scheduled meeting coinciding with or next following the receipt of the written resignation. The Board will then accept the resignation by formal action and declare the Board position vacant unless the resignation is withdrawn any time prior to the Board's action.

Vacancies

If a vacancy occurs on the Board, the Board of Selectmen shall fill by appointment the vacancy until the completion of the vacated term in accordance with the requirements set forth in Section 6.6 of the Madison Town Charter. The Board shall accept the appointment at a regular meeting or special meeting convened for that purpose.

Date of Adoption: August 22, 2023

#9220.4 Removal of Board Officers

(formerly Board Member Removal from Office)

It is the policy of the Madison Board of Education (the “Board”) that officers of the Board will:

1. adhere to all Board policies, rules and regulations;
2. conduct themselves in a fair and impartial manner; and
3. carry out the duties of their respective offices in accordance with law.

An officer of the Board may be removed for cause by a 2/3 vote of the entire Board.  A vote to remove a Board officer shall only take place at a regular meeting or a special meeting called for that purpose.  “Cause,” which means a reasonable ground for removal, includes, but is not limited to, any conduct that:

1. specifically relates to and affects the administration of the office in a manner deemed to be deleterious to Board operations; 
2. negatively and directly affects the rights and interests of the public; 
3. violates Board policies, rules and regulations; 
4. interferes with the orderly and efficient operation of the Board; or
5. failure to serve as defined in Section 6.5 of the Madison Town Charter.

Procedures for Removal

The following procedures shall be used in lieu of any procedures set forth in Robert’s Rules of Order with respect to any proposed action to remove or take other disciplinary action regarding an officer of the Board for cause:

1. The Board shall review the performance and/or conduct of an officer of the Board in open or executive session (as determined by the Board and the Board officer in accordance with the Freedom of Information Act) at a regular or special meeting of the Board, prior to initiating any action to remove or take other disciplinary action regarding a Board officer for cause.  
2. If the Board determines as a result of such discussion that formal action is necessary, the Board shall provide the Board officer with:
   1. reasonable written notice of the Board’s intent to consider removal or other disciplinary action, including the factual basis for the claimed “cause” for removal of the officer from office, with such notice to be provided after being authorized by a 2/3 vote of those Board members present and voting; and
   2. an informal opportunity to be heard by the Board regarding such possible removal or other disciplinary action, at which the Board officer shall have the right to be represented by counsel at the Board member’s own expense and to present relevant evidence to the Board.  The informal opportunity to be heard shall take place in open or executive session (as determined by the Board and the Board officer in accordance with the Freedom of Information Act) at a regular or special meeting of the Board. 
3.  Any action to remove or take other disciplinary action regarding a Board officer for cause following such informal hearing shall require an affirmative vote by 2/3 of all members of the Board. 

Service as a Board officer is a privilege, the purpose of which is to assist the Board in conducting its business in an appropriate, orderly and efficient manner. Therefore, any Board member serving as an officer shall have no legally protected right to continue in that position.  

Legal References:

Connecticut General Statutes
10-218    Officers.  Meetings.
10-220    Duties of boards of education.

LaPointe v. Board of Education of the Town of Winchester, 274 Conn. 806 (2005).

Date of Adoption: March 7, 1995
Reviewed November 29, 2022 – no changes proposed
Date of Revision: June 6, 2023
 

Membership and service on a school board is considered to be one of the highest acts of citizenship in our American democracy. It offers qualified citizens an opportunity to promote the interests of education and thereby the welfare of the community and the nation.

Therefore, the Board considers it important that a new member be knowledgeable about school governance and operations and prepared to discuss and cast informed votes on matters before the Board from the time he or she is sworn into office.

All declared candidates will be urged to attend, and will be welcomed at, public meetings of the Board during the period of candidacy. All public information about the school district will be made easily available to them.

The Superintendent will cooperate impartially with candidates in providing information about school governance, Board operations, and school programs. This cooperation may include:

• notification of public meetings of the Board, with the agenda provided;
• meetings with candidates to provide information on the school system and school Board services;
• providing candidates with published information on the duties and responsibilities of school Boards and Board members;
• making arrangements for the candidate to review the current policies of the Board, district regulations, and publications of the school system; and
• past copies of Board agendas, including minutes and other reports and bulletins of recent origin.

The Board and its staff will seek to be impartial as it offers orientation for Board candidates. It expects candidates to recognize that until and unless they are elected, their official status is that of other members of the public and that they are not entitled to privileged information which is properly discussed in executive sessions.

Newly-elected Board Members

The magnitude of school Board membership calls for knowledge of, and orientation to, many areas of information and understanding. Under the guidance of experienced Board members and the Superintendent, orientation will be provided to the new Board members immediately upon election, through the following methods:

• The electee will be invited to meet with the Superintendent and other administrative personnel to discuss school governance, board operations, and school programs.
• The electee will be invited to attend Board meetings and to participate in discussion. The clerk will supply materials pertinent to meetings and will explain their use.
• The clerk will give the new member a copy of the Board's policies and bylaws.
• It is strongly recommended and suggested that newly-elected Board members attend:
  • the annual conference for new board members sponsored by the Connecticut Association of Boards of Education (assuming the Board's membership in this association); and
  • local, state, and national school board meetings during their tenure to stay abreast of current educational issues.

Orientation will be considered as an ongoing process for all Board members, and may include such activities as those indicated above and the addition of items such as attendance at school board and administrative conferences, and conventions on a local, area, state, and national basis.

Date of Adoption: 3/7/95

Public office is a trust created by the confidence which the public places in the integrity of its public officers. To preserve this confidence, it is the desire of the Board to operate under the highest ethical standards.

Members of the Madison Board of Education will strive to improve public education, and to that end they will . . .

• render all decisions based on the available facts and independent judgment, and refuse to surrender that judgment to individuals or special interest groups;
• strive to avoid being placed in a position of conflict of interest, and refrain from using a Board position for personal or partisan gain;
• take no private actions that will compromise the Board of Education or the administration, and respect the confidentiality of information that is privileged under applicable law; and
• remember always that the first and greatest concern of a Board member must be the educational welfare of the students attending the public schools.

In carrying out his / her fiduciary duties, a Board member will not:

• disclose or use confidential information acquired in the course of his / her official duties to further substantially his or her personal financial interests;
• accept a gift of substantial value or substantial economic benefit tantamount to a gift of substantial value which would tend to improperly influence a reasonable person in his or her position or which he or she knows or should know is primarily for the purpose of rewarding him / her for official action taken;
• engage in a substantial financial transaction for his or her private business purposes with a person whom he or she supervises in the course of official duties;
• perform an official act which directly and substantially confers an economic benefit on a business or other undertaking in which he / she has a substantial financial interest, or in which he / she is engaged as a counsel, consultant, representative, agent or public speaker.

The phrase "economic benefit tantamount to a gift of substantial value" includes a loan at a rate of interest substantially lower than the prevailing commercial rate and compensation received for private services rendered at a rate substantially exceeding the fair market value.

It is permissible for a Board member to receive:

• an occasional non-pecuniary gift which is insignificant in value;
• non-pecuniary award publicly presented by a nonprofit organization in recognition of public service;
• payment or reimbursement for actual and necessary expenditures for travel and subsistence for attendance at a convention or other meeting at which he / she is scheduled to participate;
• reimbursement for or acceptance of any opportunity to participate in a social function or meeting which is not extraordinary when viewed in light of his / her position; and
• tickets to school-sponsored sporting, recreational, educational, or cultural events.

Date of Adoption: 4/4/95

The Board desires its members not only to adhere to all laws regarding conflict of interest, but to be alert to situations which have the appearance of a conflict of interest and to avoid actions that might embarrass themselves or the Board.

Two areas of Board operations must be guarded with particular care in order that there be no real or seeming conflict of interest. These are purchasing and hiring of personnel. Therefore,

• no member of the Board will have any direct pecuniary interest in a contract with the school district, nor furnish directly any labor, equipment, or supplies to the district. 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. However, in such instances, the member may be expected to declare an association with the firm and refrain from debating or voting on the question; and
• no member of the immediate family or any member of the Board will be employed in any continuing capacity by the school system. This will not construed as necessitating the resignation of any employee should a member of his or her immediate family be elected to the Board.

For the purpose of this Bylaw the term immediate family shall mean the following relatives of the Board member: father, mother, spouse and / or domestic partner, siblings, children, or the spouse and / or domestic partners of those individuals.

The closeness with which the Board works with other agencies of the Town may also give rise to situations in which the Board may be subject to charges of favoritism and / or involve itself in interagency disputes.

Therefore,

• the Board will not engage the services of persons in the paid employ of other Town agencies on a continuing basis, except for employees who are hired on a joint basis. However, police, fire, and part-time clerical personnel may be employed on a noncontinuing basis when the employment of such persons is deemed to be in the best interest of the school system and the Town, as approved by the Board; and
• the Board will not make purchase from companies in which paid Town employees have a major financial interest, nor from companies by which they are employed.

Date of Adoption: 1/3/95

#9325.43 Time, Place and Notice of Meetings 

(Formerly Attendance at Meetings via Electronic Communications) 

1. Regular Meetings
   1. The Madison Board of Education (the “Board”) shall set a calendar of regular meetings for the ensuing year at the first regular meeting in November.
   2. In compliance with the Connecticut General Statutes, Board of Education Clerk shall file this calendar with the Town Clerk, and post this calendar on the Board’s Internet web site, if available, 30 days prior to the first Board meeting in January.
   3. Normally the Board shall schedule regular meetings two times each month with the exception of July, August, December and February.  If at any point in the meeting the Board should not maintain a quorum, then the Chairperson of the Board will adjourn the meeting and declare the time and place of the resumption of the meeting, which shall be reflected in a written order of adjournment.  A copy of the written order of adjournment will be posted on or near the door of the place where the meeting was held within twenty-four hours after the time of adjournment.  
   4. If, in accordance with applicable law, the Board conducts a regular meeting by means of electronic equipment, the Board shall provide, at least forty-eight (48) hours before the meeting, direct notification in writing or by electronic transmission to each member of the Board and post a notice that the Board intends to conduct the meeting solely or in part by means of electronic equipment in the Administrative Offices of the Board, in the office of the Town Clerk, and on the Board’s Internet web site.  Such notice shall include instructions for the public to attend and provide comment or otherwise participate in the meeting, by means of electronic equipment or in person, as applicable and permitted by law.

2. Special Meetings
1. Special meetings may be held when determined by the Board, when so called by the Chairperson, or within fourteen (14) days upon written request of three members of the Board.
2. No special meeting shall be held unless a notice stating the time, place and purpose of the meeting has been given to each member and to the Town Clerk, and has been posted on the Board’s Internet web site, if available, twenty-four (24) hours before the time stated for the meeting to convene.
1. If, in accordance with applicable law, the Board holds a special meeting conducted solely or in part by means of electronic equipment, notice of such meeting shall include whether the meeting will be conducted solely or in part by means of electronic equipment. If such meeting is to be conducted by means of electronic equipment, such notice shall include instructions for the public, by means of electronic equipment or in person, to attend and provide comment or otherwise participate in the meeting, as applicable and permitted by law.
3. When a majority of the members agree that an emergency exists which has made a regular notice impossible, such a meeting may be called at a time or place which may be most convenient. In case of such emergency meeting, a copy of the minutes setting forth the nature of the emergency and the proceedings occurring at such meeting shall be filed with the Town Clerk [Regional School District Option: with the Town Clerk of each municipal member of the school district] no later than seventy-two (72) hours following the holding of such a meeting.

3. Meeting Time and Place
1. All regular meetings of the Board shall begin at 7:30 p.m. or as soon thereafter as a quorum is present.
2. Special Meetings (non-emergency) of the Board shall be held at a time and place to be determined and announced in advance of meeting.

Legal References:

Connecticut General Statutes

Public Act 22-3, “An Act Concerning Remote Meetings Under the Freedom of Information Act."

1-225  Meetings of government agencies to be public. Recording of votes.  Schedule and agenda of certain meetings to be filed and posted on web sites.  Notice of special meetings. Executive sessions
1-228  Adjournment of meetings.  Notice
1-229  Continued hearings.  Notice
1-230  Regular meetings to be held pursuant to regulation, ordinance or resolution
7-3  Warning of town and other meetings 
7-4  Record of warning
10-218  Officers.  Meetings

Date of Adoption:  January 24, 2023
 

Board Officers

The Board will elect a Chairperson, a Vice-Chairperson and a Secretary who will be members of the Board. The Board may assign a district employee to provide clerical assistance to the Board. Officers will be elected by majority vote of the members present and voting.

Term and Duties

Board officers will serve for a term of two years and until a successor is elected, except in the case of removal or resignation.  Officers may succeed themselves in office. Each officer will perform any legal duties of the office and other duties, as required by the Board.

Vacancy

The vacancy to the Executive Board position shall be filled, other than the Chairperson, by a majority vote of those members present at the next regularly scheduled Board meeting following the declaration of vacancy. A vacancy to the Chairperson's position shall be temporarily filled by the Vice-Chairperson, for a period not to exceed six weeks.  In the event that the temporary Chairperson is voted to the position on a permanent basis, an election for a new Vice-Chairperson shall occur within six weeks from the date of appointment. The newly-elected officer shall take office upon election.

Date of Adoption: 3/7/95
Date of Revision: May 8, 2018

#9410 Board Organizational Meeting

The Board of Education Organizational Meeting shall be the second regularly scheduled board meeting each November. In the event that the town election in any election year is later than the second regularly scheduled November board meeting, the Board of Education Organizational Meeting shall be the next regularly scheduled meeting of the board following that election.  The Board of Education shall, not later than one month after the date on which newly-elected members take office, elect from its own members a Chairperson, a Vice-Chairperson, and a Secretary.  The organizational meeting shall be called to order by the Chairperson of the Board, the Vice-Chairperson or the Secretary, in that order of priority, provided one of these officers is still a member of the Board. If none of the Board officers from the preceding year is presently a member of the Board, the Superintendent shall call the meeting to order. A temporary Chairperson shall be chosen by a majority of those members present. The temporary Chairperson shall preside until a successor is elected. The vote of each member of such Board cast in such election shall be reduced to writing and made available for public inspection within 48 hours, excluding Saturday, Sunday or legal holiday, and shall all be recorded in the minutes of the meeting, which shall be available for public inspection at all reasonable times.  

The newly elected Chairperson of the Board shall take office upon election and preside over the elections of the Vice-Chairperson and Secretary.

All officers of the Board shall hold office for a term of two years and until their successors are elected, except in the case of removal or resignation.

Assignments for Permanent Committees and Board Representatives shall be decided at the second regularly scheduled Board of Education meeting following the election. Terms for these positions shall be two years.

Legal Reference: Connecticut State Statutes Sec. 10-218

Date of Adoption: January 17, 1972
Date of Revision: June 19, 1990
Date of Revision: January 3, 1995
Date of Revision: October 29, 2013
Date of Revision: December 1, 2020

#9420 Officers (formerly Board Officers)

The Madison Board of Education (the “Board”) shall, not later than one month after the date on which newly elected members take office, elect from its own members a Chairperson, a Vice-Chairperson and a Secretary. These officers shall comprise/form the Executive Committee.

The votes of each member cast in such election shall be reduced to writing and made available for public inspection within forty-eight hours, excluding Saturday, Sunday, or legal holidays, and shall also be recorded in the minutes of such meeting at which taken, which minutes shall be available for inspection at all reasonable times.

If such officers are not chosen after one month from the date on which newly elected members take office because of a tie vote of the members, the town council, or, if there is no town council, the selectmen of the town shall choose such officers from the membership of the Board.    

Officers shall hold their respective offices for two years, and until their successors are duly elected.

Should a vacancy arise in an office of the Board during the term of a Board officer’s service, the members of the Board (including, if applicable, the member vacating a Board office) shall elect a successor to fill the office until the next regular election for Board officers.  Such votes shall be reduced to writing, recorded, and made available for public inspection as described above. 

Official Duties of the Chairperson

The Chairperson shall preside at all of the meetings of the Madison Board of Education (the “Board”).

The Chairperson shall serve as the Board's spokesperson.

The Chairperson shall sign such documents on behalf of the Board that require their signature.

The Chairperson shall represent the Board in deliberations with other boards, districts, or agencies unless another member of the board is so designated.

The Chairperson shall appoint the chair and members of all special and temporary committees and shall appoint Board members to administrative committees and committees of other agencies (CABE, LEARN Regional Service Center).

The Chairperson shall serve as an ex officio member on all committees, and will be a non-voting member of such committees with the exception of superintendent search committees.

The Chairperson shall act as the Board’s representative for the purposes of consultation with Board legal counsel when appropriate, and may authorize other Board members to consult with Board counsel when appropriate.

The Chairperson shall perform such other duties as may be delegated to the Chairperson by the Board.

Official Duties of the Vice Chairperson

In the absence of the Chairperson, the Vice Chairperson shall assume and carry out the duties and responsibilities of the Chairperson.

Official Duties of the Secretary

The Secretary of the Madison Board of Education (the “Board”) shall keep minutes or cause minutes to be kept of all meetings of the Board, and shall cause copies of such minutes to be forwarded to each member of the Board.

In accordance with the Connecticut General Statutes, the Board Secretary shall cause a copy of the minutes of all Board meetings to be placed on file in the Board Office and posted on the Board’s Internet web site, if available, no later than seven (7) days after the date on which the Board shall have met. Such minutes will be available for public inspection, except that such minutes will not be termed "official minutes" until approved by the Board at a duly convened meeting of the Board.

The Board Secretary shall also make provision that members of the Board are notified of all regular and special meetings.

The Board Secretary shall attend to the official correspondence of the Board.

The Board Secretary shall submit to the Town at its annual meetings a report of the doings of the Board.

Legal Reference:

Connecticut General Statutes

• 10-218 Officers. Meetings.
• 1-225 Meetings of government agencies to be public. Recording of votes. Schedule and agenda of certain meetings to be filed and posted on web sites. Notice of special meetings. Executive sessions
• 7-3 Warning of town and other meetings
• 7-4 Record of warning
• 10-224 Duties of the secretary
• 10-225 Salaries of secretary and attendance officers

Date of Adoption: December 1, 2020
Date of Revision: August 22, 2023

The Board of Education believes that the legislation of policies is a function of the School Board and that the execution of the policies should be the function of the Superintendent of Schools.

While the Board reserves to itself the ultimate decision of all matters concerning policy and expenditures of funds, delegation by the Board of its executive powers to the Superintendent provides flexibility for the Superintendent to manage the school system according to the provisions of the Board's policies and decisions, and allows Board members to devote their time to policy making and appraisal functions.

The Board holds the Superintendent responsible for the administration of its policies and regulations, the execution of Board actions and decisions, the operation of schools and for keeping the Board informed about school system activities, operations, and concerns.

The Board will strive to procure, when a vacancy exists, the best professional leader available for the Superintendent's position. The Board as a whole, and individual members, will:

• give the Superintendent complete administrative authority for properly discharging all professional and legal responsibilities and duties;
• hold all meetings of the board in the presence of the Superintendent except when the Superintendent's contract and salary are under consideration;
• refer all concerns to the Superintendent for appropriate investigation and action; and
• provide adequate safeguards for the Superintendent and his / her staff members so they can discharge their professional and legal responsibilities and duties.

The Superintendent will assist the Board in making decisions and establishing policies by giving Board members relevant facts, information, and reports. The Superintendent may not perform, cause, or allow to be performed any act that is unlawful, in violation of commonly accepted business and professional ethics, in violation of any contracts into which the Board has entered, or in violation of policies and regulations adopted by the Board.

Date of Adoption: 1/3/95

Standing Committees

The Board of Education shall have five (5) standing committees as follows:  Curriculum and Student Development Committee, Facilities Committee, Finance Committee, Personnel Committee and Policy Committee. Temporary and liaison assignments are not considered to be standing committees.

Standing Committee Membership

The Board Chairperson shall designate standing committee members, subject to Board action. Therefore, any member of the Board who is interested in serving on a particular standing committee shall notify the Chairperson.

The following rules apply specifically to standing committees:

1. Standing committee chairpersons and members on standing committees shall serve for the same term as the Board Chairperson.
2. No board member may chair more than one standing committee.

Duties of Standing Committees

Standing committees are assigned regular duties as described below. The Board Chairperson may assign additional tasks or responsibilities to a standing committee as needed. If the tasks or responsibilities become a recurring and substantial part of the standing committee's work, the Board of Education may consider revising the duties of that standing committee in the bylaws.

Standing committees discuss and vote on matters to be presented with the committee’s approval to the Board when such matters are within the purview of the Board and subject to Board vote. They also regularly report to the Board on committee matters.

Communications Committee

The Communications Committee has been sunset by the Board of Education effective November 9, 2021.

Curriculum and Student Development Committee

• Recommend to the Board curriculum revisions, additions, and deletions submitted by the superintendent.
• Participate as appropriate in all phases of curriculum review.
• Monitor the effectiveness of the curriculum in achieving Board goals and objectives.
• Monitor progress and report regularly to the full Board regarding District programmatic initiatives.
• Monitor progress and report regularly to the full Board regarding District curriculum initiatives.
• Receive regular updates and projections regarding enrollment.
• Recommend to the entire Board, in cooperation with administrators and staff, program development needs in the area of student development, including health, safety, and student growth needs outside the curriculum, including recommendations for staff, related to new or revised programs and initiatives.
• Review instructional technology plans to provide for district programmatic and curriculum needs.

Facilities Committee

• Develop Planned and Cycled Maintenance 10-year plan for operational improvements and oversee implementation.
• Make recommendations to the Board on the effective utilization of all buildings and grounds to address educational programming, school safety and school security.
• Develop and maintain a telecommunications plan to provide for district needs, including but not limited to school community safety and security.
• Receive periodic reports from the Superintendent and the District Facilities Director regarding maintenance projects, facilities project progress and other facilities-related matters.
• Invite District and Town employees and officials as appropriate to committee and Board meetings to report on or discuss facilities-related matters.

Finance Committee

• Review, deliberate, and adjust the budget, proposed by the administration, for the
• operation of the district for the upcoming school year.
• Recommend to the entire Board a budget which in the committee’s view supports the goals and objectives of the district for the upcoming school year.
• Recommend the format and procedures for budget presentations and hearings.
• Serve as an advocate for the budget adopted by the Board during the town budget
• adoption process, including:
  • Board of Education hearings
  • Presentations to the Board of Selectmen and the Board of Finance Town meetings
  • Budget referenda
• Oversee the ongoing financial status of the district budget during each school year.
• Recommend action to the entire Board that the committee deems appropriate
• concerning the fiscal affairs of the district.
• Provide and maintain services related to operations, such as transportation, fuel, food services, and telecommunications.
• Using enrollment data provided by the Curriculum and Student Development
• Committee, make recommendations for future staffing.

Personnel Committee

• Act as an agent for the Board while deferring decision making to the full Board.
• Negotiate contracts with administration, professional staff, and non-certified personnel toward the goal of reaching a fair and equitable agreement.
• Maintain confidentiality while negotiations are ongoing.
• Research the Board’s position referring to current and local data to substantiate proposals.
• Work with the Board to set parameters within which to negotiate.
• Keep the Board apprised of the negotiations process.
• Present a package of negotiated items for the Board’s approval.

Policy Committee

• Formulate policies to be presented to entire Board for action.
• Suggest amendments to / revisions of existing policies.
• Serve as a resource to provide policy reference to other board members.
• Conduct annual reviews of policies.
• Review legislative updates to ensure district policy compliance.
• Review bylaws on an annual basis.

 Ad Hoc Committees

The Chairperson of the Board may establish an ad hoc committee at any regular meeting of the Board. The committee purpose, membership, and term shall be determined at the time of creation. An ad hoc committee is considered dissolved when its final report has been accepted by the Board of Education.

Committee Objectives 

• Responsible for oversight/development of Master Facilities Plan.
• Develop Capital Improvement Program (CIP) 5-year plan, 10-year plan and Planned and Cycled Maintenance 10-year plan for operational improvements and oversee implementation.
• Review CIP ten-year plan for approval and recommendation to the Board.
• Monitor and oversee implementation of ten-year plan.
• Create an overall 10 year planned and cycled maintenance plan for operational improvements.
• Determine what, if any, steps are necessary to address the needs of students within our buildings.
• Investigate and examine the state of repair of the school buildings and make recommendations for a holistic approach over a specific timespan to the Board as may be deemed necessary for alterations or repairs of said buildings.
• Make recommendations to the Board on the effective utilization of all buildings and grounds to address the needs of students, including policies on rentals, etc.
• Liaise with other Board Committees to ensure smooth management of facilities and facilities projects and to ensure clear communication with community.
• Review non-instructional technology plans to provide for district needs.

Rules Governing Appointment and Functions of Standing and Ad Hoc Committees:

1. A committee may be established or dissolved by the Board Chairperson at any regular Board of Education meeting through action of the Board.
2. The committee members shall be appointed by the Board, as designated by the Board Chairperson.
3. The Board Chairperson shall be an ex-officio member of all Board committees.
4. The Board Chairperson shall select a committee chairperson from among the members of a committee, subject to Board approval.
5. Advisory members, community, staff, or student representatives may be appointed by the Board to serve as advisory members to a Board committee for a specific length of time or purpose. Staff and student advisory members will be named by the Board only upon the Superintendent’s recommendation.
6. The status of ex-officio members and advisory members of Board committees shall be as follows:
   1. These members may not be included in considering whether a quorum of the committee is present.
   2. These members may not vote on recommendations to be made by the committee to the Board.
   3. Ex-officio and / or advisory members may present in writing a minority report to the Board whenever they disagree with recommendations made by the committee to the Board.
7. Board of Education committees have no authority independent of the entire Board of Education.
8. All reports of Board committees will be made directly to the Board. Board committees will not release reports to the public without prior Board approval.

Legal Reference:    

 Connecticut General Statutes
 1-18a  Definitions
 1-21    Meetings of Government Agencies to be Public

Date of Adoption:  June 4, 1973 (as #8130)
Date of Revision:  September 10, 2019
Date of Revision:  January 4, 2022
 

The Board of Education shall act as a committee of the whole in final consideration of all matters.

Legal Reference: Connecticut General Statutes
1-18a Definition
1-21 Meetings of Government Agencies to be Public

Date of Adoption: 3/21/89
1st Revision: 1/3/95
 

The Madison Board of Education (the “Board”) shall establish an Advisory Committee (“Committee”) by Board vote when the Board determines and after consultation with the Superintendent, that the establishment of a Committee is necessary or desirable.   The establishment and functioning of the Committee will be subject to the following requirements:

• The Board will appoint the members of the Committee and establish the scope and general schedule or expected timeframe of the Committee’s work, which will be clearly communicated to the Committee when it is appointed.  Persons appointed will be residents concerned with public education who are able to dedicate the effort, time, and talents needed for the Committee’s assignment.  At the discretion of the Board, one or more Board members may be appointed to serve on the Committee in an advisory role.
• All Committees will be temporary. Committees generally will serve only during the fiscal year of appointment or until completion of the assignment, whichever is shorter.  At the end of the fiscal year or the completion of the assignment, the Board will determine, by Board vote, whether to dissolve the Committee.  Continuing the Committee for all or part of the subsequent fiscal year is at the discretion of the Board.
• The Board may appoint the chairperson of the Committee, or it may appoint a Committee member to serve as chairperson until the Committee selects a chairperson from its membership. The Committee will appoint a member as secretary.
• Vacancies will be filled by the Board upon the advice of the Committee. 
• The Committee shall follow the provisions of the Freedom of Information Act (“FOIA”) as required by state law.  As such, unless an exemption applies, the Committee will follow the FOIA’s requirements, including but not limited to those related to the conduct of meetings and the posting and construction of notices and agenda. 
• Minutes of meetings will be posted to the public, in accordance with the FOIA. 
• Joint meetings of the Board and the Committee will be held at the request of the Board or of the chairperson of the Committee.
• To ensure smooth and orderly procedures, the chairperson of the Committee will maintain liaison with the Board through the Superintendent’s office.
• At the conclusion of its assignment, the Committee will submit a written report of its findings and/or recommendations to the Board.  At such time, a joint meeting may be called to discuss the report and the Committee’s recommendations.
• The Board retains the right to determine whether to adopt such recommendations and/or take further action, or no action, in light of the report.

Date of Adoption:  March 7, 1995
Date Revised: October 11, 2022

The Board of Education may appoint, either on a full-time or retainer basis, an attorney or attorneys to serve as School District Attorney(s). The primary function of the School District Attorney(s) is to provide professional legal representation for the Board and the Superintendent in questions related to their official duties.

The Attorney(s) shall:

• represent the Board of Education in legal proceedings;
• give an opinion on all legal questions referred by the Board of Education or the Superintendent;
• attend all Board of Education meetings, conferences, and other meetings as requested by the Board or Superintendent
• fulfill such other legal duties as the Madison Board of Education may assign.

The performance of the School District Attorney(s) shall be subject to evaluation on a continuing basis by the Board of Education and the Superintendent.

Date of Adoption: 3/21/89
1st Revision: 1/3/95
2nd Revision: 6/7/11

The Board of Education may enlist the services of consultants to provide specialized advice or assistance to the school system concerning educational, management or administrative matters where it is felt an additional opinion or opinions are appropriate.

The Board encourages the use of consultants when they can provide valuable and necessary specialized services not normally required on a continuing basis and which cannot be provided by district personnel because of limitations of time, experience, or knowledge.

Any proposed contracts with consultants will be submitted to the Board for approval, and will be accompanied by figures showing the estimated cost of the consulting project to the district. Where appropriate, bids for consulting services will be sought but the Board will have ultimate discretion with respect to selection.

Consultants who serve this district will exercise no authority over the work of the employees of the district, but will act only as advisor in the field in which they are qualified to offer assistance.

Date of Adoption: 3/7/95

The Madison Board of Education shall seat two students from Daniel Hand High School, in a non-voting capacity, at all public Board of Education meetings.

The two student representatives will not attend executive sessions of the Board of Education, nor will they have access to associated backup material.

Date of Adoption: 9/15/87 [as 9022 (a)]
1st Revision: 3/7/95

Except as otherwise provided by the Connecticut General Statutes, meetings of the Board of Education shall be conducted in accordance with Robert's Rules of Order, Revised, in a manner consistent with the bylaws of the Board.

In the absence of the Chairperson, the Vice-Chairperson shall preside over the meeting. In the absence of both of these officers, the Secretary shall preside over the meeting. In the absence of all officers, the Board shall choose a Chairperson pro tempore for the purpose of conducting a meeting.

All Board meetings shall commence at the stated time and shall be guided by an agenda which has been prepared and delivered in advance to all Board members as designated by the bylaws.

When a question is submitted to vote, every member present shall vote upon it. If a member has a conflict of interest in the issue, he / she shall identify the conflict of interest and abstain from voting.

Due to the Freedom of Information Act, due process and appropriately designated channels of communication in the school system, no charges or complaints against employees of the Madison Public Schools shall be heard in public session.

Should the meeting be interrupted by the conduct of anyone in attendance to the extent that the business of the meeting cannot be conducted in an orderly manner, such person(s) may be asked by the Chairperson or presiding officer to leave the room in which the meeting is taking place.

Legal Reference: Connecticut General Statutes
Sec. 1-21h

Date of Adoption: 3/20/72
1st Revision: 6/19/90
2nd Revision: 1/3/95

Scheduling Board Meetings

Regular meetings of the Board shall be held the first and third Tuesday of each month at a consistent time to be determined by the members of the Board. A schedule of meetings shall be made at a regular meeting of the Board. A calendar of such regularly scheduled meetings shall be made known to the Town Clerk of Madison by the Superintendent at least thirty (30) days prior to the first regularly scheduled meeting of the calendar year. Any change in the location, date and / or time of a regular meeting, due to a legal holiday or some other circumstance, shall be determined at a public meeting of the Board. Notice of such change shall be given to the Town Clerk and the public no less than forty-eight (48) hours prior to the revised meeting. If a regularly scheduled meeting of the Board would otherwise fall on the November Election Day, the meeting shall be rescheduled to such other date as determined by the Board.

Adjourning Board Meetings

A regular meeting of the Board of Education may be adjourned in the absence of a quorum or due to incomplete business. A majority vote of those members present is required when a meeting is adjourned due to incomplete business. Within twenty-four hours of the adjournment, notice must be given to all Board members, the office of the Town Clerk, and clearly posted at the meeting site. Such notice shall include the site and time for the rescheduled adjourned meeting. If the hour for the rescheduled adjourned meeting is not stated, it shall be held at the hour specified for regular meetings.

Canceling Board Meetings

A regular meeting of the Board may be canceled by agreement of the majority of the entire Board and notice given to the Town Clerk at least 24 hours in advance of the scheduled meeting. Emergency cancellation of a regular or special Board meeting may be made by the Board Chairperson and the Superintendent when such a condition exists. Board members will be notified as soon as possible and public notice given by local radio stations or cable channel.

Legal Reference: Connecticut General Statutes
10-218 Offices Meeting; 1-21 Meetings of Public Agencies

Date of Adoption: 2/7/72
1st Revision: 3/21/89
2nd Revision: 4/7/92
3rd Revision: 1/3/95
4th Revision: 12/15/98

Special meetings of the Board of Education shall be called by the Chairperson when he / she deems it necessary or upon the written request of one-third (1/3) of the members of the Board. No business shall be transacted at any special meeting which does not come within the purpose set forth in the call for the meeting unless all members are present and agree to the consideration of the additional items.

Notice of the time and location of each special meeting shall be given to the Office of the Town Clerk not less than 24 hours prior to the time of such meeting. Notice of any special meeting shall be given to all Board members not less than 24 hours prior to the time of such meeting.

Emergency Special Meetings:

In the case of an emergency, a special meeting may be held without complying with the requirement set forth above regarding notification to the Office of the Town Clerk. However, a copy of the minutes of such emergency meeting which adequately sets forth the nature of the emergency and the proceedings which occurred at the meeting shall be filed with the Office of the Town Clerk not later than 72 hours following the meeting. No other business shall be considered at emergency meetings than that for which the meeting is called.

Legal Reference: Connecticut General Statutes
Sec. 1-21

Date of Adoption: 1/17/72
1st Revision: 6/19/90
2nd Revision: 1/3/95

#9530 Executive Sessions / Open Meetings

All meetings shall be open to the public except for executive sessions, as allowed by law.

Executive sessions of the Board of Education may be held upon the affirmative vote of two-thirds (2/3) of the members present and voting, taken at a public meeting and stating the reason(s) for the executive session.

Executive sessions may be considered for the following reasons:

1. Discussion concerning appointment, employment, evaluation, performance, health or dismissal of a public officer or employee; (The individual has the opportunity to request that such discussion be held at a public meeting)
2. Strategy and negotiations with respect to pending claims and litigation;
3. Matters concerning security;
4. Discussion of site selection or lease, sale or purchase of real estate where publicity may cause an increased price;
5. Discussion of any matter which would result in the disclosure of exempt records or information contained therein as described in the Connecticut General Statutes, Section 1-19(b).

Attendance at executive session shall be limited to members of the Madison Board of Education, the Superintendent and other persons invited by the Board to present information pertinent to matters before the Board.

The Board of Education is required to maintain minutes of the executive session. The minutes shall indicate all persons who are in attendance, except job applicants who attend for the purpose of interview by the Board.

Legal Reference: Connecticut General Statutes
Sec., 1-18a (e), 1-21 (a), 1-21g (a)

Date of Adoption: 2/7/72
1st Revision: 6/19/90
2nd Revision: 1/3/95

#9540 Meeting Procedures/Bylaws

All actions of the Board shall be taken only in official Board meetings called, scheduled, and conducted in accordance with the bylaws of the Madison Board of Education and the Connecticut General Statutes.

Legal Reference: Connecticut General Statutes
10-220
10-221

Date of Adoption: 1/3/72
1st Revision: 3/21/89
2nd Revision: 1/3/95

The Board must file a schedule of all regular meetings with the town clerk no later than January 31 of each year, and no such meeting may be held less than 30 days after the schedule is filed. In order to ensure timely compliance, the Superintendent will present to the Board before December 1 a calendar of proposed regular meetings which, when approved, will be transmitted to the town clerk.

Notification of special meetings must be given by posting a notice of time, place, and purpose of the meeting in the town clerk's office at least 24 hours prior to the meeting.

Where practical, the Board must give notice by mail of each regular and special meeting to any person who has filed a written request for such notice. The Board may make a reasonable charge for this service.

State law requires that notices of special meetings be delivered to the home of each member of the Board, but his requirement may be waived by individual members as permitted by law.

Wherever possible the Board will announce in advance through the media the date, time, place, and agenda for all regular, special, and rescheduled meetings The Secretary will supervise this notification.

Legal Reference: Connecticut State Statutes
Sec. 1-21
Cross Reference: Bylaw #9540.2
Additional Reference: Robert's Rules of Order, Rev., 75th Edition: Article XI, Sec. 65 Order of Business

Date of Adoption: 3/20/72
1st Revision: 6/19/90
2nd Revision: 1/3/95

#9540.2  Construction and Posting of Agenda (formerly Agenda)
 

1. Construction of Agenda
   1. The Superintendent in cooperation with the Chairperson of the Board of Education (the “Board”) shall prepare an agenda for each meeting of the Madison Board.
   2. In addition to those items listed by the Chairperson of the Board, any member of the Board may contact the Chairperson or the Superintendent and request that an item be placed on the agenda
   3. If at least three Board members request in writing that an additional agenda item be placed on the Board’s agenda, it will either be placed on the agenda or a special meeting of the Board will be scheduled within fourteen (14) days of the written request.
   4. Town residents and/or taxpayers may request that the Board place an item on the agenda of a regular meeting.  To do so they must:
      1. Make their request in writing to the Secretary of the Board, with a copy of the request to the Superintendent of Schools.
      2. The Secretary of the Board will present the written request to the Executive Committee at its next meeting.
      3. The Executive Committee will consider whether the requested item will be placed on a future meeting agenda.
2. Posting of Agenda
   1. At least twenty-four (24) hours prior to the time of the regular or special meeting, an agenda will be constructed and posted by the Superintendent of Schools for the Board.
   2. An agenda will be posted at Town Hall, the Board’s Administrative Offices, and on the Board’s Internet web site.
   3. The Board may add items to the agenda of any regular meeting by a two-thirds vote of those Board Members present and voting.
   4. If, in accordance with applicable law, the Board holds a public meeting that is accessible to the public by means of electronic equipment or by means of electronic equipment in conjunction with an in-person meeting, the agenda shall include instructions for the public to attend and provide comment or otherwise participate in the meeting by means of electronic equipment or in person, as applicable and permitted by law. Any such agenda shall be posted in accordance with the provisions of Connecticut General Statutes Section 1-225.

Legal Reference:

Connecticut General Statutes

• Public Act 22-3, “An Act Concerning Remote Meetings Under the Freedom of Information Act.”
• 1-225 Meetings of government agencies to be public. Recording of votes. Schedule and agenda of certain meetings to be filed and posted on web sites. Notice of special meetings. Executive sessions
• 10-218 Officers. Meetings

Date of Adoption:  August 22, 2023

#9540.3 Quorum and Voting Procedures

1. Quorum:
   1. The majority of all members of the Madison (the “Board”) shall be necessary to constitute a quorum for the transaction of business.
   2. If, in accordance with applicable law, the Board provides Board members the opportunity to participate in meetings by means of electronic equipment, the Board is not required to adjourn or postpone a meeting if a Board member loses the ability to participate because of an interruption, failure, or degradation of that member’s connection by electronic equipment, unless the member’s participation is necessary to form a quorum. If a quorum of the Board members attend a meeting, other than an executive session, by means of electronic equipment from the same physical location, members of the public must be permitted to attend such meeting in such physical location.
   3. If, in accordance with applicable law, the Board holds a meeting solely by means of electronic equipment, and if a quorum of Board members attend a meeting by means of electronic equipment from the same physical location, the Board shall permit members of the public to attend such meeting in such physical location.
2. Voting Procedures:
   1. No member can vote on a question in which the Board member has a direct personal or pecuniary interest.
   2. Members may vote for themselves for any office or other position.
   3. While it is the duty of every member who has an opinion on a question to express it by vote, a Board member cannot be compelled to do so.
   4. A member may abstain from voting (with the knowledge that the effect is the same as if the Board member had voted on the prevailing side).
   5. The votes of each member of the Board upon any issue before the Board shall be recorded in the minutes of the session at which taken.
   6. Board members shall have the opportunity to explain their votes, with the explanation to be recorded in the minutes.
   7. Any vote taken at a meeting during which a Board member participates by means of electronic equipment shall be taken by roll call, unless the vote is unanimous.
   8. The affirmative vote of a majority of those members present at any meeting having a quorum shall be considered sufficient for action except for those actions required by law or these policies. In addition, the following actions shall require a majority vote of the entire Board:
      • Approval of the annual budget and,
      • Approval of special appropriations.

Legal References:

• Public Act 22-3, “An Act Concerning Remote Meetings Under the Freedom of Information Act.”

Date of Adoption:  August 22, 2023
 

The Board will follow Robert's Rules of Order, Revised, latest edition as modified by this policy and subsequent rules.

The purpose of modified rules adopted by the Board are:

• to establish guidelines by which the business of the governing board can be conducted in a regular and internally consistent manner,
• to organize the meetings so that all necessary matters can be brought to the Board and that decisions of the Board can be made in an orderly and reasonable manner,
• to insure that members of the Board, concentrating on the substantive issues at hand, have the necessary information to make decisions, and to insure adequate discussion of decisions to be made; and
• to insure that meetings and actions of the Board are conducted so as to be informative to the staff and the public, and to produce a clear record of actions taken and decisions made.

Date of Adoption: 3/7/95

The parliamentarian will be either a member of the administrative staff or a Board member appointed by the Board who will be well versed in Robert's Rules of Order, Revised, and able to advise the Board to resolve any questions related to the rules of order that arise during a public meeting.

Date of Adoption: 3/7/95

#9540.9 Minutes

1. In compliance with legal requirements, a complete and accurate set of minutes of each meeting shall be kept.
2. Minutes shall be maintained at the Administrative Offices of the school district in an official record book designated for said purpose.
3. The minutes shall constitute the official records of proceedings of the Madison Board of Education (the “Board”) and shall be open to public inspection at all reasonable times.
4. The minutes shall include the following:
   1. The time, place, date, and type of meeting (regular, special, adjourned, emergency).
   2. The names of those members in attendance.
   3. Notation of others present, including the Superintendent of Schools.
   4. The disposition of all matters on which action was recommended.
   5. All motions and resolutions and their disposition, listing all votes, abstentions and absentees.
   6. All decisions concerning future meetings and agendas.
   7. By request, a brief statement of a Board member may be included.
   8. Time of adjournment.
5. A record of votes taken at each meeting shall be reduced to writing and made available for public inspection within forty-eight hours of the conclusion of the meeting at which the votes were taken.  Votes taken shall also be reflected in the minutes of each meeting, and the minutes shall be made available for public inspection and posted on the Board’s Internet web site, if available, not later than seven days of the date of the meeting to which they refer, however, the Board shall not be required by law to post such minutes on an Internet web site. Should the Board decide to make minutes available on the Board’s Internet web site, it shall do so at the sole discretion of the Board. 
6. If, in accordance with applicable law, the Board conducts a meeting in which one or more Board members attend by means of electronic equipment, the minutes of the meeting shall record a list of Board members that attended the meeting in person and a list of members that attended the meeting by means of electronic equipment.

Connecticut General Statutes

• Public Act 22-3, “An Act Concerning Remote Meetings Under the Freedom of Information Act.”
• 1-225    Meetings of government agencies to be public. Recording of votes. Schedule and agenda of certain meetings to be filed and posted on web sites. Notice of special meetings. Executive sessions
   

Date of Adoption: January 17, 1972
Date of Revision: June 19, 1990
Date of Revision: April 7, 1992
Date of Revision: January 3, 1995
Date of Revision: June 20, 2023

#9540.10 Meeting Conduct

For purposes of this policy:

1. Definitions
   1. Electronic equipment” means any technology that facilitates real-time public access to meetings, including, but not limited to, telephonic, video, or other conferencing platforms.
   2. Electronic transmission” means any form or process of communication not directly involving the physical transfer of paper or another tangible medium, which (A) is capable of being retained, retrieved and reproduced by the recipient, and (B) is retrievable in paper form by the recipient.
2. Meeting Conduct
   1. Meetings of the Madison Board of Education (the “Board”) shall be conducted by the Chairperson in a manner consistent with the adopted bylaws of the Board and the provisions of law, including the Freedom of Information Act.
   2. All Board meetings shall commence at, or as close as practicable to, the stated time, provided there is a quorum.
   3. All regular and special Board meetings shall be guided by an agenda that will have been prepared and delivered in advance to all Board members and other designated persons and made available to the public in accordance with the Freedom of Information Act.
   4. Robert's Rules of Order Newly Revised shall govern the proceedings of the Board except as otherwise provided by these bylaws.
   5. In the event that a Board meeting is interrupted by any person or group of persons so as to render the orderly conduct of such meeting unfeasible and order cannot be restored by the removal of individuals who are willfully interrupting the meetings, the Chairperson may order the room cleared and continue in session.
      1. Only matters appearing on the agenda may be considered in such a session.
      2. Duly accredited representatives of the press or other news media, except those participating in the disturbance, shall be allowed to attend any such session.
      3. Nothing in these bylaws shall prohibit the Board from establishing a procedure for readmitting an individual or individuals not responsible for willfully disturbing the meeting.
3. Smoking
   1. Smoking of any kind, including using an electronic nicotine or cannabis delivery system or vapor product, will not be permitted in any room in which a meeting of the Board is being conducted, nor during the time immediately prior to the meeting.
   2. When applicable, a sign notifying the public that no smoking is allowed in the room designated for the meeting will be prominently posted.
4. Procedures for Board Member Participation By Means of Electronic Equipment
   1. The Board shall provide Board members the opportunity to participate in meetings by means of electronic equipment, except that the Board is not required to adjourn or postpone a meeting if a Board member loses the ability to participate because of an interruption, failure, or degradation of that member’s connection by electronic equipment, unless the member’s participation is necessary to form a quorum. Conditions for participation are as follows:
      1. If a quorum of the Board members attend a meeting, other than an executive session, by means of electronic equipment from the same physical location, members of the public must be permitted to attend such meeting in such physical location.
      2. Any physical or demonstrable material that is used in the course of the proceedings must be present in the physical location, if any, where the public is located.
      3. All those in attendance at the meeting, at whatever location, must be able to hear and identify all participants in the proceeding, including their individual remarks and votes.
      4. Any vote taken at a meeting during which a Board member participates by means of electronic equipment shall be taken by roll call, unless the vote is unanimous.
      5. The minutes of the meeting shall record a list of Board members who attended the meeting in person and a list of Board members who attended the meeting by means of electronic equipment.
         Any Board member who participates orally in a meeting conducted by means of electronic equipment shall make a good faith effort to state such member’s name and title, if applicable, at the outset of each occasion that such member participates orally during an uninterrupted dialogue or series of questions and answers.
   2. When a Board member is participating in a meeting by means of electronic equipment, the Chairperson shall take the necessary steps to ensure that the conditions enumerated above are met. In addition, the Chairperson shall take the necessary steps to ensure that a Board member participating by means of electronic equipment has adequate opportunity for participation in Board discussion, including the opportunity to take the floor and make motions.
5. Procedures for Public Participation By Means of Electronic Equipment
   The Board may hold a public meeting that is accessible to the public by means of electronic equipment or by means of electronic equipment in conjunction with an in-person meeting. If the Board allows for the public to participate by means of electronic equipment, it shall do so in accordance with the following procedures:
   1. Not less than forty-eight (48) hours before the Board conducts a regular meeting by means of electronic equipment, the Board shall provide direct notification in writing or by electronic transmission to each member of the Board, and post a notice that the Board intends to conduct the meeting solely or in part by means of electronic equipment, (a) in the Board’s Administrative Offices; (b) in the office of the Town Clerk; and (c) on the Board’s Internet web site, if any.
   2. Not less than twenty-four (24) hours prior to any such meeting, the Board shall post the agenda for any such meeting in the same manner as the notice of the meeting as set forth in Section 5.A.
   3. Such notice and agenda shall include instructions for the public to attend and provide comment or otherwise participate in the meeting, by means of electronic equipment or in person, as applicable and permitted by law. Any such notice and agenda shall be posted in accordance with the provisions of Connecticut General Statutes § 1-225.
   4. If the Board holds a meeting, other than an executive session or special meeting, solely by means of electronic equipment:
      1. The Board shall provide any member of the public
         1. upon a written request submitted not less than twenty-four (24) hours prior to such meeting, with a physical location and any electronic equipment necessary to attend such meeting in real-time, and
         2. the same opportunities to provide comment or testimony and otherwise participate in such meeting that such member of the public would be accorded if such meeting were held in person, except that the Board is not required (i) to adjourn or postpone a meeting if a member of the public loses the ability to participate because of an interruption, failure or degradation of such person’s connection to the meeting by electronic equipment, or (ii) to offer members of the public who attend a meeting by means of electronic equipment the opportunity for public comment, testimony, or other participation if the provision of such opportunity is not required by law for members of the public who attend such meeting in person.
      2. The Board shall not be required to adjourn or postpone the meeting if a member of the public loses the ability to participate because of an interruption, failure, or degradation of such person’s connection to the meeting by means of electronic equipment.
      3. The Board shall ensure that such meeting is recorded or transcribed, excluding any portion of the meeting that is conducted in executive session. Such transcription or recording shall be posted on the Board’s Internet web site and made available to the public to view, listen to, and copy in the Board’s Administrative Offices not later than seven (7) days after the meeting and for not less than forty-five (45) days thereafter.
      4. If a quorum of Board members attend a meeting by means of electronic equipment from the same physical location, the Board shall permit members of the public to attend such meeting in such physical location.
   5. If the Board holds a special meeting and any portion of such meeting is to be conducted by means of electronic equipment, it must include in the notice of such meeting if the meeting will be conducted solely or in part by means of electronic equipment.
      1. Not less than twenty-four (24) hours prior to such meeting, the Board shall post such notice and an agenda of the meeting in accordance with applicable law.
      2. If such meeting is to be conducted by means of electronic equipment, such notice and agenda shall include instructions for the public, by means of electronic equipment or in person, to attend and provide comment or otherwise participate in the meeting, as applicable and permitted by law.
   6. Any member of the public who participates orally in a meeting conducted by means of electronic equipment shall make a good faith effort to state such member’s name and title, if applicable, at the outset of each occasion that such member participates orally during an uninterrupted dialogue or series of questions and answers.
   7. Whenever a meeting being conducted by means of electronic equipment is interrupted by the failure, disconnection or, in the Chairperson's determination, unacceptable degradation of the electronic means of conducting a meeting, or if a Board member necessary to form a quorum loses the ability to participate because of the interruption, failure or degradation of such member’s connection by electronic equipment, the Board may, not less than thirty (30) minutes and not more than two (2) hours from the time of the interruption or the Chairperson’s determination, resume the meeting (1) in person, if a quorum is present in person, or (2) if a quorum is restored by means of electronic equipment, solely or in part by such electronic equipment.
      1. In each case of resumption of such meeting, electronic access shall be restored to the public if such capability has been restored.
      2. The Board shall, if practicable, post a notification on its Internet web site and inform attendees by electronic transmission of the expected time of resumption or of the adjournment or postponement of the meeting, as applicable, and may announce at the beginning of any meeting what preplanned procedures are in place for resumption of a meeting in the event of an interruption.
   8. In the event that a Board meeting is interrupted by any person or group of persons so as to render the orderly conduct of such meeting unfeasible, and if such person or group of persons is attending such meeting by means of electronic equipment, the Chairperson may terminate such person’s or group of persons’ attendance by electronic equipment until such time as such person or group of persons conforms to order or, if need be, until such meeting is closed.
6. Public Address
   1. The Board may permit any individual or group to address the Board concerning any subject that lies within its jurisdiction during a portion of the Board’s regular [or special] meetings so designated for such purpose.
      1. Three minutes may be allotted to each speaker. The Board may modify these limitations at the beginning of a meeting if the number of persons wishing to speak makes it advisable to do so.
      2. A Board member shall be appointed by the Chairperson prior to the meeting to act as timekeeper for the meeting, if deemed necessary by the Chairperson.
      3. No boisterous conduct shall be permitted at any Board meeting. Persistence in boisterous conduct shall be grounds for summary termination, by the Chairperson, of that person’s privilege of address.
      4. All speakers must identify themselves by name and address.

Legal References:

Connecticut General Statutes

1. Public Act 22-3, “An Act Concerning Remote Meetings Under the Freedom of Information Act.”
2. 1-200 Definitions
3. 1-206 Denial of access to public records or meetings. Appeals. Notice. Orders. Civil penalty. Petition for relief from vexatious requester. Service of process upon commission. Frivolous appeals. Appeal re state hazardous waste program records
4. 1-225 Meetings of government agencies to be public. Recording of votes. Schedule and agenda of certain meetings to be filed and posted on web sites. Notice of special meetings. Executive sessions
5. 1-232 Conduct of meetings
6. 19a-342 Smoking prohibited. Exceptions. Signs required. Penalties

Freedom of Information Commission Advisory Opinion #41 (April 9, 1980)

Date of Adoption: January 3, 1995
Technical Revision: March 21, 2006
Date of Revision: June 8, 2021
Date of Revision: June 20, 2023

The Board believes that one of the paramount responsibilities of a Board of Education is to keep the public informed of its actions. Consequently, the local news media representatives will be welcome to attend all regular, special, and annual meetings of the Board.

A copy of the agenda of all official Board meetings will be made available to members of the working press who request it. In the event that representatives of the news media are unable to attend a meeting, upon request, they will be provided a summary of important Board actions.

All reports approved by the Board will be a matter of official record and, upon request, will be made available to the press or other members of the public. No report-in progress, including all of those on which the Board has taken no final action, will be released by any Board or staff member unless the Board specifically authorizes its release as a "tentative report."

In situations where individual Board members receive requests from news media representatives for information about Board meetings, members may speak only for themselves and not as spokesperson for the Board unless this responsibility has been specifically delegated to a Board member.

Date of Adoption: 3/7/95

Photographic and electronic audio and video broadcasting and recording devices may be used at regular and special Board of Education meetings legally open to the public

according to the following guidelines:

• Photographs, broadcasting, and recordings of meetings are permitted only when all parties involved have been informed that cameras, broadcasting, and / or recording devices will be used.
• Persons operating cameras, broadcasting, and / or recording devices must do so with a minimum of disruption to those present at the meeting. Specifically, the view between Board members and the audience must not be obstructed, interviews must not be conducted during the meeting, and no commentary is to be given in a manner that distracts Board members or the audience.
• The Board will make the necessary arrangements to have video recordings of all regular meetings and any special meeting that it deems appropriate. Through the facilities of public television, the Board will televise all regular meetings and any special meetings that it deems appropriate to meet the needs of the community and to better educate citizens about the schools. Following approval of the minutes which will be the official record of the meeting, video recordings will be held for six months for reference, then erased.
• Video recordings of special hearings will be retained for a minimum of three years. Video recordings, as specified, are for the use of staff members, residents of the school district, and representatives of the news media. Audio recordings are not to be considered part of the minutes of any meeting.
• Persons who wish to review any of the above should contact the Superintendent's office. The school system also will utilize the facilities of cable television in interpreting and promoting its various programs.

Date of Adoption: 3/7/95

Public statements in the name of the Board will be issued by the Board Chairperson, or if appropriate, by the Superintendent, at the direction of the Board Chairperson. The Board supports the use of established channels of communication and members must recognize that only the Board has authority and that Board action is corporate action. It is inappropriate for an individual Board member to make public statements in the name of the Board.

Date of Adoption: 3/7/95

In conducting public hearings required by law, and any other hearings as it deems advisable, the Board will adhere strictly to any statutory requirements that apply to the specific type of hearing and shall seek to conduct the hearings in a fair, open, and objective manner, giving all persons involved an equal opportunity to be heard.

The Chairperson of the Board, or another member at his / her and the Board's approval, will preside at hearings before the Board.

At the beginning of the proceedings, the attending public will be informed of particular rules that it will be following in regard to questions, remarks, rebuttals, time limitations, or other rules necessary to give everyone an opportunity to be heard.

In conformance with customary hearing procedures, statements and supporting information will be presented first by the Board, or by others on behalf of the Board. To address the Board, citizens must be recognized by the Chairperson, and all remarks must be addressed to the Chairperson and be germane to the topic.

Date of Adoption: 1/3/95

#9600 Formulation, Adoption, Amendment Or Deletion of Bylaws and Policies

Process

It is the intent of the Board to develop policies and put them in writing so that they may serve as guidelines for the discretionary action of those to whom it delegates authority and for the successful and efficient functioning of the public schools.

The Board considers policy development one of its chief responsibilities. Proposals regarding policies may originate with a member of the Board, the Superintendent, a staff member, a parent, student, consultant, civic group, or any resident of the district. A careful and orderly process will be used in examining such proposals prior to action upon them by the Board. Development and revision of policies and bylaws shall be directed through the Policy committee of the Board of Education. The Board will take action after hearing the recommendations of the Superintendent and the viewpoints of persons and groups affected by the policy.

The policies of the Board are framed and meant to be interpreted in terms of state laws and regulations and other regulatory agencies within our state and federal levels of government.

Changes in needs, conditions, purposes, and objectives will require revisions, deletions, and additions to the policies of the present and future Boards. The Board will welcome suggestions for ongoing policy development.

Bylaws

Bylaw proposals and suggested amendments to, revisions of, or deletions of existing bylaws shall normally be submitted to all members of the Madison Board of Education (the “Board”) from the Policy Committee in writing prior to a regular Board meeting in which such proposed bylaws, amendments, revisions or deletions thereof shall be read and discussed. 
 
Except for emergency situations, bylaws will be adopted, amended, or deleted after consideration at two regular meetings of the Board.  The agenda shall be marked to indicate such matters. 

When a bylaw is placed on the agenda for the second consecutive meeting, a motion either to adopt or not to adopt the bylaw or the proposed bylaw changes is necessary for discussion.  If the discussion results in a suggestion for change, such changes will be included in the second reading of the bylaw prior to adoption. 

Any bylaw of the Board may be adopted, amended or deleted at any regular meeting by a two-thirds vote of all members of the Board, provided that such proposal shall have been given to the Board at the previous regular meeting.

Policies

1. In the absence of any written policy, administrative regulations will be used to guide and administer the effective operation of the Madison Public Schools.
2. Suggestions for either new policies or policy changes normally come to the Madison Board of Education (the “Board”) from any of the following:
   1. Board members
   2. Superintendent
   3. Statute
   4. Matters of law
   5. Citizens, and/or
   6. Students.
3. Policy proposals and suggested amendments to, revisions of, or deletions of existing policies shall normally be submitted to all members of the Board by the Committee and/or the Superintendent in writing prior to a regular Board meeting in which such proposed policies, amendments, revisions or deletions thereof shall be read and discussed.
4. Policies that deal with matters of an emergency nature may be introduced by the Policy Committee and/or the Superintendent at any regular or special Board meeting.
5. Policies that affect students shall become effective at the beginning of the next school year following adoption unless the policy provides otherwise.
6. Generally, policies will be adopted, amended, or deleted after consideration at two regular meetings of the Board. The agenda shall be marked to indicate such policy matters. At its discretion, the Board may dispense with the two-reading adoption sequence and move directly from the first read to the vote with a two-thirds affirmative vote of the quorum of the Board.
7. When a policy is placed on the agenda for the second consecutive meeting, a motion either to adopt or not to adopt the policy or the proposed policy changes is necessary for discussion. If the discussion results in a suggestion for change, such changes will be included in the second reading of the policy prior to adoption.
8. The formal adoption or deletion of policies and the adoption of policy changes shall be by majority vote of all members of the Board, and the action shall be recorded in the minutes of the Board.
9. Only those written statements so adopted as policy and so recorded shall be regarded as official policy of the Board.

Date of Adoption: April 5, 2022
Date of Revision: August 22, 2023

#9640 Formulation, Adoption, Amendment Or Deletion of Administrative Regulations

(formerly Board Review of Regulations)

The Superintendent is responsible for the formulation, adoption, amendment, and deletion of administrative regulations to implement the policies of the Madison Board of Education (the “Board”) and/or as necessary to promote the orderly operation of the Madison Public Schools in compliance with applicable law.

The Board of Education reserves the right to review and direct revisions or deletions of administrative regulations should they, in the Board of Education's judgment, be inconsistent with the policies adopted by the Board. If the Board directs the Superintendent to adopt, amend, or delete administrative regulations, it shall do so upon majority vote of all members in attendance at the meeting, provided that prior notification of such proposed revision has been described in writing in the call of the meeting, or upon majority vote of all members of the Board when no such written notice has been given.

Date of Adoption: June 19, 1990
Revised: January 3, 1995
Revised: April 5, 2022

The Superintendent will establish and maintain an orderly plan for preserving and making accessible the policies and regulations of the public schools. Accessibility will extend to students, to all employees of the school division, to members of the Board, and to persons in the community.

All employees are expected to know and observe the school policies and regulations contained in this manual. Each school will be furnished a copy of the Board of Education's policy manual. The Superintendent will arrange for school employees to be informed of new policies and revision of existing policies.

Dissemination of Policy Manuals

• Policy manuals will remain the property of the Board of Education and will be considered as "on loan" to anyone, or any organization, in whose possession they might be at any time. They are subject to recall at any time for updating.
• The Board's policy manual will be considered a public record and will be open for inspection at the Central Office.
• Copies of approved policies will be distributed to the following:
  • each building principal / assistant principal;
  • each Board member;
  • each Central Office administrator;
  • the president of the organization selected to represent teachers; cafeteria workers, custodians, and clerical staff
  • the school attorney; and district media / press (upon request).

Personnel policies will be published annually in policy booklets for certified and classified employees.

Regulations Based on Policy Statements

Additionally, it will be the responsibility of the Superintendent to see that the regulations developed to implement committee policies and administer the school system are appropriately coded and included as regulations in the Board of Education's policy manual.

A regulation concerning a particular group or groups in the schools will be distributed to the group(s) prior to the effective date of the regulation.

Members of the Board of Education will also receive copies of all new or revised regulations that are issued for insertion in the manual.

Date of Adoption: 3/7/95

#9660 Suspension of Policies, Bylaws Or Administrative Regulations

(formerly Suspension / Repeal of Policy)

Policies and bylaws of the Madison Board of Education (the “Board”) shall be subject to suspension for a specified purpose and limited time by:

1. A majority vote of all members of the Board in attendance at a meeting, and
2. Provided that prior notification of such a proposed suspension has been described in writing in the call of the meeting.

Policies of the Board shall be subject to suspension for a specified purpose and limited time upon a majority vote of all members of the Board when no such written notice has been given.

Bylaws of the Board shall be subject to suspension for a specified purpose and limited time upon a two-thirds votes of all members of the Board when no such written notice has been given.

Administrative regulations of the Board may be suspended for a specified purpose and limited time:

1. By the Superintendent, who shall give notice to the Board of the reason for the suspension and the time period of the suspension.
2. The Board may direct the Superintendent to suspend administrative regulations for a specified purpose and limited time upon majority vote of all members in attendance at a meeting, provided that prior notification of such proposed suspension has been described in writing in the call of the meeting, or upon majority vote of all members of the Board when no such written notice has been given.

Date of Adoption: January 17, 1972
Revised: March 21, 1989
Revised: January 3, 1995
Revised: April 5, 2022

It is the belief of the Board that keeping open communication with the public is critical to its proper functioning.

It is the belief of the Board that keeping open communication with the public is critical to its proper functioning.

In general, letters directed to the school district, and addressed to the Chairperson of the Board, or to the School Board, or to officials of the Board, will be acknowledged within ten days following receipt of such letters, if appropriate.

Through the procedures below, the Board will ensure that its members have knowledge of the communications directed to it from the public, and the public will know that Board members have received the communication.

All communications received by the district which are addressed to the Board will be copied and distributed to all Board members, either in the agenda materials for the next meeting or at the beginning of the meeting.

Significant complaints or communications from teachers, parents, or patrons to individual Board members or to the Board as a whole, will be conveyed to the office of the Superintendent.

Communications to individual Board members requesting action or a statement of view may be acknowledged. It is recommended that an answer which commits the Board member should be avoided until the full Board has reviewed the issue.

Statements of a Board member's opinion to any citizen will be clearly identified as an individual opinion which does not necessarily reflect the thinking of the entire Board.

The Secretary will be informed of all invitations to speak or represent the Board received by Board members.

Date of Adoption: 4/4/95

The school district logo will be given prominence in identifying the schools, departments and services of the Madison Public Schools. Specifically, it will appear on all documents generated in schools and administrative offices which are intended for public circulation, and on all official forms of communications. These will include, but not be limited to, the following:

• Letterheads
• Pamphlets
• Newsletters
• Public Notices
• Advertisements
• Calendars
• Video Presentations
• Certificates and Diplomas
• Numbered forms
• Purchase Orders
• Invoices
• Checks
• Curriculum Documents or other Copyrighted Publications
• Student Report Cards
• Board-owned Vehicles

Individual schools or departments who wish to use local identifying symbols in their own publications, letterheads, etc., may do so provided the official Board Logo is also used. In such cases, the Board Logo will appear on the first or cover page of any multi-page document.

The Superintendent is authorized to issue procedures as may be necessary to support this policy.

Date of Adoption: 3/7/95

Guidelines are necessary to establish uniform use of the District Logo, Board of Education members' names, and use of the approved Equal Employment Opportunity statement that is printed on appropriate district publications. Therefore, it shall be the responsibility of the Superintendent to assure that all individuals responsible for the development and printing of district publications adhere to application of the following guidelines:

• Indication of the date of all publications shall be included on the publication;
• On any publications produced for general distribution, and at least once a year on all regular publications, the District's Equal Employment Opportunity statement should appear as follows:
  The Madison Public Schools is committed to affirmative action and equal opportunity for employment. No student will, on the basis of race, color, creed, sex, handicap, national origin, or sexual orientation, be denied access to any appropriate educational program or activity provided by the District. The Title IX compliance coordinator and the Section 504 compliance coordinator is the Director of Special Educational and Regional Services.
• On any publications produced for employment purposes, the District's Affirmative Action statement should appear as follows:
  The personnel policies, procedures, and practices of the Madison Public Schools will be administered to best assure equal employment opportunities for all applicants and employees. The District has identified and eliminated any personnel policies, procedures, or practices which discriminate on the basis of race, color, ancestry, national origin, gender, age, religion, handicap, political affiliation, sexual orientation, or status as a veteran and will continue to do so,remaining vigilant against development of unlawful employment discrimination. The District will comply with all applicable state and federal laws and regulations prohibiting employment discrimination, and all contractors and vendors will be requested to do likewise.
• Names of Board of Education members serving at the time of a publication should appear in the following publications annually: Board Policies and Administrative Regulations manuals, student handbooks, school / faculty handbooks, Board meeting agendas, the district annual report, all district council and committee publications, professional publications for dissemination both within and without the district, and other such publications considered to be representative of the district.
• The District Logo should appear on district-printed publications prepared for distribution to the public;
• Names of Board of Education members serving at the time of publication should be published annually in at least the first issue of the parent / community newsletter and commencement programs; use of the logo on invitations is encouraged but not required; and
• Publications currently in print must be modified to conform with this regulation at the time they are reprinted.

Date of Adoption: 4/4/95

Within the bounds of legal and ethical responsibilities to pupils, the Board will endeavor to inform the community about the operations of the school system to establish two-way communications with the community, and to involve citizens in the work of the schools. The Board of Education and the school district operate most successfully with the support of the community. The quality of education in the district is highly dependent upon what the community believes is a good school program and the extent to which the community is able and willing to support such a program. The Chairperson of the Board of Education and / or a Board member designated by the Chairperson will be responsible for the Board's procedures in the area of Board-Community Relations.

• Members of the Board of Education must recognize their individual community relations responsibility.
• At news conferences and similar public functions, the Chairperson of the Board of Education will speak for the Board. The Chairperson may designate another member to speak in his / her behalf
• The Board may form a citizens' consulting committee to assume assigned responsibilities for specific projects of school district. The committee will serve in an advisory capacity. It will cease to function upon the completion of appointed responsibilities and the presentation of a final written report, unless called upon by the Board for additional duties.
• Citizen consulting committees appointed by the Board of Education will conduct their meetings in open public session, unless the topic under discussion would fall within the permissible "executive session" justifications specified in Bylaw 9530.
• In conjunction with the administration, the Board will maintain two-way communications with the many publics of the school district by (1) providing an information program to aid public understanding of the schools and (2) continuously attempting to assess public opinion as a means of assisting the Board of Education in determining policy and of assisting the professional staff operating the schools.
• An annual evaluation of the policies and procedures regarding the relationship between the Board and the community will be made so that the results may be appraised and necessary changes made to improve the program.

Date of Adoption: 3/7/95

The Board may maintain memberships in the state and national school boards associations and take an active part in the activities of these groups.

It may also maintain institutional memberships in other educational organizations which the Superintendent and Board find to be of benefit to members and district personnel.

The materials and benefits of institutional membership will be distributed and used to the best advantage of the Board and the staff.

Because the Board, as the policy-making authority of the Madison Public Schools, is responsible to the public for the success of all educational services offered by the school system, and because that success is directly dependent upon each Board member's comprehension of the workings of the district's system wide operations and each member's ability to participate meaningfully in the decision-making process that governs this system, it shall be the policy of the Board to provide, as soon as practicable, for the orientation of new members. The purpose of the orientation is to help new members become quickly acquainted with their Board duties and responsibilities.

Orientation of new Board members will begin at the outset of their candidacy and follow through each step of the election process. Prior to the nomination, candidates will receive from the Board, upon the recommendation of the Superintendent and through the Public Information Department, a brief overview of the Madison Public Schools. They also will be informed of and given the opportunity to attend Board meetings and various other meetings being held throughout the school system.

Nominees will be placed on a mailing list to receive notices of Board and other meetings and summary reports of Board action. Nominees also will be informed that additional information pertinent to each Board agenda item is available to them through the school system's Public Information Department.

The third step of orientation will be carried out after the general election in November. The new members will continue to attend meetings throughout the system and will be notified of and given the opportunity to attend sessions of the Connecticut Association of Boards of Education. The new members will be invited to meet with the Superintendent and other administrative personnel to discuss services to be performed for the Board, and to give them the opportunity to request any other information they may deem desirable. Each new member also will receive an orientation packet from the Public Information Department as part of an orientation program conducted by the Public Information Department. The packet will include:

• a copy of the Board's Policies, Rules and Regulations;
• a copy of the current school budget and the latest financial statement;
• information on school enrollments, proficiency standards for professional staff, transportation, buildings, and other items;
• information on the program of instruction;
• a copy of the annual district profile; and
• any other materials relevant to their duties and responsibilities as members of the Madison Public Schools Board of Education.

Date of Adoption: 1/3/95

On an annual basis, the Board will consider a retreat involving teachers, administrators, classified staff, and Board members with the general purpose of improving the instructional program, and improving communications between the various constituencies of the school district.

The specific purposes for such a workshop shall be planned during the spring of the preceding year. These plans shall include the various objectives to be met and the anticipated cost of such a workshop. Issues to be considered at a retreat may include:

• imrovement of general curriculum and instruction;
• improvement of communication skills, community relations and community services; and
• timely, special issues such as upcoming tax or bond elections, district unification, and accreditation.

Date of Adoption: 1/3/95

Attendance at meetings, such as conferences and conventions, directly or indirectly related to education or to school matters, should be encouraged for the values that they have to the school system and to the professional growth of Board members. Board members will report to the Board their findings following their attendance at such meetings. The Board Chairperson and the Superintendent of Schools will notify the Board members of all such scheduled meetings. Included among such activities are conferences, workshops, local, state and national conventions, and district-sponsored meetings. Toward this end, the Board will:

• establish a calendar of such events and require the Board secretary to maintain the calendar and keep the Board informed on upcoming events;
• decide which meetings are most promising and approve Board members' attendance at them;
• designate members who will represent the Board at such meetings;
• provide funds in the budget to cover expenses;
• reimburse Board members for out-of-pocket expenses as may be legally permitted; and
• require Board members to report to the Board as a whole within a reasonable period of time following their return to the district.

Legal References: Connecticut Education Laws
Sec. 10-220; 10-221 Powers and Duties of the Board of Education
Sec. 10-157 Appointment of Superintendent of Schools
Sec. 9-185 Municipal Officers - Boards of Education
Sec. 10-248 Payment of School Expenses

Date of Adoption: 1/3/95

Resource Material For Board Room

In the interest of having current information more readily available for Board Meetings, the following material should be kept on hand in the Board Room:

• Robert's Rules of Order, Revised;
• up-to-date Policy Book;
• complete set of Minutes
• school Act and Regulations
• educational Policies Reference Manual
• N.S.B.A. Policy Manuals;
• any other material designated by the Board

For purposes of records storage, study, meeting preparation, and other related needs, space will be reserved at the administration building for the use of Board of Education members.

In addition to all official Board correspondence and reports being provided through the office of the Superintendent of Schools, clerical services will be made available to Board members upon request. Administrative assistance also will be available to Board members. All such services and assistance will be coordinated by the Superintendent.

Date of Adoption: 3/7/95

Remuneration:

Board members shall receive no compensation for their services.

Reimbursement:

1. Educational Conferences
   Board members authorized to attend educational conferences out of state shall be reimbursed for reasonable expenditure upon submitting vouchers and supporting documentation. Board members must have approval in advance from the Board of Education.
2. Reimbursement of Expenses
   Board members shall be reimbursed, upon submitting vouchers and supporting documentation, for reasonable expenditures incurred in connection with the performances of their official Board duties. Board members must have approval in advance from the Board of Education

Date of Adoption: 6/19/90
1st Revision: 1/3/95

Because they are members of an agency of government whose powers and duties can only be exercised by a decision of the majority of Board membership 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 Town or assigned by this agency.

Therefore, in order to protect the individual members of the Board, its agents, and the educational interests of the Town, the Board will purchase, in the absence of governmental immunity, or in addition to governmental immunity, from public school funds adequate insurance to indemnify Board members and agents of the Board for their official actions in the service of the Town schools.<.p>

If a Board member is made a defendant in any legal proceeding resulting from the member's action in good faith in his or her official capacity as a member of the Board and compensatory or punitive damages are requested as a result thereof, the Board will fully protect and indemnify the member against any determination of judgment which may be rendered against him or her.

If a Board member is made a defendant in any legal proceeding pertaining to any act performed in good faith in his or her official capacity as a member of the Board, the Board will furnish legal counsel to represent and defend the member.

Date of Adoption: 3/7/95

The Board, as an agent of the State, must operate within the bounds of state and federal laws affecting public education. If the Board is to meet its responsibilities to the residents and students of this 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 keep itself informed of pending legislation and actively communicate its concerns and make its position known to elected representatives at both the state and national level.
• May work with its legislative representatives (both state and federal), with the state school boards association, the National School Boards Association, and other concerned groups in developing an annual, as well as long-range, legislative program. One of the major objectives of the Board's legislative program will be to seek full funding for all state and federally mandated programs.
• May annually designate a person—who may or may not be a member of the Board—to serve as its legislative representative. This person will be authorized to speak on the Board's behalf with respect to legislation being considered by the state legislature or the United States Congress or their respective committees. In all dealings with individual elected representatives, the legislature, or Congress, the Board's representative will be guided by the official positions taken by the Board.

Board's Legislative Representative

A legislative representative may serve as the Board's liaison with the state school board association legislative assembly. The legislative representative may attend state school boards' association assemblies, conveying local views and concerns to that body and participating in the formulation of state legislative programs. The legislative representative will monitor proposed school legislation and inform the Board of the issues.

Date of Adoption: 3/7/95

The Board recognizes the importance of sound and constructive state legislation in establishing the framework and support for public education. It is therefore directly concerned with legislative proposals affecting education.

If the Board has appointed a designated legislative liaison member, that member will report to the Board on legislative proposals, and the Board will make its position known both to the state school boards association and to appropriate state representatives and senators.

The legislative liaison member will also keep the Board informed of pertinent federal legislative proposals and communicate the Board's position to representatives and senators at the national level.

Date of Adoption: 3/7/95