Board Protocols / Communication Expectations

This board expects:

To receive regular communication from the superintendent every week via email.
To be notified by text as soon as possible for:
- School emergency (lockdown, fire, etc.)
- Bus accident
- Student emergency (arrest, injury, death)
- Staff emergency (arrest, injury, death)
To receive board packets and supporting documentation 4 days before the scheduled board meeting.
Committee meeting summaries will be sent via email as soon as possible after committee meetings.
To receive regular monthly expenditure reports.
That all board members will receive the same information.
- One member’s request for additional information results in all members receiving or having the same access to the information. (“One gets, all get.”)
That board members will treat each other and staff with respect.
That the superintendent and staff will treat all board members with respect.
That reasonable requests for additional information will be satisfied in a timely manner.
That there will be no surprises. No one gets surprised at any time – in the meeting or between meetings. The truth of no surprises is respect for all participants and the process.

Requests for additions to the agenda will go to the board president, and will be received at least 5 days before the meeting. The board of the whole will agree to put an item on a future agenda before significant staff time is expended.
Board members will copy (cc) the superintendent and board president when requesting information from district staff.
That direction is only given at board meetings when a majority of the board agrees to give direction.
That board members will be respectful toward staff and be respectful of staff’s time.
That board members will read all board packets and supporting documentation before the board meeting.
That board members will contact superintendent with questions about agenda items or supporting materials as soon as possible before the scheduled board meeting.
That there will be no surprises. No one gets surprised at any time – in the meeting or between meetings. The truth of no surprises is respect for all participants and the process.

Updated August 20, 2025

1. Board member expectations

Board members will assume positive intent.
Board members will treat each other with respect and be open and honest with each other and with the superintendent.
Board members will speak professionally and keep discussions at board meetings relevant and focused.

2. Concerns from the community and staff

Board members will listen carefully, remembering they are only hearing one side of the story.
Board members will then direct that person to the person in the district most appropriate (Chain of Command) who is able to help them resolve their concern.
Board members handling concerns in this manner will clarify that one board member has no individual authority to fix a problem.
Board members will call the superintendent if they think there is an issue of concern.

3. Speaking with one voice

No individual board member other than the board president, per board policy, has the authority to act or speak on behalf of the board without the consent of the board.
Board members have an obligation to express their opinions and respect others’ opinions at the board table.
Board members understand the importance of speaking with one clear voice to the superintendent.
Board members have the right to disagree with the decision of the board, but will support the board in its decision by abiding by the will of the majority.

4. Communicating with the media

The board president (or designee) is the spokesperson for the board to the media.
The superintendent (or designee) is the spokesperson for the district to the media.

5. Closed session meetings

Board members respect the confidentiality of privileged information and will not divulge conversations, discussions, or deliberations that take place during a closed session meeting.
Board members understand that to divulge closed session information not only damages the relationship of the team, but has the potential for far reaching consequences which may impact future district operations.

6. Use of electronic communication

Board members will be judicious in their use of electronic communication with respect to district business and understand that most electronic communication is subject to the Freedom of Information Act and as such can be made public.
In compliance with the Open Meetings Act, Board members will not “reply to all” to any district email.
A board member may discuss district business in person or by telephone or email with only one other board member at a time.

7. Social Media

Board members recognize that while we may be giving our individual opinion or stating a fact on social media, it has the potential to impact the entire board.
When promoting official district business and activities, personal use of social media should be limited to directly sharing links from the district media platforms, without personal editorial or opinion.
Board members will not post rebuttals/responses/corrections to district-related social media posts.

8. Request for information

When an individual board member requests information, it will be provided to all board members. (“One gets, all get.”)
Individual board members will self-monitor to ensure one person's request for information does not divert an inappropriate amount of time from staff efforts to achieve district goals.

9. Board meetings

10. School Visits

Board members are encouraged to attend school events (sporting events, fine arts events, community events) as a spectator as their time permits.
Board members wishing to visit a school in official Board capacity shall:
- Discuss with the superintendent purpose (official capacity) and the best time to visit
- As a courtesy, notify the building principal of your visit
- Check in with the office staff upon arrival
- Follow campus guidelines for visitors (sign in, guest badge, escort, etc.)
- Respect staff time and allow staff to perform their duties
- Not evaluate staff
- Not give direction to any staff or students
- Not accept gifts (other than nominal tokens) or favors from any district employee
When visiting with teachers of their own children, board members will make it clear that they are acting as parents rather than board members.
If a board member observes an issue on a campus, the concern will be communicated to the superintendent.

11. No Surprises

No one (superintendent or board members) gets surprised at any time – in the meeting or between meetings.

Reviewed and Affirmed August 20, 2025