JCBE/POLICY FILE: 164

Approved. 11/16/76

Revised: 10/23/79

Revised: 3/26/81

Revised: 3/22/84

AGENDA FOR BOARD MEETINGS

To make decisions from an informed position, the Board must have full knowledge of all items it considers. Therefore, the Board incorporates as part of its By-laws the following statements regarding the agenda for Board meetings:

1. The Board encourages individuals and groups to exhaust administrative means of resolving problems prior to seeking resolution through an audience with the Board.

2. The Board encourages parties presenting items for action to follow the Board's committee system (JCBE/POLICY FILE: 173.2), and appear before one of the Board's committees where full discussion will occur.

3. The Board shall adopt an agenda as the first item of business at each meeting.

4. When deemed appropriate by the secretary to the Board, and when a Board decision is required for action to occur, the secretary of the Board may recommend that urgent items from the floor be placed on the agenda.

5. The Board encourages individuals or groups to submit items as early as possible, and no later than three (3) working days prior to the meeting time of the appropriate Board committee meeting. It is a staff responsibility to channel public requests to the appropriate forum in a timely manner.

6. Each agenda shall include an item for recognition of visitors who are patrons of the Jefferson County School System. The time allotted for visitor participation should not exceed five minutes for any one group or individual, except by approval of the Board.

7. Opposing groups shall have an equal opportunity to be heard, and the Board committees may postpone a recommendation to the Board until all sides have been presented.

AGENDA PROCEDURES

1. It is the responsibility of the secretary of the Board to ensure that all items presented for placement on the agenda are summarized in writing, preferably in one page, giving minimum information as to whom and that is involved, the place and time it is to occur, and the cost to the Board, if any.

2. All items requested to be considered by the Board must be received by the secretary to the Board who will certify that the pertinent data is attached, prepare the item for presentation, and assign it to the proper Board committee or the whole Board (CODE OF ALABAMA, 16-8-7 and 16-8-8).

3. A group petitioning the Board should have one designated spokesperson, but Board members may ask questions of anyone present.

4. Proposed Board agendas shall be prepared by the superintendent/secretary of the Board and shall be approved by the president. Proposed agendas for Board committees shall be prepared by the committee's secretary, then approved by the superintendent, and the committee chairperson.

5. Copies of the agenda authorized by the superintendent shall be distributed preceding the Board meeting to patrons, Board employees, news representatives, employee organization representatives, and other interested parties.

6. As the final item of business prior to adjournment, the president of the Board or chairperson of the committee shall ask if any Board member has an item of business for discussion by the Board or the committee.