Board & Superintendent Communications Standards

The board expects:

1. A regular communication from the superintendent every week, via email by 5:00 p.m. on Friday.
2. To be notified by text as soon as possible for:
   • School emergency (lockdown, fire, etc.)
   • Student emergency (arrest, injury, death)
   • Staff emergency (arrest, injury, death)
3. To receive board packets and supporting documentation 5 days before the scheduled board meeting (Wednesday).
4. That board members will treat each other and staff with respect.
5. That the superintendent and staff will treat all board members with respect.
6. That reasonable requests for additional information will be satisfied in a timely manner.
7. No surprises!

The superintendent expects:

1. The request for additions to the agenda will be received at least 4 days before the meeting.
2. That board members will be respectful toward staff and be respectful of staff’s time.
3. That board members will read all supporting documentation before the board meeting.
4. That board members will call the superintendent with questions about agenda items or supporting materials at least 3 days before the scheduled board meeting (Friday).
5. No surprises!

1. Any board member may request that items be placed on the agenda.
2. The board president and secretary will meet with the superintendent at least 4 days prior to review and approve the draft agenda.
3. A consent agenda will be used for items not requiring discussion.
4. Any board member may ask to have an item pulled from the consent agenda to allow for discussion or individual consideration. The board member will notify the superintendent by 3 days prior to the meeting of the intent to pull an item off consent and what additional information may be required. (No surprises!)
5. Pulled consent items will be discussed after the consent agenda vote.

1. Board members will come to the meeting prepared to discuss items on the agenda.
2. Board members will notify the superintendent about positive and negative comments received from the community about the district or specific agenda items.
3. Board members will give the superintendent time to research clarifying questions about the agenda items and not spring surprises at the board meeting.

1. Meeting agendas are available to the public online via the district website.
2. Procedures for public comment are clear and available at the meeting. The school board president will vocalize the public comment norms at each board meeting.
3. Only the board president will respond to public comment during the meeting.
   1. The board chair may recognize the superintendent for factual information
   2. The board chair may recognize a board member to respond if desired
4. The board chair will ensure that only one person speaks at a time and that each member has an equal opportunity to participate.
5. The public only has a right to participate in the meeting during the designated public comment time.
6. Board members will model the behaviors expected of students, staff, and community members.
7. Issues, not people, will be addressed during meetings.
8. Members will listen respectfully to each other and staff (no side conversations).
9. Monitor for compliance with law and policy
   1. Superintendent, assistant, and all board members have responsibility
   2. Use “point of order” to interrupt and get meeting back on track.
10. Refrain from taking a position on an issue until all relevant information is presented
11. The focus of board meetings will be board work and not administrative/staff work.
    1. Is the item to celebrate a success?
    2. Is the item a policy decision?
    3. Is the item something that requires board action?
    4. Is the item needed to ensure accountability?
12. Members will not make long, unnecessary speeches.

1. Board members and staff will support (or stay silent - not undermine) the decision of the board.
2. Board members and staff will abide by confidentiality laws of executive session.
3. Ensure that all documents, records, reports, etc., are processed and maintained in accordance with applicable laws, regulations, policies, etc.

1. Board members are encouraged to attend as many school events (sporting events, fine arts events, community events, etc) as a spectator as their time permits. The superintendent will provide a list of the upcoming week’s district actives in the superintendent’s weekly board update.
2. Board members wishing to visit a school shall:
   1. Check with the superintendent regarding the best time to visit
   2. Check in with the principal upon arrival
   3. Follow campus guidelines for visitors (sing in, guest badge, etc.)
   4. Respect staff time and allow staff to perform their duties
   5. Not evaluate staff
   6. Not give direction to any staff or students
   7. Not accept gifts or favors from any district employee
3. When visiting with teachers of their own children, board members make it clear that they are acting as parents rather than board members.
4. If a board member observes an issue on a campus that needs administrative follow-up, the concerns will be communicated to the superintendent.

1. Board members will serve as ambassadors for their district, emphasizing the positive aspects of the district.
2. Community meetings should be organized by staff and properly noticed so that all board members can attend.
3. The superintendent and the Director of Communications will serve as the spokesperson(s) for the district with the media.
4. The board president and Director of Communications will serve as the spokesperson(s) for the board with the media.
5. Board members may directly contact OSD Cabinet members. It is the responsibility of the cabinet member to notify the superintendent of contact from a board member.
   • Narita Edwards - nledwards@oxfordsd.org
   • Marni Herrington - mherrington@oxfordsd.org
   • Dr. Steve Hurdle - sjhurdle@oxfordsd.org
   • Dr. Germain McConnell - gmcconnell@oxfordsd.org
   • Dr. LaTonya Robinson - lrrobinson@oxfordsd.org
6. Complaints received from staff or the community will be directed through the appropriate chain of command or to the superintendent.
   1. Complaints should be in writing and processed per policy.
   2. The board is the last stop in the complaint process.
   3. Board members have no authority to solve problems.
   4. Board members can ensure that complaints are addressed.

1. In an emergency, if the Superintendent cannot be reached, the Chief Academic Officer will have the authority to make decisions in the superintendent’s absence.