POLICY READINGS June 12, 2017 2017 POLICY...

Code Policy - Administrative Regulation

FIRST READING (attached)BBA Board Powers and DutiesBBAA Individual Board Member’s Authority and ResponsibilitiesBBAA-AR Board/Administration Operating PrinciplesBBB Board ElectionsBBC Board Member ResignationBBD Board Member Removal from OfficeBBE Vacancies on the BoardBBF Board Member Standards of ConductBBFA Board Member Ethics and Conflicts of InterestBBFB Board Member Ethics and NepotismBC/BCA Board Organization/Board Organizational MeetingBCB Board OfficersBCBA Student/Preferential Representatives to the BoardBCE Board CommitteesBCH Consultants to the BoardBD/BDA Board Meetings/Regular Board MeetingsBDB Special and Emergency Board MeetingsBDC Executive SessionsBDDA Notification of Board MeetingsBDDC Board Meeting AgendaBDDG Minutes of Board MeetingsBDDH Public Participation in Comment at Board MeetingsBDDH-AR Public Participation in Board MeetingsBDE Public HearingsBF Policy DevelopmentBFC Adoption and Revision of PoliciesBFCA Administrative Regulations (AR)BFD Board Policy ImplementationBFE Administration in the Absence of PolicyBFF Suspension of PoliciesBFG Board Policy ReviewBFG-AR Board Policy Continuous Review CycleBG Board-Staff CommunicationsBHB Board Member DevelopmentBHD Board Member Compensation and Expense Reimbursement

POLICY READINGSJune 12, 2017

2017 POLICY UPDATE

Code Policy - Administrative RegulationBI Board Legislative ProgramBJ Board Memberships

SECOND READING, NO ADOPTION (attached)NoneADOPTION (see Agenda Packet)

EFA Local Wellness ProgramEFA-AR Local Wellness Program - AR (information only)

Oregon City School DistrictCode: BBA

Adopted: 1/01Readopted: 11/05/07

Orig. Code(s): 1111

Board Powers and Duties

The Legislature of the Sstate of Oregon delegates to the Board responsibility for the conduct andgovernance of the schools. The general powers granted to the Board are:

1. Legislative or Rule-Making Authority

In regular or special public meetings, after open discussion and the votes of the after member’s votesare taken on the recorded, the Board shall will establish rules or policy to govern the conduct of itsmembers and the proceedings of the Board.

The Board shall establish rules policies for the governance of the schools and students governing theprograms and services of the district consistent with the rules of the State Board of Education rulesand with local, state and federal laws.

The Board is responsible for providing adequate and direct means for keeping itself informed aboutthe needs and wishes of the public, and for keeping local citizens informed about the schools.

2. Judicial Authority

As provided by law, policy, or contract, the Board acts as a fact-finding body or a court of appeal forstaff members, students, and the public when issues involve Board policies or agreements and theirfair implementation, and when the Board must determine the rights, duties, or obligations of thosepersons who come before it address the Board.

3. Executive/Administrative Authority

The Board shall will appoint and evaluate a superintendent and delegated to him or her the authorityto establish administrative regulations to implement Board policy and goals. The Board willevaluate the superintendent’s performance.

The Board may establish academic and financial goals for the district and evaluate thesuperintendent’s implementation of those goals.

The Board shall will oversee the district’s financial affairs of the district by authorizing, designingand approving appropriating and adopting budgets and by proposing tax levy local option or bondelections, when appropriate and as allowed by law, to provide for the operation of programsoperation and the maintenance or acquisition of district property.

Board Powers and Duties - BBA1-2

The Board shall will authorize and the superintendent to approve payment on all contracts andbusiness transactions of the district in accordance with Board policies on purchasing and budgetrequirements. The Board will provide for an annual audit of the district’s assets.

The Board will employ the staff necessary to carry out the educational program and will provide forthe regular evaluation of staff.

The Board will direct the collective bargaining process to establish labor contracts collectivebargaining agreements with the district’s personnel. The Board shall establish, through the collectivebargaining process where appropriate, salaries and salary schedules, other terms and conditions ofemployment, and personnel policies for district-wide application.

The Board shall fix will establish the days of the year and the hours of the day when school shall bein session.

END OF POLICY

Legal Reference(s):

ORS 192.630ORS 243.656ORS Chapters 279A, 279B and 279CORS 294.305 to -294.565

ORS 328.205 to -328.304ORS 332.072ORS 332.075ORS 332.105

ORS 332.107ORS Chapter 339ORS 342.805 to -342.937ORS Chapter 343

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http://policy.osba.org/orsredir.asp?ors=ors-192


http://landru.leg.state.or.us/ors/279.html

http://policy.osba.org/orsredir.asp?ors=ors-279a

http://policy.osba.org/orsredir.asp?ors=ors-279b

http://policy.osba.org/orsredir.asp?ors=ors-279c










Oregon City School DistrictCode: BBAA

Adopted: 1/01Readopted: 11/05/07,; 10/12/09

Orig. Code(s): 1120

Individual Board Member’s Authority and Responsibilities

An individual Board member exercises the authority and responsibility of his/her position when the Boardis in legal session only.

A Board member has the authority to act in the name of the Board when authorized by a specific Boardmotion. The affirmative vote of the majority of members of the Board is required to transact any business.When authorized to act as the district’s designated representative in collective bargaining, a Boardmember may make and accept proposals in bargaining subject to subsequent approval by the Board.

A Board member has the right to express personal opinions. When expressing such opinions in public, theBoard member must clearly identify the opinions as his/her own.

Members will be knowledgeable of information requested through Board action, supplied by thesuperintendent, obtained through professional Board activities, and gained through attendance at districtactivities.

Members of the Board will adhere to the following in carrying out the responsibilities of membership:

1. Requests for Information

Any individual Board member who desires a copy of an existing written report or survey preparedby the administrative staff will make such a request to the superintendent. A copy of the materialmay be made available to each member of the Board. Requests for the generation of reports orinformation which require additional expense to the district must be submitted to the Board forconsideration.

2. Requests for Legal Opinions

Any Board member may request a legal opinion. Such request, however, shall be made through theBoard chair to the superintendent. A request for a legal opinion by a Board member must beapproved by a majority vote of the Board before the request is made to legal counsel. If the legalopinion sought involves the superintendent’s employment or performance, the request should bemade to the Board chair. Legal counsel is responsible to the Board.

3 Action on Complaints or Requests made to Board Members

When a Board members receives a complaints or requests for action from staff, students or membersof the public, the Board member will direct the staff, student, or member of the public to Boardpolicy KL - Public Complaints. sSuch information is to will be conveyed to the superintendent foraction.

Individual Board Member's Authority and Responsibilities - BBAA1-2

4. Board Member’s Relationship to Administration

Individual Board members will be informed about the district's educational program, may visitschools or other facilities to gain information, and may request information from the superintendent. Board members will not intervene in the administration of the district or its schools.

5. Contracts Made By Individual Board Members or Agreements

Contracts or agreements made by individual Board members without the Board’s authority areinvalid.All contracts of the district must be approved by the Board, unless otherwise delegated bythe Board to the superintendent or designee for approval, before an order can be drawn for payment. If a contract is made without authority of the Board, the individual making such contract shall bepersonally liable.

END OF POLICY

Legal Reference(s):

ORS 332.045 ORS 332.055 ORS 332.057 ORS 332.075

38 OR. ATTY. GEN. OP. 1995 (1978)S. Benton Educ. Ass’n v. Monroe Union High Sch. Dist., 83 Or. App. 425 (1987).

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Oregon City School DistrictCode: BBAA-AR

Revised/Reviewed: 11/05/07; 8/01/11 Orig. Code(s): BBAA-AR

Board/Administration Operating Principles

Introduction

Operating principles define the beliefs, values, and methods of working together. Successful organizationsare the result of effective and dynamic leadership. In order to promote such leadership, we the Board mustagree on basic ways of working together. In addition, the manner in which the Board and administrationconduct their business becomes a model throughout the district for students, teachers, parents, and staff onhow problems are resolved. The topics that follow outline the manner in which we the Board agrees toconduct our business and maintain a positive relationship.

Communication

Superintendent to Board: The superintendent will inform the Board of pertinent activities of the district.The bottom line is no surprises; if it’s likely to be in the newspaper, the Board should know about it. Thesuperintendent will use e-mail to communicate routine matters to the Board. The Board can expect suchcommunication at least weekly. During any crisis situations, the superintendent will attempt to reachBoard members via telephone beginning with the Board chair.

Board to Superintendent: Board members are encouraged to inform the superintendent of anycommunications they receive from district patrons, whether positive or negative in nature. This canprovide valuable information to the superintendent.

The superintendent takes directions from the Board as a whole; individual board members should refrainfrom making requests of the superintendent for information (except for minor explanations, clarifications,etc,.) and from giving direction to the superintendent regarding district business.

In order to build and maintain a culture of trust, fairness, and openness, the superintendent will inform allBoard members of any substantial conversations with any other Board members that occur outside ofregular school Board settings.

Effective Meetings

1. No surprises

a. Board: Board members should share ideas about new programs and new directions with thesuperintendent and key staff or other members of the Board before presenting them publicly.

b. Administration: Bring matters to the Board in timely fashion. Present programs and projectsfar enough in advance so that Board member suggestions can be addressed without upsettingactivities already in progress.

Board/Administration Operating Principles - BBAA-AR1-4

2. Be prepared

a. Board: Read all materials and seek clarification and information as needed prior to the Boardmeeting. When possible, explain major concerns about a proposal to the superintendent inadvance.

b. Administration: Develop recommendations that combine the best interests of students and theneeds of the district with the focus and direction the Board generally desires. Board inputduring work sessions and during the “Discussion” part of Board meetings can provide suchdirection.

3. Handling controversy

a. Board: Use a variety of strategies in dealing with controversy or sensitive issues. Examplesare as follows: (1) the chair may call a short recess if it appears that people need to regroup orregain their composure; (2) a special meeting could be called to deal with a topic that appearslikely to need extended airtime; (3) the chair may ask the superintendent to investigate aconcern or complaint.

b. The Board never takes final action on a complaint during the meeting at which it is presented. While we need to respond in timely fashion, we need to allow time to give the issue the reviewand study it warrants.

c. The Board does not hear specific complaints or requests related to individual members in opensession, unless the person that the complaint is about requests it be heard in open session. Toprotect the rights of individuals such complaints or requests are dealt with in special session.

d. Always maintain a courteous demeanor and demonstrate respect for people who address theBoard.

e. Administration: Resolve complaints at appropriate administrative levels. Prepare andforewarn the Board of any concern likely to come its way.

f. Write follow up notes to patrons who address the board. Thank them, assure them that theywere heard, and inform them about any follow up action the Board or administration may take.

4. Decision Making

a. Key elements of good decision making include the identification and evaluation ofalternatives, an awareness of short and long-term consequences, an appreciation of the needsof the group as well as individuals, and a sensitivity toward collective action.

b. Board and Administration: In order to formulate and execute sound decisions, we agree to:c. Resolve problems at the lowest level possible.d. Clearly communicate decisions.e. Build a point of reevaluation into each decision.f. Provide input from all concerned.g. Use a decision-making style appropriate to the situation.h. Establish a rationale for each decision.i. Make decisions consistent with our expressed goals.j. Communicate the rationale for making a decision that has been superseded by a higher level of

authority to those involved before releasing the information.

Dealing with Citizen or Staff Complaints

1. Board and Administration


The following process is recommended to administrators and board members who are contacted by acommunity member who has a complaint.

a. Listen to the individual’s concern. Maintain a professional demeanor.b. Determine if the individual has discussed the issue with the person immediately responsible.

If this has not been done, tell them how to contact the appropriate person.c. Explain the district process for resolving concerns and conflicts. Describe the appropriate

channels that should be followed if the complaint is not resolved.d. Explain that as a final resource a complaint can be submitted appealed to the Board, but that

the Board practice is to carefully investigate complaints before taking any action. Explain thatcomplaints raised against individuals cannot be addressed immediately in a public meeting.

e. Be cautious of giving the appearance of agreeing with the person; sometimes just listeningmakes people think that you are on “their side.” Remember that anything you say might beunderstood as the position of the Board or the administration.

2. Possible Responses

a. Board members can take the initiative to suggest to the chair that the superintendent or otheradministrative staff might best handle the issue. Be clear, however, to let people know that itis not that you’re uninterested, but rather that the superintendent is the person you employ todeal with these issues.

b. Unanticipated controversy that is a non-agenda item should not be allowed to dominate anotherwise well-planned meeting. Stating up front that there is a time limit and that the concernwill be investigated and possibly placed on the next agenda is an appropriate response.

c. When involved parties become emotional, the situation may be diffused by saying somethinglike, “I recognize that this is a very important issue to you. We need a chance to gather moreinformation. Our superintendent will work with you to attempt to resolve this problem. Thank you for coming to the meeting.”

3. Development, Administration, and Review of Board Policy

a. Board: Exercise final approval of all policies. Study administrative reports on theimplementation of policies and the effectiveness of policies. Once the Board approvespolicies, support them even though you may have spoken against them initially.

b. Administration: Advise and assist the Board in developing policy. Share concerns about ideasthat may not work. Once in place, support the policies of the Board whether or not you are infull agreement. Inform the Board of the manner in which policies are being administered, andwhen and if they need to be revised.

c. Use work sessions to lay the groundwork for policy development. Share information andexplore issues that may benefit from policy development work. Use the “Discussion” part ofthe agenda to gather input from the Board regarding the general parameters they envision forvarious policy initiatives.

Issues That Come Before the Board

1. Agenda Development

a. The Board chair and/or the vice-chair and the superintendent will meet a week prior to theBoard meeting to prepare the agenda. Board members may contact the chair if they wish toplace an item on the agenda, and the chair will make the decision as to whether to do so.


However, a petition to the Board chair from three Board members will cause an item to beplaced on the agenda.

b. The superintendent and Board chair will determine which action items to include in theconsent agenda section of the agenda. The consent agenda is acted on in one resolution andcontains those items that are routine in nature and that all members will generally agree toapprove. Typically, this includes such items as minutes of the previous meeting, personnelactions, and annual appointments. Items will be removed from the consent agenda and actedon separately at the request of any Board member.

2. Information Items

a. Board: Inform the superintendent of significant concerns raised by district patrons. Make thesuperintendent aware of issues and programs on which the Board wishes to be particularlywell informed.

b. Administration: Keep the Board informed of all new developments and the progress ofactivities related to Board goals and major programs. Be sure to inform the Board of anycomplaint, concern, or issue likely to come before the Board.

3. Action Items

a. Board: Read agenda materials, understand the issues, and be prepared to discuss them. Realize that discussion and debate inform the public as well as the Board.

b. Administration: Provide ample time for the Board to read about, study, discuss, and debateissues prior to requesting a vote.


Oregon City School DistrictCode: BBB

Adopted: 11/05/07Readopted: 12/09/13

Orig. Code(s): BBB

Board Elections

1. Number of Directors

The Board will consist of seven members elected at large and will be known as the district schoolboard. The term of office shall be four years.

2. Designation of Board Positions

Board members’ positions and their respective successors in office will be designated by numbers asPosition No. 1, No. 2, No. 3, No. 4, No. 5, No. 6 and No. 7. In all proceedings for the nomination orelection of candidates for or to the office of Board member, every petition for nomination,declaration of candidacy, certificate of nomination, ballot or other document used in connection withthe nomination or election will state the position number to which the candidate aspires.

Individuals may seek more than one elected position such as school board and education servicedistrict board.

Reelections for Board positions will occur as follows:

Position No. 1: Spring 20052017, and every four years thereafter;Position No. 2: Spring 20072019, and every four years thereafter;Position No. 3: Spring 20052017, and every four years thereafter;Position No. 4: Spring 20052017, and every four years thereafter;Position No. 5: Spring 20072019, and every four years thereafter; Position No. 6: Spring 20072019, and every four years thereafter;Position No. 7: Spring 20072019, and every four years thereafter.

END OF POLICY

Legal Reference(s):

ORS 249.013ORS 255.235ORS 255.245

ORS 332.011ORS 332.018

ORS 332.118 to -332.138

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Oregon City School DistrictCode: BBC

Adopted:

Board Member Resignation

The Board believes that any citizen who files and seeks election or appointment to the Board should do sowith full knowledge of and appreciation for the investment in time, effort and dedication expected of allBoard members, and that the citizen’s intent is to serve a full term of office.

When a member decides to terminate service, the Board requests earliest possible notification of intent toresign so the Board may plan for the continuity of Board business. Resignations must be made in writing. Board members can resign the office effective at a future date. [If the resignation is effective at a futuredate, the resignation is binding unless withdrawn in writing by the end of the third business day after theresignation is made.]

The Board will announce the resignation and declare the vacancy at a Board meeting.

The Board will determine the procedures to be used in filling the vacancy. The Board may begin areplacement process and select a successor prior to the effective date of resignation; however, the actualappointment shall not be made before the resignation date.

END OF POLICY

Legal Reference(s):

ORS 236.320ORS 236.325ORS 332.030

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Oregon City School DistrictCode: BBD

Adopted:

Board Member Removal from Office

The Board shall declare the office of a director vacant upon any of the following:

1. The death or resignation of an incumbent;

2. When an incumbent ceases to be a resident of the district;

3. When an incumbent ceases to discharge the duties of office for two consecutive months unlessprevented by sickness or unavoidable cause;

4. When an incumbent ceases to discharge the duties of office for four consecutive months for anyreason;

5. When an incumbent is removed from office by judgment of any court;

6. When an incumbent has been recalled from office by district voters.

Vacancies will be filled through appointment by the Board unless a majority of the positions are vacant atthe same time. In that case, vacancies will be filled by the board of directors for the Clackamas EducationService District.

END OF POLICY

Legal Reference(s):

ORS 249.865 to -249.877ORS 332.030ORS 408.240

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Oregon City School DistrictCode: BBE


Orig. Code(s): 1220

Vacancies on the Board

Vacancies shall be filled by appointment by the Board. The Board appointee must be a legally registeredvoter and a resident within the district for one year immediately preceding the appointment.

[In the event of multiple vacancies, the position vacated first will be filled first.]

Upon appointment by the Board, the newly appointed Board member(s) will be sworn and seatedimmediately.

If the offices of a majority of Board members are vacant at the same time, the Board of directors of theClackamas Education Service District shall appoint persons to fill the vacancies from qualified districtvoters.

Board elections are held every odd-numbered year, which for the purposes of this policy, are termed“election” years.

The appointee will:

1. Will sServe until June 30 following the next “election,” at which time the individual elected in Mayof that year will fill the remaining portion of an unexpired term or serve a full four-year term; or

2. Will sServe until June 30 of a subsequent “election” year if the vacancy occurs after the filing datein an “election” year

A Board member so elected as a replacement will serve the remaining year(s) of the term of office of theBoard member being replaced.

The Board shall declare the office of a Director vacant upon any of the following:

1. Death or resignation of an incumbent.

2. When an incumbent ceases to be a resident of the district.

3. When an incumbent ceases to discharge the duties of the office for two consecutive months unlessprevented by sickness or other unavoidable cause, in accordance with ORS 332.030.

4. When an incumbent is removed from office or the election of the incumbent has been declared voidby the judgment or decree of any competent court.

5. When an incumbent ceases to discharge the duties of office for four consecutive months for anyreason.

Vacancies on the Board - BBE1-2

6. When an incumbent has been recalled from office by the voters of the district in accordance withORS 249.865 - 249.877.

If the offices of a majority of the district are vacant at the same time, the directors of the ClackamasCounty Education Service District shall elect persons to fill the vacancies from the qualified voters of thedistrict.

Board members resigning their positions should present such resignation in writing to the Board chair nolater than 30 days before the effective date of the resignation so that the Board may appoint and orient thereplacement member in a timely manner. The Board will announce the resignation and declare thevacancy at its next regular meeting. The Board may begin a replacement process and select a successorprior to the effective date of resignation; however, the actual appointment shall not be made before theresignation date.

END OF POLICY

Legal Reference(s):

ORS 249.865 to -249.877ORS 255.245

ORS 255.335ORS 332.030

ORS 332.122ORS 332.124

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Oregon City School DistrictCode: BBF

Adopted: 11/05/07Readopted: 11/09/09

Orig. Code(s): BBF

Board Member Standards of Conduct

Individual Board members and the Board as a public entity must comply with the Code of Eethics laws forpublic officials provided in state law.

Board members will treat other Board members, the superintendent, staff and the public with dignity andcourtesy and will provide an opportunity for all parties to be heard with due respect for their opinions.

Board members will recognize the superintendent as the chief executive officer to whom the Board hasdelegated administrative authority to establish regulations and oversee the implementation of Board policy.

A Board member has the right to express personal opinions. When expressing such opinions in public, theBoard member should clearly identify the opinions as personal.

A Board member will respect the privacy rights of individuals when dealing with confidential informationgained through association with the district.

A Board member will keep information discussed in executive session confidential.

A bBoard member will utilize social media Wweb sites judiciously by not posting confidential informationabout students, staff or district business. Board members will treat fellow Board members, staff, students,and the public with respect while posting and will adhere to Oregon Public Meetings Laws whencommunicating with other Board members via Wweb sites or other electronic means.

END OF POLICY

Legal Reference(s):

ORS 162.015 to -162.035 ORS 162.405 to -162.425

ORS 192.610 to -192.710ORS 244.040

ORS Chapter 244ORS 332.055

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Board Member Standards of Conduct - BBF1-1







Oregon City School DistrictCode: BBFA

Adopted: 1/01Revised/Readopted: 11/05/07; 2/14/11; 12/09/13;

4/11/16Orig. Code(s): 1280

Board Member Ethics and Conflicts of Interest

No Board member will use his/her official position or office to obtain personal financial benefit or to avoidfinancial detriment for him or herself, relatives or household members, or for any business with which theBoard member, a household member or a relative is associated.

This prohibition does not apply to any part of an official compensation package, honorarium allowed byORS 244.042, reimbursement of expenses, or unsolicited awards of professional achievement. Further,this prohibition does not apply to gifts from one without a legislative or administrative interest. Nor doesit apply if the gift is under the annual $50 gift limit from one who has a legislative or administrativeinterest in any matter subject to the decision or vote of the Board member. District-provided meals atboard meetings are acceptable under the reimbursement of expenses exception.

I. Conflicts of Interest

“Business” means any corporation, partnership, proprietorship, enterprise, association, franchise, firm,organization, self-employed individual or any legal entity operated for economic gain. This definitionexcludes any income-producing tax exempt 501(c) not-for-profit corporation with which a public officialor a relative of the public official is associated only as a member or board director or in a nonremunerativecapacity.

“Business with which a Board member or relative is associated” means any private business or closely heldcorporation of which a Board member or relative is a director, officer, owner, employee or agent or anyprivate business or closely held corporation in which a Board member or relative owns or has owned stock,another form of equity interest, stock options or debt instruments worth $1,000 or more at any point in thepreceding year; any publicly held corporation in which a Board member or relative owns or has owned$100,000 or more in stock or another form of equity interest, stock options or debt instruments at any pointin the preceding calendar year; or any publicly held corporation of which a Board member or relative is adirector or officer.

“Relative” means the spouse1, parent, step-parent, child, sibling, step-sibling, son-in-law or daughter-in-law of the Board member; or the parent, step-parent, child, sibling, step-sibling, son-in-law or daughter-in-law of the spouse of the Board member. Relative also includes any individual for whom the Boardmember has a legal support obligation, whose employment provides benefits2 to the Board member, orwho receives any benefit from the Board member’s public employment.

“Member of the household” means any person who resides with the public official.

1The term spouse includes domestic partner.

2Examples of benefits may include, but not be limited to, elements of an official compensation package including benefits suchas insurance, tuition or retirement allotments.

Board Member Ethics and Conflicts of Interest - BBFA1-6

No Board member will solicit or receive, either directly or indirectly, any pledge or promise of futureemployment based on any understanding that the Board member’s vote, official action or judgment wouldbe thereby influenced.

No Board member will attempt to use or use for personal gain any confidential information gained throughhis/her official position or association with the district. A Board member will respect individuals’ privacyrights when dealing with confidential information gained through association with the district.

If a Board member participates in the authorization of a public contract, the Board member may not have adirect beneficial financial interest in that public contract for two years after the date the contract wasauthorized.

Individual Board members and the Board as a public entity are bound by the ethics laws for public officialsas stated in Oregon law.

Potential Conflict of Interest

“Potential conflict of interest” means any action or any decision or recommendation by a Board memberthat could result in a financial benefit or detriment for self or relatives or for a business with which theBoard member or relatives are associated, unless otherwise provided by law.

A Board member must publicly declare a potential conflict of interest. A Board member may, afterdeclaring his/her potential conflict of interest, either vote or abstain on the issue. Abstaining from a votedoes not meet the legal requirement of publicly stating a potential conflict.

Actual Conflict of Interest

“Actual conflict of interest” means any action or any decision or recommendation taken by a Boardmember that would result in a financial benefit or detriment to self or relatives or for any business withwhich the Board member or relatives are associated, unless otherwise provided by law.

A Board member must publicly declare an actual conflict of interest. The Board member may not votelawfully if an actual conflict of interest exists unless a vote is needed to meet a minimum requirement ofvotes to take official action. Such a vote does not allow the Board member to participate in any discussionor debate on the issue out of which an actual conflict arises.

Class Exception

It will not be a conflict of interest if the Board member’s action would affect to the same degree a classconsisting of all inhabitants of the state, or a smaller class consisting of an industry, occupation or othergroup including one of which or in which the person, or the person’s relative or business with which theperson or the person’s relative is associated, is a member or is engaged. For example, if a Board member’sspouse is a member of the collective bargaining unit, the Board member may vote to approve the contract,as it will affect all members of that class to the same degree. However, if the collective bargaining unit isvery small, the class exception may not apply. Similarly, if the contract contains special provisions thatmight apply only to particular persons, then the class exception may not apply. For example, if a Boardmember’s spouse is the only one in the bargaining unit that has a doctorate and there is a pay differentialfor employees with doctorates in the collective bargaining agreement, the Board member should not voteon the contract.


II. Gifts

Board members are public officials and therefore will not solicit or accept a gift or gifts with an aggregatevalue in excess of $50 from any single source in a calendar year that has a legislative or administrativeinterest in any matter subject to the decision or vote of the Board member. All gift related provisions applyto the Board member, their relatives, and members of their household. The $50 gift limit appliesseparately to the Board member and to the Board member’s relatives or members of household, meaningthat the Board member, each member of their household and relative can accept up to $50 each from thesame source/gift giver. “Gift” means something of economic value given to a Board member withoutvaluable consideration of equivalent value, which is not extended to others who are not public officials onthe same terms and conditions.

“Relative” means the spouse3, parent, step-parent, child, sibling, step-sibling, son-in-law or daughter-in-law of the Board member; or the parent, step-parent, child, sibling, step-sibling, son-in-law or daughter-in-law of the spouse of the Board member. Relative also includes any individual for whom the Boardmember has a legal support obligation, whose employment provides benefits4 to the Board member, orwho receives any benefit from the Board member’s public employment.

“Member of the household” means any person who resides with the Board member.

Determining the Source of Gifts

Board members should not accept gifts in any amount without obtaining information from the gift giver asto who is the source of the gift. It is the Board member’s personal responsibility to ensure that no singlesource provides gifts exceeding an aggregate value of $50 in a calendar year, if the source has a legislativeor administrative interest in any matter subject to the decision or vote of the Board member. If the giverdoes not have a legislative/administrative interest, the ethics rules on gifts do not apply and the Boardmember need not keep track of it, although they are advised to do so anyway in case of a later dispute.

Determining Legislative and Administrative Interest

A “legislative or administrative interest” means an economic interest distinct from that of the generalpublic, in any action subject to the decision or vote of a person acting in the capacity of a Board member. For example, everyone within a county has a general interest in the fire department, but the person whosells the uniforms to the fire department has a legislative or administrative interest in the fire departmentthat is distinct from the general public.

Determining the Value of Gifts

The fair market value of the merchandise, goods, or services received will be used to determine benefit orvalue.

“Fair market value” is the dollar amount goods or services would bring if offered for sale by a person whodesired, but was not obligated, to sell and purchased by one who is willing, but not obligated, to buy. Anyportion of the price that was donated to charity, however, does not count toward the fair market value of

3Ibid. p. 1

4Ibid. p. 1


the gift if the Board member does not claim the charitable contribution on personal tax returns. Below areacceptable ways to calculate the fair market value of a gift:

1. In calculating the per person cost at receptions or meals the payor of the Board member’s admissionor meal will include all costs other than any amount donated to a charity.For example, a person with a legislative or administrative interest buys a table for a charitable dinnerat $100 per person. If the cost of the meal was $25 and the amount donated to charity was $75, thebenefit conferred on the Board member is $25. This example requires that the Board member doesnot claim the charitable contribution on personal tax returns.

2. For receptions and meals with multiple attendees, but with no price established to attend, the sourceof the Board member’s meal or reception will use reasonable methods to determine the per personvalue or benefit conferred. The following examples are deemed reasonable methods of calculatingvalue or benefit conferred:

a. The source divides the amount spent on food, beverage and other costs (other than charitablecontributions) by the number of persons whom the payor reasonably expects to attend thereception or dinner;

b. The source divides the amount spent on food, beverage and other costs (other than charitablecontributions) by the number of persons who actually attend the reception or dinner; or

c. The source calculates the actual amount spent on the Board member.

3. Upon request by the Board member, the source will give notice of the value of the merchandise,goods, or services received.

4. Attendance at receptions where the food or beverage is provided as an incidental part of the receptionis permitted without regard to the fair market value of the food and beverage provided.

Value of Unsolicited Tokens or Awards: Resale Value

Board members may accept unsolicited tokens or awards that are engraved or are otherwise personalizeditems. Such items are deemed to have a resale value under $25 (even if the personalized item cost thesource more than $50), unless the personalized item is made from gold or some other valuable materialthat would have value over $25 as a raw material.

Entertainment

Board members may not solicit or accept any gifts of entertainment over $50 in value from any singlesource in a calendar year that has a legislative or administrative interest in any matter subject to thedecision or vote of the Board member unless:

1. The entertainment is incidental to the main purpose of another event (i.e., a band playing at areception). Entertainment that involves personal participation is not incidental to another event (suchas a golf tournament at a conference); or

2. The Board member is acting in their official capacity for a ceremonial purpose.

Entertainment is ceremonial when a Board member appears at an entertainment event for a“ceremonial purpose” at the invitation of the source of the entertainment who requests the presence


of the Board member at a special occasion associated with the entertainment. Examples of anappearance by a Board member at an entertainment event for a ceremonial purpose include throwingthe first pitch at a baseball game, appearing in a parade and ribbon cutting for an opening ceremony.

Exceptions

The following are exceptions to the ethics rules on gifts:

1. Campaign contributions are not considered gifts under the ethics rules;

2. Gifts from “relatives” and “members of the household” to the Board member are permitted in anunlimited amount; they are not considered gifts under the ethics rules;

3. Informational or program material, publications, or subscriptions related to the recipient’sperformance of official duties;

4. Contributions made to a legal expense trust fund if certain requirements are met;

5. Food, lodging, and travel generally count toward the $50 aggregate amount per year from a singlesource with a legislative or administrative interest, with the following exceptions:

a. Organized Planned Events. Board members are permitted to accept payment for travelconducted in the Board member’s official capacity, for certain limited purposes:

i. Reasonable expenses (i.e., food, lodging, travel, fees) for attendance at a convention,fact-finding mission or trip, or other meeting do not count toward the $50 aggregateamount IF:

(1) The Board member is scheduled to deliver a speech, make a presentation,participate on a panel, or represent the district; AND

(a) The giver is a unit of a:

(i) Federal, state, or local government;(ii) An Oregon or federally recognized Native American Tribe; OR(iii) Nonprofit corporation.

(2) The Board member is representing the district:

(a) On an officially sanctioned trade-promotion or fact-finding mission; OR(b) Officially designated negotiations or economic development activities where

receipt of the expenses is approved in advance by the Board.

ii. The purpose of this exception is to allow Board members to attend organized, plannedevents and engage with the members of organizations by speaking or answeringquestions, participating in panel discussions or otherwise formally discussing matters intheir official capacity. This exception to the gift definition does not authorize privatemeals where the participants engage in discussion.


6. Food or beverage, consumed at a reception, meal, or meeting IF held by an organization and IF theBoard member is representing the district. Again, this exception does not authorize private mealswhere the participants engage in discussion.

“Reception” means a social gathering. Receptions are often held for the purpose of extending aceremonial or formal welcome and may include private or public meetings during which guests arehonored or welcomed. Food and beverages are often provided, but not as a plated, sit-down meal;

7. Food or beverage consumed by Board member acting in an official capacity in the course of financialtransactions between the public body and another entity described in ORS 244.020(6)(b)(I)(i);

8. Waiver or discount of registration expenses or materials provided to Board member at a continuingeducation event that the Board member may attend to satisfy a professional licensing requirement;

9. A gift received by the Board member as part of the usual or customary practice of the Boardmember’s private business, employment or position as a volunteer that bears no relationship to theBoard member’s holding of public office.

Honoraria

A Board member may not solicit or receive, whether directly or indirectly, honoraria for the Board memberor any relative or member of the household of the Board member if the honoraria are solicited or receivedin connection with the official duties of the Board member.

The honoraria rules do not prohibit the solicitation or receipt of an honorarium or a certificate, plaque,commemorative token or other item with a value of $50 or less; or the solicitation or receipt of anhonorarium for services performed in relation to the private profession, occupation, avocation or expertiseof the Board member or candidate.

END OF POLICY

Legal Reference(s):

ORS 162.015 to -162.035ORS 162.405 to -162.425

ORS 244.010 to -244.400ORS 332.055

OAR 199-005-0001 to -199-010-0150

38 OR. ATTY. GEN. OP. 1995 (1978)OR. ETHICS COMM’N, OR. GOV’T ETHICS LAW, A GUIDE FOR PUBLIC OFFICIALS.

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http://policy.osba.org/orsredir.asp?ors=oar-199-005

Oregon City School DistrictCode: BBFB

Adopted: 2/14/11Revised/Readopted: 12/09/13; 4/11/16

Orig. Code(s): BBFB

Board Member Ethics and Nepotism

In order to avoid both potential and actual conflicts of interests, Board members will abide by thefollowing rules when a Board member’s relative or member of the household is seeking and/or holds aposition with the district:

1. A Board member may not appoint, employ, promote, discharge, fire, or demote or advocate for suchan employment decision for a relative or member of the household, unless the Board membercomplies with the conflict of interest requirements of ORS Chapter 244.

This policy does not apply to decisions regarding unpaid volunteer positions unless it is a Boardmember position or another Board-related unpaid volunteer position (i.e., a Board committeeposition).

2. A Board member may not participate as a public official in any interview, discussion, or debateregarding the appointment, employment, promotion, discharge, firing, or demotion of a relative or member of the household. A Board member may still serve as a reference or provide arecommendation.

For the purposes of this policy:

“Member of the household” means any person who resides with the Board member.

“Relative” means the spouse1, parent, step-parent, child, sibling, step-sibling, son-in-law or daughter-in-law of the Board member; or the parent, step-parent, child, sibling, step-sibling, son-in-law or daughter-in-law of the spouse of the Board member. Relative also includes any individual for whom the Board memberhas a legal support obligation, whose employment provides benefits2 to the Board member, or whoreceives any benefit from the Board member’s public employment.

Class Exception

It will not be a conflict of interest if the Board member’s action would affect to the same degree a classincluding the Board member’s relative or household member. For example, if a Board member’s spouse isa member of the collective bargaining unit, the Board member may vote to approve the contract, as it willaffect all members of that class to the same degree. However, if the collective bargaining unit is verysmall, the class exception may not apply. Similarly, if the contract contains special provisions that mightapply only to particular persons, then the class exception may not apply. For example, if a Board

1The term spouse includes domestic partner.

2Examples of benefits may include, but not be limited to, elements of an official compensation package including benefits suchas insurance, tuition or retirement allotments.

Board Member Ethics and Nepotism - BBFB1-2

member’s spouse is the only one in the bargaining unit that has a doctorate and there is a pay differentialfor employees with doctorates in the collective bargaining agreement, the Board member should not voteon the contract.

END OF POLICY

Legal Reference(s):

ORS 244.010 to -244.400ORS 659A.309

OAR 199-005-0001 to -199-010-0150

OR. ETHICS COMM’N, OR. GOV’T ETHICS LAW, A GUIDE FOR PUBLIC OFFICIALS.

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Board Member Ethics and Nepotism - BBFB2-2




Oregon City School DistrictCode: BC/BCA

Adopted: 11/05/07Orig. Code(s): BC/BCA

Board Organization/Board Organizational Meeting

No later than the next regular meeting following July 1, the Board will organize itself for the year. In aBoard election year, the Board organizational meeting must be no later than July 31.

The organizational meeting will consist of, but not be limited to, the following actions:

1. Election of a Board chair;

2. Election of a vice chair;

3. Provision for a time and place for regular meetings;

4. Other organizational actions prescribed by law or by Board practice.

The incumbent Board chair will preside until a successor is elected, whereupon the successor will assumethe chair. In the event no incumbent chair or vice chair remains on the Board, or neither is able to continueto serve as an officer, the Board will select a temporary chair to conduct the election.

END OF POLICY

Legal Reference(s):

ORS 255.335ORS 332.040 to -332.045ORS 332.057

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Board Organization/Board Organizational Meeting - BC/BCA1-1




Oregon City School DistrictCode: BCB


Orig. Code(s): 1240

Board Officers

At its first scheduled meeting in after July 1, the Board shall will elect one of its members to serve as chairand one to serve as vice- chair. No member of the Board may serve as chair for more than two four yearsin succession. If a Board member is unable to continue to serve as an officer, a replacement shall beelected immediately. The replacement officer shall will serve the remainder of the officer’s term until thefollowing July.

Duties of the Board Chair

The Board chair shall will:

1. Assist Work with the superintendent in establishing the agenda for the regular meetings of the Boardmeetings.;

2. Call special meetings when required.;

3. Preside at all meetings of the Board, and enforce the rules of order.;

4. Sign, with the superintendent, the minutes and other official documents that require the signature ofthe chair.;

5. Represent the district and the Board at official functions, unless this duty is delegated by the chair orthe Board to another member of the Board member.;

6. Appoint all committees unless otherwise ordered by the Board.;

7. Have the right, as do other members of the Board, to offer motions and to discuss issues and shallvote on any issue unless wishing to abstain.

Duties of the Vice- cChair

In Tthe absence, incapacitation or death of the chair, the vice- chair shall perform the duties of the chair,and, when so acting, shall will have all the powers of the chair’s powers. The vice- chair shall willperform such other functions as designated by the Board.

Duties of the Board sSecretary

The superintendent will designate a staff member to serve as Board secretary and will directly superviseand evaluate the secretary. The secretary to the Board will take notes at regularly scheduled Boardmeetings, compile minutes and perform related work as assigned by the superintendent or requested by theBoard chair. These duties will include, but not be limited to, the following:

Board Officers - BCB1-2

1. Record the disposition of all matters on which the Board considered action;

2. Prepare and distribute minutes in advance for approval at the next Board meeting;

3. Maintain properly authenticated official copies of the minutes;

4. Maintain the official record of Board policies;

5. Properly post all Board meetings.

Board or District Spokesperson

The Board may appoint one of its members, usually the chair, or another person to make authorizedstatements to the public or the media when the Board deems that, under the circumstances, the district’sposition of the district should be articulated by a single voice. The spokesperson serves at the Board’sdirection of the Board and may be removed or replaced at any time by action of the whole a majority ofthe Board.

END OF POLICY

Legal Reference(s):

ORS 255.335ORS 332.040ORS 332.045ORS 332.057

OAR 166-400-0010(9)

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Board Officers - BCB2-2






Oregon City School DistrictCode: BCBA


Orig. Code(s): 1260

Student/Preferential Representatives to the Board

The Board will seat an Oregon City High School student, selected as indicated below, to serve as apreferential member of the Board. The Board will also seat preferential members from Oregon CountyEmployees Association (O.C.E.A.) and Oregon School Employees Association (O.S.E.A). “Preferential”means that the member’s opinions and participation in discussion are invited by the Board. Thepreferential representatives may not vote or participate when the Board performs a judicial function,considers personnel issues, or meets in executive session.

The preferential representatives shall provide communication between the Board and their respectiveorganizations. They also shall present opinions of students and staff concerning the functioning of thedistrict.

Duties and Responsibilities of the Preferential Members

1. The preferential members shall attend all regular Board meetings except executive sessions.

2. The preferential representatives shall serve on any Board committee as needed and appointed by theBoard or by the chair.

3. The preferential representatives may be requested to make a full report of the business conducted ateach Board meeting to their respective organizations.

4. The preferential representatives may conduct regular meetings for interested members of theirorganizations to discuss Board business and to gain ideas for future Board meetings.

Selection of the Preferential Members of the Board

1. The student preferential member of the Board will be elected utilizing regular student bodyprocedures.

2. The O.C.E.A. and O.S.E.A. preferential members of the Board will be selected by their respectiveorganizations.

END OF POLICY

Legal Reference(s):

ORS 332.107

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Student/Preferential Representatives to the Board - BCBA1-1


Oregon City School DistrictCode: BCE


Orig. Code(s): 1250

Board Committees

The Board will not have no standing committees. Special committees may be appointed by the Board forspecific purposes to serve until their assignment is completed. The entire Board may meet as a committee-of-the-whole.

The function of special committees will be fact-finding, deliberative and advisory, rather than legislative oradministrative. The committee will make recommendations directly to the Board as a whole, which alonemay take action. Committee meetings may be called by the Board chair, the committee chair or anycommittee member.

Committee-of-the-whole meetings, called “work sessions,” may be held. Committee-of-the-wholemeetings may be called by the Board chair or any three Board members.

All meetings of special committees and of committees-of-the-whole will be publicly announced and thepublic will be permitted to attend follow the Public Meetings Law. The Board and or its committees maysit in executive sessions to discuss matters when such a sessions are is required or permitted by law.

All matters referred to a committee will be thoroughly investigated. A committee will not have the powerto act for the Board except as the Board has specifically authorized, but will make recommendations to theBoard. Committee recommendations and reports will become an official part of Board minutes.

A Board committee may appoint, subject to Board approval, advisory members from the staff, studentbody or community with approval of the Board. Advisory members will be instructed in the committee’sfunctions and their status. These Advisory members may not be included in considering whether a quorumof the committee is present, nor may they vote on recommendations to be made to the Board. Either anadvisory member or an ex-officio member may present a written minority report to the Board.

Private or social meetings of a quorum for the purpose of making a decision or to deliberate toward adecision on any matter are disallowed by ORS 192.630, Public Meetings Law.

END OF POLICY

Legal Reference(s):

ORS 192.610 to -192.690ORS 332.045ORS 332.105

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Board Committees - BCE1-1




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Oregon City School DistrictCode: BCH


Orig. Code(s): 1512

Consultants to the Board

The Board may engage persons in an advisory capacity when specific services are required that are beyondthe capabilities or responsibilities of regularly employed personnel.

Such advisors may include attorneys, auditors, architects, agents of record, and others with technical skillsor professional training.

The Board may appoint such advisors to serve for a specified period of time or may engage such advisorsto perform specific tasks on a temporary basis. Except where the advisor serves under a written contractfor a specified period of time, the Board may terminate such advisory services at its sole discretion.

The Board will conduct periodic reviews of the services and may request periodic reports to the Board.

Prior to reappointment, the district may open proposals for service.

END OF POLICY

Legal Reference(s):

ORS 332.072ORS 332.075ORS 332.505

Consultants to the Board - BCH1-1




Oregon City School DistrictCode: BD/BDA

Adopted: 1/01Readopted: 11/05/07,; 11/09/09

Orig. Code(s): 1310

Board Meetings/Regular Board Meetings

“Meeting” means the convening of the Board as the district’s governing body to make a decision or todeliberate toward a decision on any matter. The Board has the authority to act only when a quorum ispresent at a duly called regular, or special or emergency meeting. Communications between and among aquorum of members convening on electronically linked personal computers or by telephone conferencecall are subject to the Public Meetings Law. “Meeting” means the convening of a quorum of the Board asthe district’s governing body to make a decision or to deliberate toward a decision on any matter. Thisincludes meeting for the purpose of gathering information to serve as the basis for a subsequent decision orrecommendation by the governing body, i.e., a work session. The affirmative vote of the majority ofmembers of the Board is required to transact any business.

All regular, and special and emergency meetings of the Board will be open to the public except asprovided by law. All meetings will be conducted in compliance with state and federal statutes. All Boardmeetings, including Board retreats and work sessions, will be held within district boundaries. The Boardmay attend training sessions outside the district boundaries but cannot deliberate or discuss districtbusiness.1 No meeting will be held at any place where discrimination on the basis of disability, race,creed, color, sex, sexual orientation2, age or national origin is practiced.

The Board will give public notice reasonably calculated to give actual notice to interested persons,including those with disabilities, of the time and place for all Board meetings and of the principal subjectsto be considered. The Board may consider additional subjects at a meeting, even if they were not includedin the notice.

If requested to do so at least 48 hours before a meeting held in public, the Board shall provide aninterpreter for hearing-impaired persons. Other appropriate auxiliary aids and services will be providedupon request and appropriate advance notice. Communications with all qualified individuals withdisabilities shall be as effective as communications with others.

All meetings held in public shall comply with the Oregon Indoor Clean Air Act and the smokingprovisions contained in the Public Meetings Law.

The possession of dangerous or deadly weapons and firearms, as defined in law and Board policy, isprohibited on district property.

1ORS 192.630(4). Meetings of the governing body of a public body shall be held within the geographic boundaries over whichthe public body has jurisdiction, or at the administrative headquarters of the public body or at the other nearest practical location. Training sessions may be held outside the jurisdiction as long as no deliberations toward a decision are involved.

2As defined in ORS 174.100.

Board Meetings/Regular Board Meetings - BD/BDA1-4

1. Regular, Special and Emergency Meetings

One Generally, a regular Board meeting will be held each month. The regular meeting schedule willbe established at the organizational meeting in July but may be changed by the Board with propernotice. The purpose of each regular monthly meeting will be to conduct the regular Board business. The Board chair will conduct the meeting, or in his/her absence, the vice chair will conduct themeeting. If both are absent, the person with the longest period of service on the Board will conductthe meeting.

No later than the next regular meeting following July 1, the Board will hold an organizationalmeeting to elect Board officers for the coming year and to establish the year’s schedule of Boardmeetings. In Board election years (odd numbered years), the first meeting will be held no later thanJuly 31.

If requested to do so at least 48 hours before a meeting held in public, the Board shall provide aninterpreter for hearing-impaired persons. Other appropriate auxiliary aids and services will beprovided upon request and appropriate advance notice. Communications with all qualifiedindividuals with disabilities shall be as effective as communications with others.

The first regular meeting after July 1 of each year will be an organizational meeting to elect Boardofficers for the coming year and to establish the upcoming year’s schedule of Board meetings, unlessa special meeting is called for these purposes.

Special meetings can be convened by the Board chair, upon request of three Board members, or bycommon consent of the Board at any time to discuss any topic. A special meeting may also bescheduled if less than a quorum is present at a meeting or additional business still needs to beconducted at the ending time of a meeting. At least 24 hours’ notice must be provided to all Boardmembers, the news media, which have requested notice, and the general public for any specialmeeting.

Emergency meetings can be called by the Board in the case of an actual emergency upon appropriatenotice under the circumstances. The minutes of the emergency meeting must describe theemergency. Only topics necessitated by the emergency may be discussed or acted upon at theemergency meeting.

2. Electronic Communications Outside of Board Meetings

E-mail Communications, to, by, and among a quorum of Board members outside of a legally calledBoard meeting, in their capacity as Board members, shall not be used for the purpose of discussingdistrict business. This includes electronic communications. E-mail Electronic communicationsamong Board members shall be limited to: (1) disseminating information, and (2) messages notinvolving deliberation, debate, or decision-making or the gathering of information on which todeliberate.

E-mail Electronic communications may contain:

a. Agenda item suggestions;


b. Reminders regarding meeting times, dates, and places;c. Board meeting agendas or information concerning agenda items;d. One-way information from Board members or the superintendent to each Board member (e.g.,

an article on student achievement or to share a report on district progress on goals) so long asthat information is also being made available to the public;

e. Individual responses to questions posed by community members, subject to other limitationsin Board policy.

E-mails sent to Board members will have the following notice:

Important: Please do not reply or forward this e-mail communication if thiscommunication constitutes a decision or deliberation toward a decision between andamong a quorum of a governing body which could be considered a public meeting. E-mails Electronic communications on district business are governed by pPublicrRecords and Meetings lLaw.

3. Private or Social Meetings

Private or social meetings of a quorum of the Board for the purpose of making a decision or todeliberate toward a decision on any matter are prohibited by the Public Meetings Law.

4. Work Sessions

The Board may schedule work sessions in order to provide its members with opportunities forplanning and thoughtful discussion without action use regular or special meetings for the purpose ofconducting work sessions to provide its members with opportunities for planning and thoughtfuldiscussion. Work sessions will be conducted in accordance with the state law on public meetings,including notice and minutes. Generally, Boards do not take official action during work sessions,although there is no legal prohibition to do so. Topics for discussion and study will be announcedpublicly, and work sessions will be conducted in accordance with the Public Meetings Law.

5. Private or Social Meetings

Private or social meetings of a quorum of the Board for the purpose of making a decision or todeliberate toward a decision on any matter are prohibited by the Public Meetings Law.

6. Adjourned Meetings

A Board meeting may be adjourned to another time if a quorum is not present or if additionalbusiness needs to be conducted at the regular time of adjournment. The time, date and place of theadjourned meeting will be specified and appropriate notice given.

7. Executive Sessions

Executive sessions may be held during regular, special or emergency meetings for a reasonpermitted by law (see Board policy BDC - Executive Sessions).


All meetings held in public shall comply with the Oregon Indoor Clean Air Act and the smokingprovisions contained in the Public Meetings Law.

The possession of dangerous or deadly weapons and firearms, as defined in law and Board policy, isprohibited on district property.

END OF POLICY

Legal Reference(s):

ORS 174.100ORS 174.104

ORS Chapter 192ORS Chapter 193

ORS 332.040 to -332.061ORS 433.835 to -433.875

38 OR. ATTY. GEN. OP. 1995 (1978)41 OR. ATTY. GEN. OP. 28 (1980)Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101-12213; 29 C.F.R. Part 1630 (2006); 28 C.F.R. Part 35 (2006).Americans with Disabilities Act Amendments Act of 2008.OR. ATTY. GEN. Public Records and Meetings Manual (2014).

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Oregon City School DistrictCode: BDB


Orig. Code(s): 1310

Special and Emergency Board Meetings

Special meetings may be convened by order of the chair, upon request of three members of the Board, thesuperintendent, or by common consent of the Board members. The district clerk shall post statutory noticeat least 24 hours before such a meeting is to be convened.

The purpose of special meetings is to afford the Board an opportunity to gather information and to discussand fully explore various aspects of education.

Local news media shall receive written notice of the meeting at least 24 hours in advance as required bylaw.

Emergency meetings may be called only in the event of an actual emergency. Appropriate notice will begiven to the public and the press. The minutes of the meeting will describe the nature of the emergency. No business other than that related to the emergency will be discussed at these meetings.

END OF POLICY

Legal Reference(s):

ORS 192.640ORS 332.045

OACE v. Salem Keizer Sch. Dist., 95 Or. App. 28 (1989).

Cross Reference(s):

BD/BDA - Board Meetings/Regular Board MeetingsBDDA - Notification of Board Meetings

Special and Emergency Board Meetings - BDB1-1



Oregon City School DistrictCode: BDC

Adopted: 1310Readopted: 11/05/07

Orig. Code(s): 1/01

Executive Sessions

The Board may meet in executive session to discuss subjects allowed by statute but may not take finalaction except for the expulsion of students and matters pertaining to or examination of the confidentialmedical records of a student, including that student’s educational program.

Executive sessions may be held during a regular, special, or emergency meeting for any reason permittedby ORS 192.660. Action on an item discussed in executive session shall be accomplished in open session,except for the expulsion of students, and matters pertaining to or examination of the confidential medicalrecords of a student, including that student’s educational program.

The presiding officer will announce the executive session by identifying the authorization under ORS192.660 for holding such session and by noting the subject of the executive session.

An executive session may be convened by order of the Board chair, upon request of three Board membersor by common consent of the Board for a purpose authorized under Oregon Revised Statute (ORS)192.660 during a regular, special or emergency meeting. The presiding officer will announce the executivesession by identifying the authorization under ORS 192.660 for holding such session and by noting thesubject of the executive session.

The Board may hold an executive session:

1. To consider the employment of a public officer, employee, staff member or individual agent.(ORS 192.660(2)(a))

2. To consider the dismissal or disciplining of, or to hear complaints or charges brought against, apublic officer, employee, staff member or individual agent who does not request an open hearing.(ORS 192.660(2)(b))

3. To conduct deliberations with persons designated by the governing body to carry on labornegotiations. (ORS 192.660(2)(d))

4. To conduct deliberations with persons designated by the governing body to negotiate real propertytransactions. (ORS 192.660(2)(e))

5. To consider information or records that are exempt by law from public inspection.(ORS 192.660(2)(f))

6. To consult with counsel concerning the legal rights and duties of a public body with regard to currentlitigation or litigation likely to be filed. (ORS 192.660(2)(h))

Executive Sessions - BDC1-2

7. To review and evaluate the employment-related performance of the chief executive officer of anypublic body, a public officer, employee or staff member who does not request an open hearing.(ORS 192.660(2)(i))

8. To consider matters relating to school safety or a plan that responds to safety threats made toward aschool. (ORS 192.660(k))

9. To review the expulsion of a minor student from a public elementary or secondary school.(ORS 332.061(1)(a))

10. To discuss matters pertaining to or examination of the confidential medical records of a student,including that student’s educational program. (ORS 332.061(1)(b))

Members of the press may attend executive sessions except to those matters pertaining to:

1. Deliberations with persons designated by the Board to carry on labor negotiations;

2. and hHearings on the expulsion of minor students from district schools; matters pertaining to orexamination of the confidential medical records of a student including that student’s educationalprogram; and

3. cCurrent litigation or litigation likely to be filed if the member of the news media is a party to thelitigation or is an employee, agent or contractor of a news media organization that is a party to thelitigation. Attendance is contingent upon acceptance of rules governing disclosure of informationannounced by the presiding officer at the beginning of the executive session.

An executive session may be convened upon request of three Board members or by common consent of theBoard for a purpose authorized under ORS 192.660.

If an executive session is held pursuant to ORS 332.061, the following shall not be made public: the nameof the minor student; the issue, including the student’s confidential medical records and educationalprogram; the discussion; and each Board member’s vote on the issue.

All executive session mMinutes shall be kept in tape-recorded form for all executive sessions.

Content discussed in executive sessions is confidential and must not be made public. Documentspertaining to evaluation, district personnel and students are also confidential and must not be madeavailable to the public except those exempt by law.

END OF POLICY

Legal Reference(s):

ORS 192.610 to -192.710 ORS 332.045 ORS 332.061

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Executive Sessions - BDC2-2




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Oregon City School DistrictCode: BDDA


Orig. Code(s): 1311

Notification of Board Meetings

The Board shall provide for and give public notice, reasonably calculated to give actual notice to interestedpersons, including those with disabilities, of the time and place for regular meetings, and of the principalsubjects to be considered.

Notices to individuals with disabilities shall be given in an appropriate form upon request and withappropriate advance notice. Auxiliary aids and services available to ensure equally effectivecommunications with qualified persons with disabilities may include large print, Braille, audio recordingsand readers. Primary consideration will be given to the requests of the person with a disability in theselection of appropriate auxiliary aids and services.

No special meeting will be held without at least 24 hours notice to the Board members and the generalpublic except in cases of emergency.

In an emergency, a meeting may be held with notice as is appropriate under the circumstances, but minuteswill explain the emergency situation.

Dates of regular meetings of the Board shall be provided annually to district employees, interestedmembers of the public, and the news media.

END OF POLICY

Legal Reference(s):

ORS 192.610 - 192.690ORS 332.045

Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101-12213; 29 C.F.R. Part 1630 (2006); 28 C.F.R. Part 35 (2006).

Cross Reference(s):

BDDH - Public Participation in Board Meetings

Notification of Board Meetings - BDDA1-1



Oregon City School DistrictCode: BDDC


Orig. Code(s): 1320

Board Meeting Agenda

The superintendent, Board chair and/or vice chair, with the assistance of the superintendent, shall preparean agenda for all regular meetings of the Board. Items of business may be suggested by any Boardmember, staff member, student, or citizen of the district by so notifying the superintendent at least fiveworking days prior to the meeting.

A consent agenda may be used by the Board for noncontroversial business. The consent agenda willconsist of routine business that requires action but not necessarily discussion. These items may all beapproved at the same time. A Board member may ask that any item be removed from the consent agenda. The removed item will then be placed on the regular agenda.

The agenda will be established by the superintendent, Board chair and/or vice chair following a generalorder established by the Board. Opportunities for the audience to be heard will may be included on theagenda. The Board shall follow the order of business set up by the agenda unless the order is altered by aconsensus of the Board. Meetings will be conducted according to the parliamentary rules of the most recentedition of Robert’s Rules of Order Newly Revised Procedure in Small Boards.

Items of business not on the agenda may be discussed and acted upon if the majority of the Board agrees toconsider them.

The agenda, together with supporting materials, shall be distributed by the district office or superintendentto Board members at least two full working days prior to the meeting unless there are extenuatingcircumstances. The agenda shall will be available to the press and to interested patrons through thesuperintendent’s office at the same time it is available to the Board members. Copies of the Aagendacopies for the press and public shall not contain any confidential information included in the Boardmembers’ packets.

A copy of the agenda shall be posted on a bulletin Board in each district school the day of the meeting.Members of the public may request a copy of the agenda at through the superintendent’s office. Reasonable provision shall be made by the superintendent to regularly supply copies of the agenda tosubscribers at cost.

The district will ensure equally effective communications are provided to qualified persons withdisabilities upon request as required by the Americans with Disabilities Act.

Appropriate auxiliary aids and services may include, but are not limited to, qualified interpreters, assistivelistening systems, note takers, large print, Braille materials, audio recordings and readers. Primaryconsideration will be given to the requests of the person with a disability in the selection of the appropriateauxiliary aids and/or services. Should the Board demonstrate such a requests would result in a

Board Meeting Agenda - BDDC1-2

fundamental alteration in the service, program or activity or inan undue financial and administrativeburdens, an alternate, equally effective communications will be used.

Auxiliary aids and services for persons with disabilities will be available at no charge to the individual.

END OF POLICY

Legal Reference(s):

ORS 192.630ORS 192.640

Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101-12213; 29 C.F.R. Part 1630 (2006); 28 C.F.R. Part 35 (2006).Americans with Disabilities Act Amendments Act of 2008.

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Board Meeting Agenda - BDDC2-2



Oregon City School DistrictCode: BDDG


Orig. Code(s): 1330,; 1511

Minutes of Board Meetings

The Board secretary shall take written minutes of all regularly scheduled meetings of the Board meetings. The written minutes shall be a true reflection of the matters discussed at the meeting and the views of theparticipants. The minutes shall will include, but not be limited to, at least the following information.:

1. All members of the Board who were present.;

2. All motions, proposals, resolutions, orders, ordinances and measures proposed and their disposition.;

3. The results of all votes and the vote of each member by name.;

4. The substance of any discussion on any matter.;

5. Any other information required by law.

The Board secretary shall audio or video record the proceedings and discussions of all regular Boardmeetings, special sessions and budget meetings of the district. Audio or video recorded records so takenshall be stored in a manner that prevents erasure. The audio or video taped minutes shall be stored for aperiod of one year at the administration office of the district. A copy of the written minutes should be keptalong with the tapes of each meeting. If no written minutes were taken the tape will serve as the officialminutes of the meeting and kept on file indefinitely. Executive sessions will be machine recorded, andshall be stored as a permanent record.

Posting and Distribution of Minutes

The minutes of the preceding meeting shall be approved by the Board as the first action item of business ofthe regular Board meeting. After the minutes have been approved, they shall be signed by the chair and thesuperintendent, and filed in a designated “minute book” to be kept in a fire-proof safe in the administrationoffice.

All minutes shall be available to the public within a reasonable time. The public and patrons of the districtmay receive, upon request, copies of approved current minutes at from the administration office anddistrict website. Minutes need not be approved by the Board prior to being available to the public. A copyof the minutes of each regular and special Board meeting as they are drafted for approval will bedistributed after such meeting to each Board member and administrator. Copies of corrected minutes willbe similarly distributed.

The district shall maintain a hard copy of the meeting minutes and make them available to staff and otherinterested patrons an updated copy of the minutes of the meetings.

Minutes of Board Meetings - BDDG1-2

Minutes of executive sessions will be kept in accordance with the requirements of Oregon’s PublicMeetings Law with essentially the same level of detail as for public sessions. If disclosure of material inthe executive session minutes would be inconsistent with the purpose for which executive session was heldunder Oregon Revised Statute (ORS) 192.660, the material may be withheld from disclosure.

If an executive session is held pursuant to ORS 332.061, the following shall not be made public: the nameof the minor student; the issue, including a student’s confidential medical records and that student’seducational program; the discussion; and each Board member’s vote on the issue.

END OF POLICY

Legal Reference(s):

ORS 192.610 to -192.710 ORS 332.061

Letter Opinion, Office of the OR Attorney General (Nov. 20, 1970).

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Minutes of Board Meetings - BDDG2-2



Oregon City School DistrictCode: BDDH


Orig. Code(s): 1383

Public Participation in Comment at Board Meetings

All Board meetings, with the exception of executive sessions, will be open to the public. The Boardinvites district citizens to attend Board meetings to become acquainted with the program and operation ofthe district. Members of the public also are also encouraged to share their ideas and opinions with theBoard when appropriate.

It is the intent of the Board to ensure communications with individuals with disabilities are as effective ascommunications with others. Individuals with hearing, vision or speech impairments will be given anequal opportunity to participate in Board meetings. Primary consideration will be given to requests ofqualified individuals with disabilities in selecting appropriate auxiliary aids1 and services.

Auxiliary aids and services for persons with disabilities will be available at no charge to the individual. All auxiliary aids and/or service requests must be made with appropriate advance notice. Should the Boarddemonstrate such requests would result in a fundamental alteration in the service, program or activity or inundue financial and administrative burdens, alternative, equally effective means of communication will beused.

Audience

During an open session of a Board meeting open to the public, subjects may be presented for Boardconsideration by members of the audience members of the public may be invited to present commentsduring the designated portion of the agenda. The public is specifically invited to present concerns duringthe “scheduled and unscheduled communications” portion of the agenda. At the discretion of the Boardchair, further public comment may be allowed.

Public or Patron Request for an Item on the Agenda

A member of the public may request the superintendent Board chair to consider placeing an item ofconcern on the agenda of a regular Board meeting. This request should be made in writing and presentedto the superintendent Board chair for consideration at least five business working days prior to thescheduled meeting.

Procedures for Public Comment at Meetings

The Board will establish procedures for public comment in open meetings. The purpose of theseprocedures will be to inform the public how to effectively participate in Board meetings for the best

1Auxiliary aids may include, but are not limited to, such services and devices as qualified interpreters, assistive listening systems,note takers, readers, taped texts, Brailled materials and large print.

Public Participation in Comment at Board Meetings - BDDH1-3

interests of the individual, the district and the patrons. The information will be easily accessible andavailable to all patrons attending a public Board meeting.

1. Discussion or presentation concerning a published agenda item is limited to its designated place onthe agenda, unless otherwise authorized by the Board chairman.

2. A visitor speaking during the meeting may introduce a topic not on the published agenda. However,tThe Board, at its discretion, may require that a proposal, inquiry or request be submitted, in writing,and reserves the right to refer the matter to the administration for action or for study and a report at asubsequent meeting.

3. Procedures for Public Participation in Meetings

4. Written procedures shall be established for the participation of the public in meetings of the Boardopen to the public. The purpose of these procedures shall be to inform the public as to how toeffectively participate in Board meetings in the best interest of the individual, the district and thepatrons. The written information shall be easily accessible and available to all patrons attending apublic meeting of the Board.

5. Any person who is invited by the Board chair to speak to the Board during a meeting should statehis/her name and address and, if speaking for an organization, the name and identity of theorganization. A spokesmanperson should be designated to represent a group with a commonpurpose.

6. Statements by members of the public should be brief and concise. The Board chair may usediscretion to establish a time limit on discussion or oral presentation by visitors.

7. Questions asked by the public, when possible, will be answered immediately by the Board chair orreferred to staff members the superintendent for reply. Questions requiring investigation may, at thediscretion of the Board chair, be referred to the superintendent for response at a later time.

8. At the discretion of the Board chair, anyone wishing to speak before the Board, either as anindividual or as a member of a group, on any agenda item or other topic, may do so by providing theBoard secretary with a their name on the completed registration card or sign-in sheet prior to theBoard meeting in order to allow the chair to provide adequate time for each agenda item.

The Board chair should be alert to see that all visitors have been acknowledged and thanked for theirpresence and especially for any contributed comments on agenda issues. Similar courtesy should beextended to members of staff who have been in attendance. Their return for future meetings should bewelcomed.

Petitions

Petitions may be accepted at any Board meeting. No action will be taken in response to a petition beforethe next regular meeting. Petitions will be referred to the superintendent for consideration andrecommendation.


Criticisms of Staff Members

Speakers may offer objective criticism of district operations and programs, but the Board will not hearcomments and/or complaints concerning individual district personnel. The Board chair will direct thevisitor to the appropriate means for Board consideration and disposition of legitimate complaints involvingsuch individuals.

END OF POLICY

Legal Reference(s):

ORS 165.535ORS 165.540

ORS 192.610 to -192.690 ORS 332.057

Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101-12213; 29 C.F.R. Part 1630 (2006); 28 C.F.R. Part 35 (2006).Americans with Disabilities Act Amendments Act of 2008.

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Oregon City School DistrictCode: BDDH-AR

Revised/Reviewed: 1/01; 11/05/07Orig. Code(s): 1323R

Public Participation in Board Meetings

Anyone wishing to address the Board during the meeting shall sign up on the sheet by the door.

A visitor may also be recognized by the chair by raising a hand.

When recognized, members of the public shall identify themselves with their full names and addresses and,if speaking for an organization, name and identity of the organization. The purpose for appearing shallalso be given.

A group of visitors with a common purpose shall designate a spokesman for the group.

Discussion or presentation concerning a published agenda item is limited to its designated place on theagenda, unless otherwise authorized by the chair.

A visitor may introduce a topic not on the published agenda. The Board, at its discretion, may require thata proposal, inquiry, or request be submitted in writing and reserves the right to refer the matter to theadministration for action or for study and to report at a subsequent meeting. The Board shall make adecision at the meeting where information is presented only if the issue is considered an emergency by theBoard.

At the discretion of the Board chair, when meetings are large or controversial, anyone wishing to speakbefore the Board, either as an individual or as a member of a group, on any agenda item or other topic, maydo so by providing information to the Board secretary on a sign-in sheet prior to the meeting. This willhelp the chair provide adequate time for each agenda item.

Statements by members of the public should be brief and concise. The chair may exercise discretion toestablish a time limit on discussion or oral presentation by a visitor on any topic.

Speakers may offer objective criticism of school operations and programs, but the Board will not hearpersonal comments and/or complaints concerning school personnel nor against any person connected withthe school system. The chair will direct the visitor to the appropriate means for Board consideration anddisposition of legitimate complaints involving individuals.

These procedures will be published on the back of every Board meeting agenda available at the Boardmeeting.

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Public Participation in Board Meetings - BDDH-AR1-1

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Oregon City School DistrictCode: BDE


Orig. Code(s): 1310

Public Hearings

The Board shall hold such public hearings as are required by law and will follow the procedures outlined instatute.

The Board will establish procedures for other hearings as may be required by the Board to ascertain theideas and opinions of the community on items of interest or to facilitate the orderly resolution of questionsor concerns of the Board or community.END OF POLICY

Legal Reference(s):

ORS 192.610 - 192.690

Public Hearings - BDE1-1


Oregon City School DistrictCode: BF


Orig. Code(s): 1410

Policy Development

The Board has the authority and responsibility to establish policy. The Board accepts the definition ofpolicy set forth by the National School Boards Association:

School Board policies are statements which set forth the purposes and prescribe in generalterms the organization and program of a school system. They create a framework within whichthe superintendent and his/her staff can discharge their assigned duties with positive direction. They tell what is wanted.

The formulation and adoption of policies, recorded in writing, will constitute the basic method by whichthe Board will exercise its leadership in the operation of the school system.

The policies shall be consistent with Oregon Revised Statutes, Oregon Administrative Rules and all federallaws and regulations.

Policy Development and Review

The basic responsibility for initiating, reviewing, and recommending new policies or policy modificationshall rest with the superintendent. However, nNew policies or changes in existing policy may be proposedby any Board member, group or organization, staff member, parent, student or resident of the district othermember of the community to the superintendent for the Board to consider. The superintendent, indeveloping these policies, may be guided by the recommendations of the staff and may seek parent andcommunity input during the preparation and subsequent review of policy statements. Advice from legalcounsel may be appropriate. The superintendent will furnish necessary background information to theBoard.

The Board shall regularly review and update policy and shall evaluate the implementation-and effect ofpolicies. The superintendent is given continuing responsibility to call to the Board’s attention all policiesthat appear to need revision. The superintendent will furnish necessary background information and makeall final policy recommendations to the Board. The final authority and responsibility for the Board policylies with the Board.

END OF POLICY

Legal Reference(s):

ORS 332.107ORS 332.505

ORS 339.240 OAR 581-022-1610OAR 581-022-1720

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Policy Development - BF1-1






Oregon City School DistrictCode: BFC


Orig. Code(s): 1410

Adoption and Revision of Policies

Adoption of new policies and changeing or repealing of existing policies is solely the Board’sresponsibility of the Board. Policy shall be adopted and amended or repealed only by the affirmative voteof a majority of the Board members of the Board. Such action will be scheduled on the agenda of aregular or special meeting.

Proposed policies and proposed policy changes or repeal of existing policies shall will be presented to theBoard in writing for consideration by the Board.

To permit time for studying all new policies or amendments to policies and to provide an opportunity forinterested parties to react, proposed policies or amendments will be presented as a Board agenda item inthe following sequence:

1. Distribution with agenda as an information item. This announces that a policy is being developed ina particular area and that interested parties may submit suggestions;

2. First reading of a proposed policy (or policies); response from the superintendent; report from anyBoard or advisory committee assigned responsibility in the area; Board discussion and directions forany redrafting. During discussion of a policy proposal, the views of the public and staff will beconsidered. Amendments may be proposed by Board members. An amendment will not require thepolicy go through an additional reading except as the Board determines that the amendment needsfurther study and an additional reading would be advantageous;: This is an information item and noaction is required by the Board. A first reading announces that a new policy, a revision of an existingpolicy or consideration to rescind a policy, is being considered by the Board. Comments, questions,concerns and recommended edits should be forwarded to the superintendent for consideration priorto the meeting in which the policy is recommended for a second reading and/or adoption. If a Boardmember wishes to discuss a proposed policy or administrative regulation listed as an informationitem, the policy must be moved to the agenda for discussion with a majority vote of the Board. Anyorganization which represents employees of the district shall be furnished a copy of personnelpolicies and revisions as they are made.

3. Second reading/adoption of a proposed policy (or policies); response from the superintendent; reportfrom any Board or advisory committee assigned responsibility in the area; Board discussion anddirections for any redrafting. During discussion of a policy proposal, the views of the public andstaff will be considered. Amendments may be proposed by Board members. An amendment will notrequire the policy go through an additional reading except as the Board determines that theamendment needs further study and an additional reading would be advantageous: This is an actionby the Board and may be placed on the consent agenda. Any revisions to a policy from the firstreading will not require the policy go through an additional reading, except as the Board determinesthat the revision(s) need(s) further study and an additional reading would be advantageous.

Adoption and Revision of Policies - BFC1-2

When, in the best interests of the district, immediate adoption of a proposed policy is necessary, the Boardmay adopt such policy at the first meeting in which it is presented.

Policies and amendments adopted by the Board will be attached to, and made a part of, the minutes of themeeting at which they are adopted and also will be included in the district’s board policy manual.

END OF POLICY

Legal Reference(s):

ORS 332.107ORS 332.505

OAR 581-022-1610OAR 581-022-1720

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Adoption and Revision of Policies - BFC2-2





Oregon City School DistrictCode: BFCA


Orig. Code(s): 1420

Administrative Regulations (AR)

Administrative regulations are detailed directions governing the operation of the schools district.

The superintendent is directed to formulate such administrative regulations appropriate, for theimplementation of policies adopted by the Board and necessary for the consistent operation of the district.

When approved by the superintendent, administrative regulations will be distributed and included inexisting policy books.

The Board may review any administrative regulation and may direct its revision if, in the Board’sjudgment, such administrative regulation is not consistent with adopted board policies.

END OF POLICY

Legal Reference(s):

ORS 332.107

OAR 581-022-1610OAR 581-022-1720

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Administrative Regulations (AR) - BFCA1-1




Oregon City School DistrictCode: BFD

Adopted: 1/01Revised/Readopted: 11/05/07; 3/10/14

Orig. Code(s): 1411

Board Policy Implementation

Effective Date of Policies

All new or amended policies shall become effective upon the day after adoption by the Board, unless aspecific effective date is included in the motion for adoption.

Policy Implementation

The superintendent and administrative staff shall implement the policies of the Board. The process ofimplementation may include the formulation of administrative regulations and procedures. Thesuperintendent may formulate administrative regulations and procedures to assist policy implementation.

It shall be the duty of the Board to evaluate the effectiveness of the policy and the effectiveness of theadministration’s implementation of the policy.

Policy Dissemination

The written board policies that govern the district shall be maintained in a policy manual which shall to beupdated by the district staff as new policies are developed or existing policies are revised or repealed.

Each member of the Board shall be provided with a current policy manual. Each Board member will beinformed how to access the current board policy manual.

Each district employee will be notified of the existence and availability of personnel policies.

Each school shall make available for inspection to the public and district employees, copies of the Board’spolicy manual. Each employee will be specifically notified of the existence and availability of personnelpolicies. The district shall make a copy of the Board’s policy manual available to the public and districtemployees. The Board’s policy manual will be considered a public record and will be open for inspectionat the district office during regular working hours.

The Board’s policy manual shall be considered a public record and shall be open for inspection at thesuperintendent’s office.

The superintendent shall provide channels for the dissemination of appropriate policies to the community.

END OF POLICY

Board Policy Implementation - BFD1-2

Legal Reference(s):

ORS 332.107ORS 332.505

OAR 581-022-1610OAR 581-022-1720

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Board Policy Implementation - BFD2-2





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Oregon City School DistrictCode: BFE


Orig. Code(s): 1412

Administration in the Absence of Policy

In cases where action must be taken within the school system where the Board has provided no guidelinesfor administrative action, the superintendent shall have the power to act, but his/her decisions shall besubject to review by action of the Board at its next regular meeting. It shall be the duty of thesuperintendent to inform the Board promptly of such action and of the need for policy.

END OF POLICY

Legal Reference(s):

ORS 332.107

OAR 581-022-1610

4/29/97*NC

Administration in the Absence of Policy - BFE1-1



Oregon City School DistrictCode: BFF


Orig. Code(s): 1413

Suspension of Policies

In the event of emergency or special circumstances, the operation of any individual policy, section orsections of Board policy, including those governing its own operational procedures, may be temporarilysuspended by a majority of the Board members at any regular, or special- or emergency meeting. Thissuspension, however, does not apply to any section of Board policy that may be established by law, or collective bargaining agreement or contract.

END OF POLICY

Legal Reference(s):

ORS 332.107

OAR 581-022-1610

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Suspension of Policies - BFF1-1



Oregon City School DistrictCode: BFG

Adopted: 11/05/07Orig. Code(s): BFG

Board Policy Review

To keep written policies current and relevant, the Board will periodically review and update its boardpolicies. The Board also will evaluate the implementation and effect of such policies. The superintendenthas continuing responsibility to alert the Board of all policies that may need revision.

END OF POLICY

Legal Reference(s):

ORS 332.107

OAR 581-022-1610OAR 581-022-1720

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Oregon City School DistrictCode: BFG-AR

Revised/Reviewed: 11/05/07Orig. Code(s): BFG-AR

Board Policy Continuous Review Cycle

(Is this being used?)Section ___

Policy Code/Title

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DistrictPracticeReflectsBoard/Super-intendentDirection

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Board Policy Continuous Review Cycle - BFG-AR1-5

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OSBA’sPolicy Update Code

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Oregon City School DistrictCode: BG

Adopted: 7/14/08Orig. Code(s): BG

Board-Staff Communications

The Board desires to maintain open channels of communication between itself and the district staff. Thebasic line of communication will, however, be through the superintendent.

Staff Communications to the Board

All formal communications or reports to the Board or any Board committee from principals, teachers orother staff members will be submitted through the superintendent. This procedure will not be construed asdenying the right of any employee to address the Board about issues which are neither part of an activeadministrative procedure, nor disruptive to the operation of the district. In addition, this procedure doesnot restrict protected labor relations communications of bargaining unit members. Staff members areinvited to Board meetings, which provide an opportunity to observe the Board’s deliberations on matters ofstaff concern district operation.

Board Communications to Staff

All official Board communications, policies and directives of staff interest and concern will becommunicated to staff members through the superintendent. The superintendent will provide appropriatecommunication to keep staff fully informed of the Board’s policies, priorities, concerns and actions.

Visits to Schools

Visits by Board members will be carried out only under Board authorization and with the full knowledgeof staff, including the superintendent, principals and other supervisors. School visits by Board memberswill be regarded as informal expressions of interest in school affairs and not as “inspections” or visits forsupervisory or administrative purposes. Official visits by Board members will be carried on only underBoard authorization and with the full knowledge of staff, including the superintendent, principals and othersupervisors.

END OF POLICY

Legal Reference(s):

OAR 581-022-1720

Anderson v. Central Point Sch. Dist., 746 F.2d 505 (9th Cir. 1984).Connick v. Myers, 461 U.S. 138 (1983).Lebanon Education Association/OEA v. Lebanon Community School District, 22 PECBR 323 (2008).

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Board-Staff Communications - BG1-1


Oregon City School DistrictCode: BHB


Orig. Code(s): 1270,; 1280

Board Member Development

The complexity of Board membership demands opportunities for development, study and training forBoard members. The Board places a high priority on the importance of a planned and continuing programof in-service education professional development for its members.

In order for Board members to develop leadership capabilities, become informed about current issues ineducation, and improve their skills as members of a policy-making body, Board members shall willparticipate in opportunities for professional development that may include, but not be limited to, thefollowing;

1. In-service activities planned by the Board and in-service planned by the administration for staffmembers, as appropriate.;

2. Participation in Board conferences, workshops, and conventions and trainings held by state andNnational Sschool Bboard Aassociations and other educational organizations.; New Board membersare particularly encouraged to attend training sessions sponsored by the Oregon School BoardsAssociation and other groups.

3. Subscriptions to publications addressed to the concerns of addressing Board members relatedtopics.;

4. New member orientation, is provided by the Board and staff to assist the new members to become inbecoming fully informed about the Board’s functions, policies, procedures, and problems. In theinterim between election or appointment and assuming office, the new member may be invited toattend all meetings and functions of the Board, including executive sessions, but will not be a votingmember until assuming office. New members not yet seated will receive all reports andcommunications normally sent to Board members, including agenda packets and policy manual.

New Board members are particularly encouraged to attend training sessions sponsored by theOregon School Boards Association and other groups.

Recognizing the need for continuing training and development of its members, the Board encourages theparticipation of all members at appropriate conferences, conventions and workshops. However, in ordertTo control both the investment of time and funds necessary to implement this policy, the Boardestablishes these principles and procedures for its guidance.

1. The superintendent will inform Board members, in a timely manner, of impending upcomingconferences, conventions, and workshops and trainings. The Board will decide which meetingsappear to be most likely to produce the greatest benefit to the Board and the district.

Board Member Development - BHB1-2

2. Funds for participation at such meetings professional development will be budgeted included in thedistrict budget. When funds are limited, the Board will designate which of its members would bemost appropriate to will participate at a given meeting or training.

3. If authorized by the Board to attend, and approved by the whole Board, Board members who attendcontinuing training and development activities will be reimbursed, upon request, for reasonable andnecessary expenses, actually incurred.

4. When a conference, convention, or workshop or trainings is not attended by the full Board, thosewho do participate may be requested to share, by means of written or oral reports, information,recommendations, and materials acquired at the meeting by means of written or oral reports.

END OF POLICY

Legal Reference(s):

ORS 332.018(3)ORS 332.107

OR. ETHICS COMM’N, OR. GOV’T ETHICS LAW, A GUIDE FOR PUBLIC OFFICIALS.

10/08/15*PH

Board Member Development - BHB2-2



Oregon City School DistrictCode: BHD

Adopted: 11/05/07Revised/Readopted: 2/10/14

Orig. Code(s): BHD

Board Member Compensation and Expense Reimbursement

No Board member will receive any compensation for services other than reimbursement for approvedexpenses actually incurred on district business. Such expenses may include the cost of attendance atmeetings, conferences or visitations when such attendance has been approved by the Board.

Board members may be reimbursed, when paid admission is required of the general public, for attendingdistrict athletic events and other activities as part of their responsibilities of being informed about districtoperations. When paid admission is required of the public, Board members may be reimbursed forattending district events and other activities when their attendance is consistent with board responsibilitiesand district operations. (See Board policy DFEA - Admission to District Events). The district willestablish accounting procedures consistent with this policy.

END OF POLICY

Legal Reference(s):

ORS 244.020ORS 244.040ORS 332.018(3)

OR. GOV’T STANDARDS AND PRACTICES COMM’N, STAFF OPINION 02S-015 (May 20, 2002).OR. GOV’T STANDARDS AND PRACTICES COMM’N, STAFF OPINION 03S-015 (Sept. 11, 2003).

4/28/16*PH

Board Member Compensation and Expense Reimbursement - BHD1-1




Oregon City School DistrictCode: BI

Adopted: 11/05/07Orig. Code(s): BI

Board Legislative Program

The Board will represent the district’s interests in legislative action to promote the welfare of publiceducation in the state of Oregon or will direct those interests to be represented through the superintendentor designee.

The Board will periodically study, discuss and weigh the merits of pending legislation for the purpose ofdetermining its official position through Board action.

Board members, individually or as members of professional organizations, will not seek to represent anyother positions on legislative matters unless it is made clear that such representation is not the officialstand of the district.

END OF POLICY

Legal Reference(s):

ORS 332.107

HR10/08/15*PH

Board Legislative Program - BI1-1


Oregon City School DistrictCode: BJ


Orig. Code(s): 1290

Board Memberships

The Board shall maintain memberships in those professional, educational, and community associationsand groups as approved by the Board.

The Board shall subscribe to such professional or educational journals or publications as approved by theBoard. The superintendent is authorized to pay the subscription fees for such publications from districtfunds.

The Board will maintain memberships in the national and state school board associations and may take anactive part in the activities of these groups.

It may also maintain memberships in other educational organizations that the superintendent and Boardfind to be of benefit to members and district personnel.

The materials and benefits of institutional memberships will be distributed and used to the best advantageof the Board and the staff

END OF POLICY

Legal Reference(s):

ORS 332.105(2)ORS 332.107

10/08/15*PH

Board Memberships - BJ1-1



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