Transcript Effective Local School Councils

How to Be An Effective Local School Council and
Local School Council Member
Module 2
Office of Local School Council Relations
125 S. Clark Street, 5th Floor
Chicago, IL 60603
P. 773-553-1400 F. 773-553-1402
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Changes to LSC & OMA Law
• New member, a non-teacher staff member, was added to the
LSC.
• Full membership on Elementary LSCs is now twelve (12).
• Full membership on High School LSCs is now thirteen (13).
• Quorum Requirements for Elementary and High Schools is
now seven (7).
• Opportunity must be provided to the public to address the
LSC at every public meeting
• LSC must approve minutes within 30 days or at the second
regularly scheduled following the meeting where the minutes
were taken, whichever is later.
• Approved minutes must be available to the public within 10
days of approval.
• The changes listed above are effective January 1, 2011
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Objectives of Module II
To understand:
• The importance of team building
• The requirements of the Open Meetings Act and Illinois
School Code for LSC meetings and the conduct of LSC
business
• The requirements and purposes of the annual organizational
meeting
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Objectives of Module II
How to conduct effective meetings,
including knowing the requirements
for:
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Meeting Notices and Agendas
Quorum for Meeting
Motions
Voting on Different Matters
Minutes
Convening closed sessions or meetings
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Traits of Cooperative Relationships
Among LSC Members
• All LSC members understand the proper role,
responsibilities, powers and duties of LSCs and LSC members
• Principal and LSC members share information equally with
each other
• Collaboration with Principal and among all LSC members
• Communication with Principal and among all LSC members
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Tips for Conducting Effective
Meetings
• Request from the Principal and review information and
documentation (e.g., SIPAAA, Budget, Budget transfers,
Contracts, Internal Accounts Reports, meeting minutes)
before meetings at which information will be acted on
• Arrive on time for meetings and remain in attendance for
entire meeting
• Start meetings on time
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Tips for Conducting
Effective Meetings
• Fully and freely discuss issues
• Allow all members to participate in discussion
• Address each other, the principal, parents and the public
with respect and courtesy
• Deal constructively with conflict
• Allow parents and the public to address LSC regularly
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Annual Organizational Meeting
The Illinois School Code requires that LSCs:
• Hold this meeting every year between July 1 and July 14
and take the following actions at the meeting:
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Annual Organizational Meeting
– Elect officers for 1 year term ending the following June
30:
• Chairperson or President (must be a parent member)
• Secretary (may be any member)
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Annual Organizational Meeting
– Establish schedule of regular meetings for the school year
(including dates, times and locations)
• The schedule of regular meetings must be made
available to parents and the community
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Annual Organizational Meeting
• Different Ways to Call Meeting:
– The LSC may set the date and time of the meeting by
voting at an open meeting
– Prior to the end of his/her term in office on June 30,
the Chair may call the meeting as a special meeting
(Chair may poll members on a convenient date and
time)
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Annual Organizational Meeting
Different Ways to Call Meeting:
– Either before or after June 30, any four members
(including the principal) may call meeting as a special
meeting (any of the four members may poll other
members on a convenient date and time).
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Annual Organizational Meeting
– If called as a special meeting, all members must be
notified in writing of the date, time, place and purpose of
the meeting before the meeting (we recommend that the
members be notified as soon before the meeting as
possible)
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Annual Organizational Meeting
At organizational meeting, LSCs may also:
Elect:
• A Vice-Chairperson (may be any member but it is
recommended that a parent member be selected
to fill this office)
• A Parliamentarian/Sergeant-at-Arms (may be any
member)
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Annual Organizational Meeting
Designate:
A Member/Officer to take on-line training on OMA and FOIA and
to serve as LSC’s FOIA Officer
Establish/Reestablish LSC committees:
•
Budget
•
SIPAAA
•
Bylaws
•
Principal Evaluation
•
Safety/Discipline, etc.
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Annual Organizational Meeting
– Adopt/Re-adopt Bylaws and/or establish a Bylaws
Committee to review and revise Bylaws and present
revisions to LSC for approval
Note: Any new or revised Bylaws must be also be
approved by the Office of Local School
Council Relations
– Adopt/Re-adopt Rules of Procedure/Order for all
meetings
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Sample Organizational Meeting Agenda
XYZ School Local School Council
Address of School
Annual Organizational Meeting
In the School Library
Wednesday, July 7, 2010
4:00 p.m.
Agenda
1. Call To Order (Principal or Outgoing
Chairperson)
2. Roll Call/Establishment of Quorum
3. Select Temporary Chairperson for Meeting
4. Select Temporary Secretary for Meeting
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Sample Organizational Meeting Agenda
(Cont’d)
5. Nominations for, and selection of,
Chairperson
6. Nominations for, and selection of,
Secretary
7. Nominations for, and selection of, ViceChairperson [Optional]
8. Nominations for, and selection, of OMA/FOIA Officer (per
Amendment to FOIA)
9. Establish Regular Meeting Schedule for
School Year (Dates, Times, Locations)
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Sample Organizational Meeting Agenda
(Cont’d)
10. Establish/Re-establish LSC
Committees [Optional]
11. Adopt/Re-adopt Bylaws [Optional]
12. Adopt/Re-adopt Rules of Order/
Procedure [Optional]
13. Announce First Regular Meeting
Date and Time
14. Public Participation [Optional]
15. Adjourn
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Officers’ Roles
Chairperson
– Only Parent Member may fill this office
– Presides at and conducts orderly meetings at which
all members are given equal opportunity to
participate
– Facilitates fair, frank and respectful discussion and
debate among LSC members
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Officers’ Roles
Chairperson
— May make motions and vote on motions
– Involves other LSC members in preparation of
meeting agendas
– Posts/Ensures posting of meeting notices and
agendas in compliance with Open Meetings Act and
the Illinois School Code
– Signs official CPS records and documents to indicate
LSC approval of action or decision reflected in record
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or document
Officers’ Roles
Chairperson
– Calls special meetings as necessary, giving all other
members notice in writing of time, place and purpose
of meetings and posting or ensuring posting of
notices and agendas for such meetings in compliance
with the Open Meetings Act
– Other than the matters listed above, the Chairperson
exercises no more power or authority than any other
LSC member
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Officers’ Roles
Secretary
– Any member may fill this office
– Takes minutes at all LSC meetings (both open and
closed)
– Transcribes and prepares draft minutes of all
meetings in a timely manner for LSC approval
– Provides draft minutes to all LSC members in advance
of the meeting at which LSC will consider approval of
minutes
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Officers’ Roles
Secretary
– Revises draft minutes as directed by LSC and submits
revised minutes for LSC approval
– Maintains copies of all approved written meeting
minutes and video/audio tapes of closed meetings
– Makes approved minutes available for public
inspection within seven (7) days of approval
– Drafts any LSC correspondence as directed by LSC
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Officers’ Roles
Vice-Chairperson
– Any member may be selected to fill this office but
selection of a parent member is recommended
– Acts in Chairperson’s absence:
• Presides at Meetings
• Signs official CPS documents and records after LSC
votes to approve action/decision reflected in
document or record
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Bylaws
• Bylaws are rules and procedures that govern how LSCs
function
• Bylaws must be consistent with Illinois School Code
provisions and Board Rules and Policies concerning Local
School Councils
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Bylaws
• Model Bylaws are included in the LSC Reference Guide
• LSCs may adopt and revise the Model Bylaws to their specific
LSC
• Any revisions (other than to add the name of the LSC) to the
Model Bylaws must be approved by the Office of Local
School Council Relations
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The Open Meetings Act (OMA)
Applies whenever:
– At least a majority of a quorum of an LSC (4 members) will
gather or gathers to discuss LSC business
* Quorum in elementary schools (6 members)
* Quorum in high schools ( 7 members)
– At least a majority of a quorum of any LSC committee
gathers to discuss LSC or committee business
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OMA Requirements For
Meetings, Notices and Agendas
• All meetings must be held at times and places convenient and
open (accessible) to the public
• Regular meetings may be held on legal holidays but special
meetings may not
• Notices and agendas for all meetings, open or closed, must be
posted at least 48 hours prior to all meetings at the school and
other meeting location (if applicable) in a location visible to the
public from outside the school*
* Marquees (Posting on marquees does not comply with OMA)
• Clearly and specifically identify on meeting agendas all items to
be discussed or acted on by the LSC (by voting)
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OMA Requirements For
Meetings, Notices and Agendas
• After posting, the LSC may vote to amend meeting agendas
to add or remove items not specifically included on the
original posted meeting agenda
• Any items added to agenda by amendment after posting
may only be discussed at a meeting and may not be voted on
at same meeting
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OMA Requirements For
Meetings, Notices and Agendas
• All LSC votes must take place in public (in open sessions) by roll
call, voice vote or show of hands
• LSC members may not vote by proxy or written or secret ballot
• Unless a meeting notice and agenda have been posted, no LSC
business may be discussed by four or more LSC members at
any social gathering
• LSC must maintain written minutes of all LSC and LSC
committee meetings, including closed meetings or sessions
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OMA Requirements For
Meeting Minutes
Written minutes of meetings must include
the following:
• The date, time and place of the meeting
• The members present and whether they are physically
present or present by means of video or audio
conference
•
The members absent
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OMA Requirements For
Meeting Minutes
Written minutes of meetings must include
the following:
• A summary of the discussions on all matters proposed,
deliberated or decided and a record of any votes taken
Note: A verbatim (word-for-word) record of members’
discussions and/or comments during public
participation is not required in the minutes
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Recommendations for Additional
Content of Meeting Minutes
In addition to the contents of minutes required by the OMA,
we recommend that they also reflect:
• Whether a quorum was present and, if so, the time at
which the quorum was established if it was not
present when the meeting was called to order
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Recommendations for Additional
Content of Meeting Minutes
• The time that members arrived if they arrived late
• The time that members left the meeting if they left
before it adjourned and whether their departure
resulted in the loss of quorum
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Illinois School Code Requirements
for LSC Meetings
– The physical presence of a quorum at meetings for the LSC
to take formal action:
6 members in elementary schools
7 members in high schools
– Written notice of the time, place and purpose of special
meetings to all LSC members must be given before such
meetings by the chairperson or four members, whichever
is calling the meeting
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OMA Requirement For
Closed Meetings or Sessions
LSCs may schedule closed meetings or may conduct closed
sessions during the course of open meetings to discuss only the
following matters:
– Litigation impacting the LSC or LSC members
– The evaluation, retention, selection, or request for
dismissal of a contract principal
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OMA Requirement For
Closed Meetings or Sessions
– Adding terms (addenda) to a principal’s performance
contract
– The selection of a candidate to fill a vacancy on the LSC
– The review (at least every 6 months) of minutes of closed
meetings or sessions, including whether to maintain their
confidentiality (the vote on that matter must be taken in
an open session)
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OMA Requirement For
Closed Meetings or Sessions
• To schedule a future closed meeting or to go into a closed
session during an open meeting, requires:
• A motion stating the matter to be discussed and a second
• A vote by majority of serving members approving the
motion
• If the LSC votes to schedule a future closed meeting, a notice
and agenda must be posted for the meeting at least 48 hours
before the meeting at the school and other meeting location (if
applicable)
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OMA Requirement For
Closed Meetings or Sessions
• Only the matter specified in the motion to conduct a closed
session or meeting may be discussed in the closed session or
meeting
• All closed sessions or meetings must be video or audiotaped
• Written minutes of closed sessions or meetings must also be
taken of closed sessions or meetings
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OMA Requirement For
Closed Meetings or Sessions
• Tapes of closed sessions or meetings must be retained
for at least 18 months and may be destroyed only after
the LSC approves written minutes of the closed session
or meeting that comply with the OMA requirements for
minutes
• The closed session tape is not subject to disclosure under
the Freedom of Information Act
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OMA Requirements For
Participation in Meetings
By Electronic Means
The OMA allows members to participate in LSC meetings by video
or audio conference if all of the following requirements are met:
– The inability to attend the meeting in person
must be due to:
personal illness or disability
employment purposes
LSC business
family or other emergency
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OMA Requirements For
Participation in Meetings
By Electronic Means
– The LSC member must notify the principal, LSC Secretary
or LSC Chairperson before the meeting unless giving
advance notice is not practical
– The LSC must have adopted or must adopt a rule
conforming to the requirements of the OMA for
participation by video or audio conference
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OMA Requirements For Participating
in Meetings By Electronic Means
– A quorum (6 members in elementary schools and 7
members in high schools) must be physically present
at meeting
– A majority of the serving members must vote to allow
the absent member to participate by video or audio
conference
– LSC may impose additional requirements for
participating by video or audio conference, e.g., that
participation of members by such means be
mentioned in the agenda for the meeting
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Quorum Requirements
• A quorum of an elementary school LSC is always six (6)
members regardless of the number of vacant positions on the
LSC
• A quorum of a high school LSC is always seven (7) members
regardless of the number of vacant positions on the LSC
• For LSC Committees, the quorum is a majority of the full
membership of the committee or unless LSC has decided
otherwise
• If no quorum is present, LSC or committee may discuss, but may
not vote on, any matters on the agenda for the meeting
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Voting Rules
• Voting can take place only in open (public) meetings and only
when a quorum of the LSC members is physically present
• General motions require an affirmative vote of a majority of
the currently serving members (Note: The “currently serving members”
include any members absent from the meeting)
• Selection of a new contract principal requires 7 affirmative or
“yes” votes (Note: current principal and student cannot vote or be counted for quorum
purposes)
• A transfer of funds from a previously approved budget
allocation requires approval by a super majority: seven (7)
members in elementary schools and eight (8) members in high
schools
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Example Scenario No. 1
• At an elementary school LSC meeting, 7 members are
present.
• A motion is made and seconded to transfer $2000 in SGSA
funds from supplies (53405) to the teacher salary line
(51100)
• After all members who wish to speak on the
question/motion have done so, the Chairperson calls the
Question for a vote
• There are 6 “yes” votes and 1 “no” vote
– Question: Does the motion to transfer funds pass?
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Answer
No. Transfers of funds require supermajority
votes of 7 members in elementary school
LSCs for approval.
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Example Scenario No. 2
• At a high school LSC meeting, 7 members are present and
there are 3 vacancies.
• A motion is made and seconded to approve the budget as
amended
• After all members who wish to speak on the
question/motion have done so, the Chairperson calls the
Question for a vote
• There are 5 “yes” votes and 2 “no” votes
– Question: Does the motion pass?
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Answer
Yes. Motions to approve a budget amendment are routine
motions that require only the vote of a simple majority of the
serving members. If there are 3 vacancies on a high school
LSC, there are 9 serving members and 5 is a simple majority of
9.
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Example Scenario No. 3
• At an elementary school LSC meeting, 5 members are
present and there are 5 vacancies
• A motion is made and seconded to approve a fundraiser
proposed by the PTA to be conducted in the school
• After all members who wish to speak on the
question/motion have done so, the Chairperson calls the
question for a vote
• There are 5 “yes” votes and 0 “no” votes
– Question: Does the motion pass?
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Answer
No. If there are 5 vacancies, there are 6 serving
members. A majority of 6 is 4. The motion received
one more vote than needed. However, the motion
does not pass because a quorum of 6 members was
not present at the meeting.
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Example Scenario No. 4
• At a high school LSC meeting, 12 members are present
• A motion is made and seconded to go into closed session to
discuss security problems in the school.
• After all members who wish to speak on the
question/motion have done so, the Chairperson calls the
question for a vote
• There are 7 “yes” votes and 5 “no” votes
– Question: Does the motion pass?
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Answer
Yes, the motion passes. However, if the LSC goes into
executive session to discuss security problems in the school, it
would be in violation of the OMA. Security problems in a
school is not one of the subjects that the Act allows public
bodies to discuss in a closed session or meeting.
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Example Scenario No. 5
• In an elementary school LSC, 6 members (excluding the
principal) are present and there are 2 vacancies
• A motion is made and seconded to offer the current contract
principal a new four-year contract
• After all members who wish to speak on the
question/motion have done so, the Chairperson calls the
question for a vote
• There are 5 “yes” votes and 1 “no” vote
– Question: Does the motion pass?
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Answer
Yes. The required quorum of 6 members, not counting the
principal, was present. There are 8 serving members, not
counting the principal. 5 is a simple majority of 8. When the
LSC considers renewing the current principal’s contract, the
principal is not counted for purposes of establishing a quorum
or for determining how many members are serving and does
not have a vote on the renewal of his or her contract.
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Some Important Things to Know
• The chair signs documents or records to
indicate the LSC’s approval of the action or
decision reflected in the document or record,
even if the chair voted against the action or
decision
• All members are entitled to a copy of the
School Improvement Plan and School Budget,
including the salaries of all school staff
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Some Important Things to Know
• The council may overrule a ruling relating to meeting
procedure by the chair by a motion and vote
• The chair or any 4 members, including the principal, may call
a special meeting
• Chair may make motions and vote on motions
• Other than presiding at meetings and signing official
documents and records, the chair exercises no more
authority than any other member
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Some Important Things to Know
• The Chairperson and Secretary serve oneyear terms and cannot be removed from
office by a vote of the council
• However, if an officer has missed 3
consecutive regular meetings or 5 regular
meetings in a 12 month period he or she
may be removed from the LSC just as any
other member
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