Special Meeting Minutes of the Board of School Commissioners - May 2, 2026

DOWNLOAD MINUTES 

 

 

Special Meeting of the Board of School Commissioners

Saturday, May 2, 2026

 

 

Call to Order

Meeting Called to Order at 8:10 by Chair Seward

The purpose of today’s meeting is to create policies that would support the shift to Policy Governance, which the Board has been exploring and engaging in professional development since October 2025. Jeanne reviewed Policy Governance concepts, including the core role of the Board:

·         Ownership linkage/representation of stakeholders

·         Policy development

·         Policy monitoring

The policies represent the will of the Board, and will be written in 4 sections:

1.0 Ends (Superintendent)

2.0 Executive Limitations (Superintendent)

3.0 Governance (Board)

4.0 Board Management (Board)

Jeanne facilitated the process of reviewing drafted policies, which will then be revised based the discussion.

The Board monitors their work on 3.0 and 4.0 components, while holding the Superintendent accountable for 1.0 and 2.0.  The Board governs to ensure “Ends” are achieved, legally and morally.

The board began reviewing the drafted documents, beginning with Board Governance.

4.0 Board Governance

In discussion of 4.2, the Board Job Description- the Board agreed to include determining the expenditure of surplus funds, determining the expenditure of long-term reserves (which are both in law).  Additionally, they agreed to include the recruitment, hiring, and negotiating a contract with the Superintendent and advocating for legislative change that positively impacts the students of Rutland City Public School’s public education. We will also add a responsibility for the Board to present a budget to the public for approval through a vote.

The Work Plan should include practicing scenarios. Items like the CTE Needs Assessment would fall under the Superintendent’s report (of incidentals). The Board agreed that their Work Plan would fall August-July, with approval no later than the start of the school year.

Under “Agenda Planning”, number 2., the board agreed to add language that “…the Chair, in consultation with the Clerk and Superintendent, will screen agenda items to ensure that they relate to the board’s job description... (add the questions included in the draft)”

 Under #3, regarding the consent agenda, rather than “approval”, it would say “voting”.

Practice getting into the habit of responding to New Business with “I will consider that for the next agenda”.

Remove “Old Business” and “New Business” from the agendas, as it’s not needed.

Consent of the Agenda would be the place where someone wants to add something to the agenda.

Revisiting policies/executive limitations do not need to follow the numeric order that they are in. (i.e., Budget Policies before Budget season), and consider length during various times of the year (i.e., Budget time)

Under 4.4, The Chair’s Role, 2.A. A clause will be added that we follow Robert’s Rules (as required by statute).

Regarding “Avoiding Conflicts”, language will be added that includes a potential conflict. Additionally, information will be added that the board member will not participate in deliberations when a conflict of interest is present.

Also under 4.5, #4 language will be added to include quasi-judicial and executive sessions.

If a new policy were to be needed, it would go on the agenda for a vote, with background provided in the Superintendent's report.

The Board began reviewing section 3.0, Board-Management Delegation. Then moved to review Executive Limitations.

Jeanne will make revisions based on the review today in preparation for the May 12^th Board meeting, where the Policies will be on the agenda for a “first reading.” Recommendations will be provided to Jeanne regarding sections 2.3 and 2.4 from Pam, after consulting with RCPS Administrative Team.

 

Adjournment

Motion to adjourn by consensus at 12:30 pm.

 

Respectfully Submitted,

Pamela Reed, Superintendent