2210 - Organization and Dissolution of Advisory Committees

Policy: Organization and Dissolution of Advisory Committees	Policy Number: 2210
Date of Original Policy: 07/10/2002	Date Revision Adopted: 10/14/2020
Reviewed by Policy Committee: 09/16/2020	Date of Next Review: 08/01/2023
Replacement of Policy Number: 2210

Advisory Committees of the Board: 
 
The Board and/or the President of the Board may at its discretion establish committees for the purpose of undertaking a specific task in connection with Board activity.  These committees, however, cannot make legal decision for the entire Board.
 
At the request of the Board, the President shall appoint temporary committees consisting of fewer than the full membership for special purposes.  These committees shall be discharged on the completion of their assignment.  The President of the Board shall be ex-officio member of such committees.
 
The Board of Education shall seek the advice of the Superintendent before establishing or dissolving any advisory committee.
 
Specific topics for study or well defined areas of activity shall be assigned in writing to each committee immediately following its appoint¬ment.  Each committee shall be instructed as to:
 
    a)    Length of time each member is being asked to serve;
 
    b)    The service the Board wishes it to render;
 
    c)    The resources the Board intends to provide;
 
    d)    The approximate dates on which the Board wishes it to submit reports;
 
    e)    The approximate date on which the Board wishes to dissolve the committee;
 
    f)    The relationship the committee has to the Board;
 
    g)    The relationship the committee has to the individual Board members;
 
    h)    The relationship, the committee has to the Board member assigned to provide liaison, to the Clerk, the Superintendent, the committee assistant, and the remainder of the professional staff.
 
Upon completing its assignment, each committee either shall be given new problems or shall be dissolved promptly, but shall not be allowed to continue for prolonged periods without a definite assignment.
 
The Board of Education shall have sole power to dissolve any of its advisory committees and shall reserve the right to exercise this power at any time during the life of any committee.
 
Prospective Members and Appointments to Advisory Committees
 
All appointments of citizens to advisory committees for the Board shall be approved by the Board.
 
All appointments of staff members to citizens' advisory committees for the Board shall be made by the Superintendent with the approval of the Board.
 
a)    Correspondence
 
Correspondence between the Board and its committees shall ordinarily be conducted by the appointed committee chairperson with the advice of the President. The Chairperson shall transmit the contents of any communication from a committee to the Board at its next meeting.
 
b)    Joint Meetings
 
When a committee is ready to submit a periodic report on its final report on each assigned topic, the Board shall, upon request, attempt to arrange a joint meeting for the purpose of receiving the report. A summary of agreements, requests, and major viewpoints expressed in each joint meeting shall be prepared by the Chairperson(s) and copies sent to the Board and to the committees.
 
Liaison Personnel to Advisory Committees
 
The Board shall appoint one of its members to provide a liaison with each of its committees. A Board member serving in such capacity shall meet or communicate with the committee as he/she deems appropriate.
 
The Superintendent shall serve as a channel of communication between his office and all Board committees. He/she shall meet or communicate with committees and committee chairperson as he deems proper, keeping informed as to activities, providing for the use of resources, and advising in the preparation of reports. In the absence of the Superintendent, he/she shall appoint a member of the administrative staff to fulfill this function. Such staff member shall report his own and all committee activities directly to the Superintendent.
 
Resources Available to Advisory Committees
 
Advisory committees shall be encouraged to draw upon a wide variety of resources both inside and outside the school system. Each committee shall be particularly encouraged to draw upon the talents of other local residents and to recommend to the Board the official appointment of any such additional members as the committee desires.
 
At the request of any committee, the Superintendent shall appoint a member of the professional staff to assist it in carrying out the work assigned to it by the Board. Such committee assistants shall be responsible to the Superintendent.
 
Arrangements for the use of supplies, equipment, and personnel from within the school system shall be made through the committee chairperson.
 
Expenditure of District funds by any advisory committee shall be made only upon prior approval of the Superintendent or Board of Education.