STANDARD OPERATING
PROCEDURES
The mission of the
Approved by the Hitchcock ISD Board of Trustees: August 10, 2004
Table of Contents
|
Quick Reference Phone Directory .. |
2 |
|
Board of
Trustees
|
2 |
|
Hitchcock
ISD
|
2 |
|
Administration |
2 |
|
Campuses |
2 |
|
Departments |
2 |
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Developing Board Meeting Agenda |
3 |
|
Who can place items on agenda? |
3 |
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Items that cannot be on the agenda . |
3 |
|
Use of Consent Agenda .. |
3 |
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Member Conduct During Board Meetings . |
3 |
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Patrons shall address the Board as follows: |
3 |
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Board Response to Patrons Addressing the Board . |
3 |
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Non-allowable Comments (Board/audience) . |
4 |
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Hearings and Open Forums |
4 |
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Discussion of Motions |
4 |
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Voting . |
4 |
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Citizen Request/Complaint to Individual Board Member .. |
4 |
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Employee Request/Complaint to Individual ... |
5 |
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Visitation to Campus .. |
5 |
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Communications |
5 |
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Evaluation of the Superintendent .. |
6 |
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Evaluation of the Board . |
6 |
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Criteria and Process for Selecting Board Officers . |
6 |
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Role of Board in Executive Session .. |
6 |
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Media Inquiries to the Board . |
6 |
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Anonymous Phone Calls/Letters |
7 |
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Reviewing Board Operating Procedures |
7 |
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Pagers and Cellular Phones |
7 |
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Board Conferences and Conventions Procedures .. |
7 |
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Board Travel Reimbursement Procedures . |
8 |
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Pat Turner, President |
409-256-4535 |
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Ted Robinson, Jr., Vice President |
409-986-7973 |
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Estelle Holmes, Secretary |
409-986-5634 |
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Mark Morgan, Member |
409-986-6614 |
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Jimmy Anderson, Member |
409-316-0168 |
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Monica Cantrell, Member |
409-986-1251 |
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Tom Ivey, Member |
409-986-9211 |
Administration
|
|
|
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Barbara Wilson,
Superintendent |
|
409-986-5514 |
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Elsie I. Schiro, Business Official |
|
409-986-5514 |
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Bonnie Palmer, Curriculum
Dir. |
|
409-986-4461 |
|
|
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Campuses
|
|
|
|
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John Montelongo,
Principal |
409-986-5581 |
|
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Randy Dowdy, Principal |
409-986-5528 |
|
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Barbara Trahan, Principal |
409-986-5561 |
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|
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Departments
|
|
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Kids First Head Start
|
TBA, Director |
409-986-6633 |
Greater
|
Susan Bowles, Director |
409-986-6331 |
Student Support Services
|
Jane Ankney,
Director |
409-986-5639 |
Technology
|
Gerald Hughes, Director |
409-986-4461 |
Food Service
|
Kathy Goodwyn,
Director |
409-986-6462 |
Transportation
|
Roshinda Haynes, Site Supervisor/Hitchcock |
409-986-9794 |
Maintenance
|
John Wells, Director |
409-986-7810 |
HISD Nursery/After School Program
|
Debbie Barrett, Director |
409-986-7962 |
$
Tentative
agendas are created by the administration and presented to the Board.
$
Board
members must request to the Superintendent or Board President in advance any
item they wish to have considered for placement on the agenda.
$
In
accordance with the Texas Open Meeting laws, no item can be placed on the
agenda less than 72 hours in advance of the meeting except in an emergency as
per the Texas Education Code.
$
All
personnel issues must be conducted in an executive session unless specifically
required by the Texas Open Meeting Law.
$
Anything
that violates right to privacy, i.e. Texas Open Meeting Act, Texas Open Record
Act, cannot be placed on the agenda.
$
Minutes
of regular and special called board meetings and other items mutually agreed
upon by board members.
Any time four or more Board members are gathered to discuss school
business, it is considered a meeting.
$
During
the public participation portion of the agenda, comments and concerns can be
made to the Board of no longer that 5 minutes in duration if the participant
has signed up to speak on the form provided by the district. [See BED (LOCAL)]
Complaints for which other resolution channels are provided shall be directed
through those channels.
$
May
comment on any item on the agenda during the public participation portion of
the agenda if signed up to speak on the form provided by the district.
$
Board
members can hear comments.
$
Board
President may direct administration to investigate item(s) and report to the
Board at a designated meeting.
$
Board
President recognizes any Board member prior to that member asking clarifying
questions.
$
Board
President designates time limits for patrons.
$
Board
members cannot respond to patrons during the meeting and are not required to
respond at any time.
$
Board
members cannot deliberate or decide anything regarding a subject that is not included
on the agenda. Only specific information
or recitation of existing policy may be furnished in response to inquires.
$
The
Board will not entertain comments on individual personnel in public session
(employees or Board Members).
$
The
Board will not entertain comments on individual students in public session.
$
During
hearings and/or open forums, the Board is assembled to gather input only.
$
The
Board will not answer questions or enter into a two-way dialogue except with
their attorney in the case of an employee hearing.
$
Rules
for the open forum will be strictly adhered to:
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Board
will limit response to 5 minutes per testifier.
$
Board
will accept written and/or oral testimony.
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Board
will not allow duplicate testimony.
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Board
President and/or board=s attorney is
sole judge.
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Board
will not allow any derogatory comments.
Board shall observe parliamentary procedures as detailed in Robert=s Rules of Order or as spelled out in
Board policy.
$
All
discussion shall be directed solely to the business currently under
deliberation.
$
The
Board President has the responsibility to keep the discussion to the motion at
hand and shall halt discussion that does not apply to the business before the
Board.
The Board President has the right to recognize a Board member
prior to giving their comments. The
President may make motions, second motions, and enter into debate.
$
The
Board President will vote on all action items.
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In
case of a tie vote, the item is tabled and returned on the next agenda as an
action item.
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A
Board member should hear the citizen problem for full understanding of persons
involved, date and place.
$
Repeat
the problem verbatim to citizen.
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Issue
chain of command to citizens.
$
Remind
the citizen of due process and that the Board member must remain impartial in
case the situation goes before the Board.
Board members do not and should not investigate complaints.
$
Refer
citizen to appropriate person/chain of command.
MUST GO THROUGH COMMAND CHAIN.
$
Board
member should refer complaint to the Superintendent within 72 hours.
$
The
Superintendent will respond to the citizen.
$
Any
citizen complaint not accompanied by name, signature, address, and phone number
of complainant will not be considered by the Board and/or the administration.
$
The
Board member will hear employee=s problem for full understanding of persons involved, date and
place.
$
Repeat
the problem back verbatim to the employee.
$
Issue
chain of command to the employee.
$
Remind
the employee of the due process procedure and remain impartial. Board members do not and should not
investigate complaints.
$
Refer
employee to appropriate person/chain of command. MUST GO THROUGH COMMAND CHAIN.
$
Board
member should talk with the Superintendent for any complaint within 72 hours
relaying communication.
$
The
employee will hear from the Superintendent within a timely fashion unless the
employee requests no response from the Superintendent or by mutual consent some
other means of communication is utilized.
$
Anonymous
employee complaints will not be considered.
$
Same
policy applies to all citizens, including board members.
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All
transactions will go through the office.
(Check-In)
$
Visitors
will be escorted to each of the various locations so that they may be located
in the event of an emergency situation.
$
Except
for routine items with your child, you must call the principal before arriving
on campus.
$
The
only exceptions to these rules are those approved by the Board in a called
board meeting.
$
Visitors
violating the visitation policy will be escorted from the campus.
$
The
Superintendent will communicate with Board members via telephone,
administrative reports.
$
The
Superintendent will consult with the Board President on a routine basis to discuss
issues of the District.
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The
Superintendent will communicate information in a timely fashion to all Board members.
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Requests
for information to the Superintendent from a Board member will be communicated
to all Board members.
$
The
Board will keep the Superintendent informed via mail, telephone.
$
The
Board will communicate with its community through public hearings, regular
Board meetings, and publications.
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Unless
otherwise approved by the Board, individual Board members cannot speak in an
official capacity outside the Boardroom.
$
The
Board President obtains input from all other members on the Board approved
indicators.
$
Evaluation
is conducted by consensus in executive session.
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Evaluation
will generally be conducted in January.
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The
Superintendent and Board evaluation are the same - TEAM OF EIGHT.
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Evaluation
is conducted by consensus in executive session.
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Evaluation
is conducted every February.
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Officers
are nominated and elected annually following the reorganization of the Board
after the May election.
$
Election
is held in May of each year.
ROLE AND AUTHORITY OF BOARD MEMBER AND/OR
BOARD OFFICERS set down
by State statute
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No
Board member or officer has authority outside the Board meeting.
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No
Board member can direct employees in regard to performance of their duties.
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President:
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Shall
preside at all Board meetings.
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Appoint
committees
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Shall
call special meetings
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Sign
all legal documents required by law
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Vice
President:
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Shall
act in capacity of President in absence of President.
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Secretary:
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Insure
that accurate records are kept.
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Acting
in absence of President and Vice President, the Secretary shall call the
meeting to order and elect a President Pro-Tem.
$
Countersign
all warrants.
$
Board
can only discuss those items listed on the executive agenda and as limited by
law.
$
Board
must vote in public session.
$
Information
discussed during the executive session must remain confidential.
$
The
Superintendent shall be the official spokesperson for the Board to the
media/press on issues of media attention.
$
All
Board members who receive calls from the media should direct them to the
Superintendent. If the Superintendent is
not available, call the Board President.
$
The
Hitchcock ISD Board of Trustees encourages input; however, anonymous calls or
letters will not receive the Board=s attention, discussion or response and
will not be referred to the administration.