January - School Board Appreciation Month

   As January, 2017 began three weeks ago, I wrote about the month being designated by the Oklahoma State School Boards Association (OSSBA) as "School Board Appreciation" month. Since it's still January, I'll write another column about why we should appreciate our local board members.
   The OSSBA defines the role of a school board as "granting authority to its executive officer to represent it during the interim between board meetings on routine business management decisions which are guided by established board policies". The OSSBA goes on to relate that "the local board and its individual members shall refrain from involvement in or interference with the administrative functions of the school". Finally, "the local board shall transact official business with professional staff members and other school employees only through the superintendent". Basically, these school board tenets mean that any local board of education only has two major responsibilities - to approve appropriate policies and agenda items, and to hire or fire the superintendent.
   The OSSBA defines the role of the superintendent as "appointed and employed by such board shall be the executive officer of said board and shall perform such duties as said board directs" (Oklahoma Statute). Oklahoma statute also states that "Each responsibility for the superintendent legally is a responsibility delegated by the board of education." And finally, the OSSBA states that "The superintendent is responsible for all internal operations of the district and for supporting board actions and deliberations". A long-time board member once lamented that "one of the main challenges as a board member comes in attempting to define one's appropriate role, not in a theoretical sense, but rather in a practical one. It is a struggle to find the right line between being a micro-manager and a rubber-stamper. Most days, board members feel like they are guilty of being one or the other, when they are actually neither."
   Most Oklahoma school board members are not micro-managers. A micro-managing board member is one who does not realize his role. He believes that if he is to be a good board member, he should "get out" in the schools, check to see where any problems are, and then tell the superintendent, principal, or teacher how to solve them. No board members in any of the schools I've worked, have been micro-managers. Of course I've heard of micro-managers in other schools, but I really can't remember where. The micro-managing board member most often tries to manage school personnel, by telling coaches "how to coach" or suggesting employees to be hired or fired (other than the superintendent). Board member opinions concerning staff are legal and appropriate, but a directive concerning staff employment is not legal or appropriate, unless it is a board directive to the superintendent. For example, a board member or the board may direct the superintendent to admonish an employee for misbehavior or not complying with board policy, but a board member cannot direct the superintendent to hire or fire an employee. The board of education is responsible for only one school employee, not all. The superintendent is responsible for all other staff, which could number in the thousands in large districts. The superintendent is responsible for making recommendations concerning staff hiring and firing. A board of education could incur legal problems if it hired or fired a staff member without a superintendent recommendation, which is why many boards appear to be rubber-stamps (all voting 'yes' based on superintendent recommendations) in voting on all issues. So, as far as school employees are concerned - the board can direct the superintendent to admonish or reprimand a school employee, but cannot fire an employee without the recommendation of the superintendent.
   The superintendent is responsible for preparation of board meeting agendas (not board members) working in conjunction with administrative assistants. The superintendent begins work on a regular board meeting agenda exactly 1 month before the posting of the agenda items (usually the Friday before a Monday evening meeting). The superintendent adds and deletes action items all month long before the actual meeting, board members do not. Board members in most school districts can direct the superintendent to add agenda items for the regularly scheduled meeting. For any special or regular board meeting there may be one or two agenda items that a board member suggested. The superintendent is responsible for disseminating the agenda to board members with supporting documentation included. Along with the agenda and supporting documentation, a superintendent usually provides a one or two page "MEMO" which details action item information and sometimes the superintendents opinion of each item. The board may ask the superintendent questions concerning each agenda "action" item in the days leading up to the actual meeting by phone, text, or e-mail (but not through social media). Board members study agenda items far in advance of the actual meeting, so each knows how he or she will vote (utilizing the information provided in advance and the superintendents recommendation). School board members across Oklahoma school districts sometimes appear as a "rubber-stamp" because they study the board agenda far in advance of the meeting and has asked all questions in advance of the meeting. There is often no need for a board member to ask questions at a board meeting, because all of his or her questions have been answered. For these reasons, the public often accuses board members of "not being transparent" in board deliberations at board meetings, and not "asking questions".
   As stated earlier, the superintendent is responsible for agenda preparation, not board members. The superintendent, for this reason, will rarely include an agenda item in which board members will have disagreement, so the board members usually all vote "yes" on any one item. The only split votes (some "yes" and some "no") are usually action items placed on the agenda by board members, hence the "rubber-stamp" label.
   There are sometimes "executive sessions" held by the board during meetings. Executive sessions are for discussions involving school employees, negotiation items, and discussions with school attorneys. The only citizens allowed in "executive session" are those the board invites in. Even no school employees are allowed in executive sessions, except those invited by the board. School boards are prevented from taking action during executive session discussions, so take action in open session following the executive session. No discussion in open session is allowed following the executive session, as all discussion has already taken place.
   The superintendent is responsible for "transparency" in a school district, not board members. Many board members are often accused of not being transparent, when in fact, they cannot legally speak about executive session items (state statute). In addition, board members are not responsible for the day-to-day operations for the school (running the school), so often have no operational knowledge of school affairs. As a matter of fact, when public school patrons or taxpayers ask a question of a board member, the board member should ask the patron to visit with the superintendent about his or her concern (OSSBA). The patron's thoughts are often... "I pay taxes and I voted for you, so you should answer my question, not the superintendent". As a matter of fact, most school superintendents welcome questions from the general public and school employees concerning school operations and even board meeting agenda items (not executive session agenda items), so this column is an open invitation to all school patrons and school employees to visit with your local school superintendent (unless prohibited by school policy) if you have operational questions, in the interest of transparency.
   In summary, a school board meeting is a business meeting held in public, not a public participation meeting (OSSBA). The general public is allowed to address the board under appropriate board policy, which usually provides a time limit and other restrictions such as "the addressing of school personnel issues". Compliance with state statute, the U.S. Constitution, the Oklahoma Constitution, state department of education rules, state board of education regulations, and OSSBA guidelines is an arduous and sometimes insurmountable task for board members - and it's a job they do free of charge in Oklahoma. Sometimes, the only thanks they get are "misguided" complaints - so, if you see a local school board member at the local coffee-shop or anywhere, just say "thanks" for caring about our kids education, and it will be much appreciated...