coatesville area school district : employment procedures

7/29/2019 Coatesville Area School District : Employment Procedures

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COATESVILLE

AREA

SCHOOL DISTRICT

No. 302

SECTION: ADMINISTRATIVE

EMPLOYEES

TITLE: EMPLOYMENT OFSUPERINTENDENT/

ASSISTANT

SUPERINTENDENT

ADOPTED: June 28, 1990

REVISED:

302. EMPLOYMENT OF SUPERINTENDENT/ASSISTANT

SUPERINTENDENT

1. Purpose

SC 1001, 1003

The Board places the primary responsibility and authority for the administration of

this district in the Superintendent. Selection of a Superintendent, or Assistant

Superintendents, is therefore critical to the effective management of the district.

2. Authority

SC 1071, 1073,

1075

When the position of Superintendent, or Assistant Superintendent, shall be vacant,

the Board shall elect a district Superintendent, or Assistant Superintendent, by a

majority vote of all members of the Board, and shall fix the beginning salary and thterm of office. Such term may be three, four, or five years beginning with the

effective date of the appointment to office.

SC 1077 During the final year of the term of office the Board may notify the Superintendent,

or Assistant Superintendent, that it plans to seek applications from other qualified

candidates for the position. Such notification shall be given 150 days prior to theend of the term.

3. Guidelines The Board will actively seek the best qualified and most capable candidate for theposition of Superintendent. It will be aided in this task by a committee of Board

members and/or the services of professional consultants.

Recruitment procedures shall be prepared in advance of the search and shall includethe following:

SC 1003

1. The preparation of a written job description for the position.

2. Preparation of written specification of qualifications, in addition to proper state

requirements for all applicants.

3. Preparation of informative material describing the school district and its

educational goals.

4. Where feasible, the opportunity for applicants to visit the schools of the district.


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SC 3705

Pol. 104P.L. 88-352

(Title VI)

P.L. 92-318(Title IX)

5. That a screening process be established that ensures that the Board have an

opportunity to interview a sufficient number of finalist candidates so that an

adequate range of choices is available for final selection.

6. Recruitment and consideration of candidates in accordance with Board policy,

state and federal law.

The Board will seek applicants for the position of Assistant Superintendent by

nomination of the Superintendent in conjunction with the process described above.

No person may be employed as Superintendent, or Assistant Superintendent, of this

district unless s/he has signed an employment contract with the Board or has beenemployed by Board resolution, either of which shall include:

SC 1073

SC 1075

1. The term for which employment is contracted, including beginning and ending

dates.

2. The salary which the Superintendent shall be paid and the intervals at which it

shall be paid.

3. The benefits to which the Superintendent is entitled.

4. A statement as to the procedure to be followed and the consequences oftermination or modification.

5. Provision for extending the term of the agreement.

6. A statement of agreed upon evaluation procedures.

SC 1109 No candidate shall be employed until such candidate has complied with the

mandatory background check requirements for criminal history and the district has

evaluated the results of that screening process.

Any candidate's misstatement of fact - material to qualifications for employment orthe determination of salary - shall be considered by this Board to constitute grounds

for dismissal.


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06. MEETINGS

65 P.S. 701 et seq

Section 1. Parliamentary Authority

Parliamentary Procedure At A Glance by O. Garfield Jones, which is basedon Roberts Rules of Order for small groups, shall govern the Board in itsdeliberations in all cases, in which it is not inconsistent with statute, rules othe State Board, or these procedures.

SC 422

Section 2. Quorum

A quorum shall be five (5) Board members present at a meeting. Nobusiness shall be transacted at a meeting without a quorum, but the Boardmembers present at such a meeting may adjourn to another time.

SC 405, 426, 427,428

Section 3. Presiding Officer

The President shall preside at all Board meetings. In the absence, disabilityor disqualification of the President, the Vice President shall act instead. Ifneither person is present, a Board member shall be elected President protempore by a plurality of those present to preside at that meeting only. Theact of any person so designated shall be legal and binding.

65 P.S. 703, 709

65 P.S. 703, 709

Section 4. Notice

Notice of all open public Board meetings, including committee meetingsand discussion sessions, shall be given by publication of the date, place, andtime of such meetings, in the newspaper(s) of general circulation designatedby the Board and the posting of such notice at the administrative offices ofthe Board. Notice will also be provided via the district website atwww.coatesville.k12.pa.us, along with a copy of the agenda.

a. Notice of regular meetings shall be given by publication and postingof a schedule showing the date, place and time of all regularmeetings for the calendar year at least three (3) days prior to thetime of the first regular meeting.

COATESVILLEAREASCHOOL DISTRICT

No. 006

SECTION: LOCAL BOARD PROCEDU

TITLE: MEETINGS

ADOPTED: September 27, 2001

REVISED: May 23, 2002October 19, 2004


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65 P.S. 703, 709

65 P.S. 703, 709

65 P.S. 703

65 P.S. 709

65 P. S. 708

SC 423

b. Notice of all special meetings shall be given by publication andposting of notice at least twenty-four (24) hours prior to the time ofthe meeting, except that such notice shall be waived when a specialmeeting is called to deal with an actual emergency involving a clearand present danger to life or property. Notice will also be provided

via the district website at www.coatesville.k12.pa.us, along with acopy of the agenda if feasible, under the circumstances involved.c. Notice of all rescheduled meetings shall be given by publication and

posting of notice at least twenty-four (24) hours prior to the time ofthe meeting. Notice will also be provided via the district website atwww.coatesville.k12.pa.us, along with a copy of the agenda.

d. Notice of all recess or reconvened meetings shall be given byposting a notice of the place, date and time of meeting and sendingcopies of such notice to interested parties. Notice will also beprovided via the district website at www.coatesville.k12.pa.us, alonwith a copy of the agenda.

e.

Notice of all public meetings shall be given to any newspaper(s)circulating in Chester County and a radio or television station whichso requests. Notice of all public meetings shall be given to anyindividual who so requests and provides a stamped, addressedenvelope for such notification. Notice will also be provided via thedistrict website at www.coatesville.k12.pa.us, along with a copy ofthe agenda.

f. Notice of executive sessions, if not previously announced, shall beprovided, in writing, to Board members at least twenty-four (24)hours prior to the executive session.

g. Notice of all regular and special Board meetings shall be given toBoard members prior to the time of the meeting and posted on thedistrict website at www.coatesville.k12.pa.us, as well.

65 P.S. 701 et seqSC 421

Section 5. Regular Meetings

Regular Board meetings shall be public and shall be held at specified placeat least once every two (2) months.

a. AgendaIt shall be the responsibility of the Superintendent, with the aide andadvise of the Board President, to prepare an agenda of the items ofbusiness to come before the Board at each regular meeting. Theagenda, together with all relevant reports, shall be provided eachBoard member at least three (3) days before the meeting.

The business of the meeting will normally be considered in the ordein which it appears on the agenda except that the Board Presidentmay, at his/her discretion, vary the order of procedures.


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b. Order of BusinessThe following shall be included in the transaction of business forregular Board meetings. Special Board meetings, limited Board

meetings and Board Committee meetings shall have their agendasprepared in a format that would lend itself to the purpose of themeeting.

Call to OrderReading of the Mission StatementAdvisementRoll Call (Board Members and Student Representatives)Moment of Silence and Flag SaluteAdditions, Deletions or ModificationReview and Approval of the Minutes of the Preceding Meeting

Old or Unfinished Business ItemsPublic Comment on Agenda ItemsNew Business

a. Superintendents Report (may include presentations &recognitions).

b. Student Representatives Reportsc. Special Reports:

1. Intermediate Unit2. Legislation3. Board Member Reports4. Important Dates5.

Board Presidents Reportd. Consent Agenda (committee meeting action items that will be

enacted under one motion unless removed for separate action)e. Committee Reports:

Finance and Personnel Committee - The committee focuseson the finances necessary to operate the School District.Continual reviews of enrollment projections as well asdevelopment of the annual budget are major responsibilities othis committee. The committee reviews all matters related tolabor negotiations, human relations and personnel.Justification to create a new position, delete an existingposition or fill a vacancy is discussed by this committee.

Education Committee - The adoption, implementation,evaluation or deletion of educational programs in theresponsibility of this committee. The committee isresponsible for all matters related to services provided foreducational needs of the students including but not limited totechnology, guidance, health services, homebound instruction


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and special education.

Operations Committee - The committees focus is on thephysical facilities necessary to operate the School District.The committee reviews, studies and plans long-range

physical needs of the District. The committee isresponsible for all matters related to services provided tostudents including but not limited to technology, foodservices and transportation.

Student and Community Relations Committee Thecommittee is responsible for all matters related to students,including but not limited to; discipline, student activities,athletics and extra-curricular activities. Any projects thatextend beyond the District but related to improvement ofservices and opportunities for students are the responsibility

of this committee. Continual review of districtdemographics assists the committee to makerecommendations on assignment and placement of students.The committee serves as the liaison between theBoard/administration and parent groups, community, andcivic and political groups and is responsible for BoardPolicy.

Informational Items Additional informational updates. PubicComment (district related topics)Adjournment

65 P. S. 701 et seq

SC 426

Section 6. Special Meetings

Special meetings shall be public and may be called for specific item oritems of a timely nature that should or could not wait until the next regularmeeting and/or at the discretion of the Superintendent.

The President may call a special meeting at any time and shall call a speciameeting upon presentation of the written requests of three (3) Boardmembers. Upon the Presidents failure or refusal to call a special meeting,such meeting may be called at any time by a majority of the Boardmembers.

Pol. 90365 P. S. 701 et seq

Section 7. Hearing the Public

A member of the public present at a Board meeting may address the Boardin accordance with law and Board policy and procedures.

Section 8. Voting


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SC 609SC 687

SC 634

SC 687SC 324

SC 707

SC803

SC1129SC 671 (2nd Classonly)Pol. 003

SC 508

Po. 108SC 1071, 1076

Pol. 604Pol. 005, 606Pol. 605

Pol. 107

SC 621

Pol. 610

All motions shall require for adoption a majority vote of those Boardmembers present and voting, except as provided by statute or Board policy.

All votes on motions and resolutions shall be by voice vote unless thePresident or another Board member requests an oral roll call vote.

a. The following actions require the recorded affirmative votes of two-thirds of the full number of Board members:

1. Transfer of budgeted funds.2. Transfer of any unencumbered balance, or portion thereof,

from one appropriation to another, or from one spendingagency to another.

3. Incur a temporary debt or borrow money upon suchobligation.

4. Incur a temporary debt to meet an emergency or catastrophe5.

Elect to a teaching position a person who has served as aBoard member and who has resigned.

6. Convey land or buildings to the municipality co-terminuswith the school district.

7. Adopt or change textbooks without the recommendation ofthe Superintendent.

8. Dismiss, after a hearing, a tenured professional employee.9. Fix the fiscal year to begin on the first day of January.10.Adopt, amend or repeal a board procedure.

b.

The following actions require the recorded affirmative votes of amajority of the full number of Board members:

1. Fixing the length of the school term.2. Adopting textbooks recommended by the Superintendent.3. Appointing the district Superintendent and Assistant

Superintendent(s).4. Appointing teachers and principals.5. Adopting the annual budget.6. Appointing tax collectors and other appointees.7. Levying and assessing taxes.8. Purchasing, selling, or condemning land.9. Locating new building or changing the location of old ones.10.Adopting planned instruction or curriculum.11.Establishing additional schools or departments.12.Designating depositories for school funds.13.Expending district funds.14.Entering into contracts of any kind, including contracts for

the purchase of fuel or any other supplies where the amount


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SC 224

SC 514, 1080SC 212SC 702

SC 708

SC 1503

Pol. 004Pol. 004

Pol. 005Pol. 005Pol. 003

SC 427

involved exceeds $100 subject to the provisions of Boardpolicy.

15.Fixing salaries or compensation of officers, teachers, or otheappointees of the Board.

16.Combining or reorganizing into a larger school district.17.

Entering into contracts with and making appropriations tothe Intermediate Unit for the districts proportionate share ofthe cost of services provided or to be provided by theIntermediate Unit.

18.Dismissing, after a hearing, a non-tenured employee.19.Adopting a corporate seal for the district.20.Determining the location and amount of any real estate

required by the school district for school purposes.21.Vacating and abandoning property to which the Board has

title.22.Determining the holidays, other than those provided by

statute, to be observed by special exercises and those onwhich the schools shall be closed for the whole day.23.Removing a Board Member.24.Declaring that a vacancy exists on the Board by reason of th

failure or neglect of a Board Member to qualify.25.Removing an officer of the Board.26.Removing an appointee of the Board.27.Adopting, amending or repealing Board policy other than

board procedure.

c. The following procedures shall govern Board action on contractsand agreements:

1. Any contract or agreement in excess of one hundred dollars($100.00) shall be voted on at a public meeting. Further,contracts for professional services, such as agreements toretain attorneys, investigators or other similar contracts, fallwithin the statutory definition and, therefore, should be voteon in a public meeting. There is a very limited exception tothis rule, pursuant to the language contained in the sunshineAct or other laws for confidential matters, investigations, orother reasons. Under those circumstances, a public votemust be taken as soon as possible, and the Board shall obtaina written opinion from its solicitor as to when a public votewould be required.

2. The President shall be the executive officer of the Board andas such, together with the Secretary, when directed by theBoard, shall execute any and all contracts or agreementsrequiring the signature of the President.

3. The President shall not, except as this section otherwise


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SC 427Pol. 615

SC 433Pol. 615

SC 751Pol. 610

SC 807.1(b)

provides, sign any order on the Treasurer, unless the samehas been acted upon and approved by the Board, and theamount thereof and the name of the payee properly inserted.Any orders, which shall be for the payment of amountsowing under any contracts, which shall previously have been

approved by the Board and by the prompt payment of whichthe district will receive a discount or other advantage may besigned without the approval of the Board first having beensecured. All such orders shall be presented to the Board forapproval at its next public meeting.

4. The Board Secretary may prepare and sign orders on theTreasurer for the payment of amounts owing under anycontracts which shall previously have been approved by theBoard and by the prompt payment of which the district willreceive a discount or other advantage, with the approval ofthe Board first having been secured.

5.

The Board Secretary shall be authorized to award contractsfor construction, reconstruction, repairs, or work of anynature, where the entire cost or value, including labor andmaterial, is ten thousand dollars ($10,000.00) or less, withousoliciting competitive bids, subject to the provisions of Sec.751 (A.1) of the School Code relating to price quotations forcontracts that exceed four thousand dollars ($4,000.00).

6. The Board Secretary shall be the purchasing agent for thedistrict and shall be authorized to purchase supplies costingless than ten thousand dollars ($10,000.00).

7. All orders of the Treasurer for amounts currently payable,including amounts due under contracts which shallpreviously have been approved by the Board, shall beapproved by the affirmative vote of all members of theBoard taken under the fiscal committee agenda at a publicmeeting of the Board.

8. All payments under contracts or agreements which shallpreviously have been approved and to which the district is aparty under the Chester County Intermediate Unit or othersimilar joint purchasing arrangements shall be exempt fromthe requirement for Board approval where the funds werepreviously authorized by the Board as part of the districtscontribution to the intermediate unit budget or other jointpurchasing organization budget.

9. All new contracts and agreements, whether or not requiringBoard approval under this policy and where or not requiringsignatures by the Board President and/or Board Secretary,shall appear under a section of the fiscal committee report ofthe Boards meeting agenda titled NewContracts/Agreements, which the listing shall include


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clarifying details as to each such contract or agreement. Thiidentification of contracts and agreements shall includethose, which are on the agenda of the Board meeting, andthose, which shall have previously been signed by the BoardSecretary pursuant to the terms of this policy.

65 P. S. 706SC 518

65 P. S. 705

SC 433

Section 9. Minutes

The Board shall cause to be made, and shall retain as a permanent record ofthe district, minutes of all Board meetings. Said minutes shall becomprehensible and complete and shall show:

a. The date, place, and time of the meeting.b. The names of Board members present.c.

The presiding officer.d. The substance of all official actions.

e. Actions taken.f. Recorded votes and a record by individual members of all roll call

votes taken.g. The names of all citizens who appeared officially and the subject of

their testimony.

The Board Secretary shall provide each Board member with a copy of theminutes of the last meeting prior to the next regular meeting.

The minutes of Board meetings shall be approved at the next succeedingmeeting and signed by the Board Secretary.

Notations and any tape or audiovisual recording shall not be the officialrecord of an open public Board meeting and should be destroyed once theyhave served their purpose.

Pol. 006

65 P.S. 703, 709


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65 P. S. 707, 708

65 P. S. 703, 709

65 P. S. 701 et seq

Section 10. Executive Session

The Board may hold an executive session, which is not an open meeting,before, during, at the conclusion of an open meeting, or at some other time.The presiding officer shall announce the reason for holding the executive

session; the announcement can be made at the open meeting prior to or aftethe executive session.

The Board may discuss the following matters in executive session:

a. Employment issues.b. Labor relations.c. Purchase or lease of real estate.d. Consultation with an attorney or other professional advisor

regarding potential litigation or identifiable complaints that maylead to litigation.

e.

Matters that must be conducted in private to protect a lawfulprivilege or confidentiality.

Official actions based on discussions held in executive session shall betaken at a public meeting.

Executive Sessions should be held, whenever possible, either before or afterany regular or special public Board meeting. Whenever an executivesession is called during a public Board meeting, it should focus only on theissue or issues at hand.

Section 11. Committee Meetings

Committee meetings may be called at any time by the committeechairperson, with proper public notice, or when requested to do so.

A majority of the total membership of a committee shall constitute aquorum.

Unless held as an executive session, committee meetings shall be open tothe public, other Board members, and the Superintendent.

All Board members and the Superintendent shall be advised of the date andtimes for the scheduled meetings.

coatesville area school district : employment procedures

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