1000 SERIES - BOARD OF EDUCATION

Board members have authority only when acting as a body duly called in session. They have no authority over school affairs as individuals, or as groups of individuals.

Legal Reference: G.S. 115C-36, -40

Adopted: June 5, 2000

1020 DUTIES AND RESPONSIBILITIES OF A BOARD MEMBER 1020

A member of the Board shall endeavor to attend all meetings, discuss items presented on the agenda, and vote upon motions and resolutions presented.

Official decisions of the Board can be arrived at only at duly constituted Board meetings. An individual Board member or groups of Board members do not have independent authority to speak for the Board and should make no out-of-meeting commitments unless directed to do so by the Board.

It is important that a Board member be nonpartisan in dealing with school matters and that he not subordinate the education of children and youth to any partisan principle, group, interest, or personal ambition.

In addition to the foregoing, a Board member should carry out the following responsibilities:

1020.1 He should be prepared and willing to devote sufficient time to the study of the problems of education in the system as a whole, as well as those of the state and nation at large, so as to be able to interpret them to the electorate of the school system.

1020.2 He must be willing and able to make sacrifices of his time, knowledge, and personal pleasure for the benefit of the school system.

1020.3 He should report routine complaints and concerns related to system operations directly to the Superintendent for appropriate investigation and response.

1020.4 He should have no business or pecuniary interest which will conflict with the activities of the Board.

1020.5 He must annually meet the training requirements established by N.C. Gen. Stat. § 115C-50 (12 hours annually), and should be familiar with the North Carolina public school laws, regulations of the State Board of Education, and the Pamlico County Public School System's policies and procedures.

1020.6 He must vote and act impartially in Board meetings, for the good of the school system.

1020.7 He should accept the will of the majority vote in all cases and give support to the resulting decision.

1020.8 He should represent the Board and the Pamlico County Public Schools to the public in such a way as to promote both interest and support.

1020.9 He should advocate for the resources necessary for the highest quality school program.

Legal Reference: G.S. 115C-37, -40, -50; 14-234 through -237

Adopted: June 5, 2000

1021 BOARD MEMBER TRAINING 1021

The Pamlico County Board of Education encourages its members to improve leadership skills through a regular course of training in subjects directly related to public school governance.

1021.1 At a minimum, each Board member shall receive at least 12 hours of training annually. Such training may cover public school law, public school finance, the duties or responsibilities of Board members, or other pertinent subjects.

1021.2 The Superintendent will seek out training opportunities, notify Board members of such opportunities, and schedule participation by interested Board members. The Superintendent also will maintain a yearly record of each Board member's training activities for the use of that Board member in keeping track of training activities.

1021.3 New Board members shall be required to attend the seminar offered for new Board members by the North Carolina School Boards Association at the earliest opportunity following their election or appointment.

1021.4 Board member expenses for training provided by the North Carolina School Boards Association, the Institute of Government, or other qualified sources shall be paid in compliance with Board policy 1620.

Legal Reference: G.S. 115C-50.

Adopted: June 5, 2000

1022 RECOGNITION OF RETIRING BOARD MEMBERS 1022

A plaque shall be presented to each Board member on retirement at the end of their term in recognition of their service to students and citizens of the school district. Further, an appropriate resolution expressing appreciation to each Board member on their retirement shall be placed in the minutes of the Board.

Legal Reference: G.S. 115C-36

Adopted: November 1, 1982

Revised: June 5, 2000

1030 BOARD-SUPERINTENDENT RELATIONS 1030

The Board believes that the legislation of policies is the most important function of a school board, and that the execution of the policies is the function of the Superintendent.

Delegation by the Board of its executive powers to the Superintendent provides freedom for the Superintendent to manage the schools within the Board's policies, and frees the Board to devote its time to policy-making and appraisal functions.

The Board holds the Superintendent responsible for carrying out its policies within the established policy framework and for keeping the Board informed about school operations.

Legal Reference: G.S. 115C-36, -47, -276

Adopted: June 5, 2000

1100 SCHOOL BOARD POWERS AND DUTIES 1100

The Board is responsible for development of policy. The application of policies is an administrative task to be performed by the Superintendent and staff who shall be held responsible for the effective administration and supervision of the entire school system.

The Board shall:

1100.1 Hire the Superintendent.

1100.2 Enact policy.

1100.3 Adopt courses of study for the system.

1100.4 Employ all staff members upon recommendations from the Superintendent and make rules concerning the conduct and duties of personnel.

1100.5 Approve the budget, financial reports, and audits.

1100.6 Determine the need for and seek to obtain funds for the operation, support, maintenance, improvement, and extension of the school system.

1100.7 Provide for the planning, expansion, improvement, financing, construction, maintenance, use, and disposition of the physical plant of the school system.

1100.8 Prescribe the standards needed for the efficient operation and improvement of the school system.

1100.9 Evaluate the educational program to determine the effectiveness with which the schools are achieving the educational purposes of the school system.

1100.10 Require the establishment and maintenance of records, accounts, archives, management methods and procedures considered essential to the efficient conduct of school business.

1100.11 Provide for the dissemination of information necessary to keep the public well informed about the schools, and to maintain public and private support for the schools.

1100.12 Develop a system-wide safe school plan designed to provide that every school is safe, secure, and orderly; that there is a climate of respect in every school; and that appropriate personal conduct is a priority for all students and all public school personnel.

1100.13 Carry out all the duties and responsibilities of a local board of education as required or permitted by law.

Legal Reference: G.S. 115C-36, -40, -47, -105.47

Adopted: June 5, 2000

1200 DESIGNATED OFFICERS 1200

The designated officers of the Board shall be Chairman and Vice Chairman. The officers shall be elected annually at the organizational meeting of the Board. In the event of the absence of both the Chairman and Vice Chairman, the Board may appoint one of its members temporary Chairman. The Superintendent shall be ex-officio Secretary to the Board.

Legal Reference: G.S. 115C-41, -276

Adopted: June 5, 2000

1210 CHAIRMAN 1210

The Chairman of the Board shall preside at Board meetings, decide questions of order, appoint all committees and their chairmen, be an ex-officio member of all committees, call special meetings of the Board, sign official documents which require his signature, and perform all other duties prescribed by law or by action of the Board.

1210.1 The presiding officer shall vote on all motions before the Board in the same manner required of other Board members.

Legal Reference: G.S. 115C-36, -41

Adopted: June 5, 2000

1211 VICE CHAIRMAN 1211

The Vice Chairman shall have the duties and powers of the Chairman in the absence or during the disability of the Chairman. The Vice Chairman shall have such other powers and duties as the Board may from time to time determine.

Legal Reference: G.S. 115C-36, -41

Adopted: June 5, 2000

1212 SECRETARY 1212

The Superintendent serves as ex-officio Secretary to the Board and is responsible for developing the agenda for meetings, sending out notices of meetings, and preparing minutes of the proceedings of the Board. He is the custodian of the Board's records and documents and shall sign official documents that require the signature of the Secretary.

Legal Reference: G.S. 115C-41, -276

Adopted: June 5, 2000

1220 OATH OF OFFICE 1220

Each Board member shall take an oath of office as required by law.

Legal Reference: G.S. 115C-37(d); N.C. Const. Art. VI, §7

Adopted: June 5, 2000

1300 BOARD MEETINGS 1300

The Board shall provide for such meetings as are authorized by law and necessary for the efficient and proper operation of the school system.

Legal Reference: G.S. 115C-41

Adopted: June 5, 2000

1310 REGULAR MEETINGS 1310

The regular meetings of the Board shall be held on the first Monday of each month. When the first Monday falls on a holiday recognized by the Board, the Chairman shall reschedule the meeting for the following Tuesday.

1310.1 The regular meetings of the Board usually shall be held in the Board Room of the Administrative Offices of the Pamlico County Board of Education on 507 Anderson Drive, Bayboro, North Carolina.

1310.2 The regular meetings of the Board shall begin at 6:30 p.m.

1310.3 The Chairman may reschedule or cancel regular Board meetings when it appears unlikely that a quorum will be present on the regularly scheduled date. The Board may change the place or time of regular meetings. If it becomes necessary to change the usual date, place, or time of a regular meeting of the Board, notice of such change shall be posted in the Administrative Offices and notice shall be given to members of the Board and to the media and others as may be provided by law.

1310.4 The Chairman may schedule workshop meetings and retreats as appropriate to ensure that the Board is sufficiently informed and properly trained to fulfill its responsibilities.

Legal Reference: G.S. 115C-41; Ch. 143, Art. 33C

Adopted: June 5, 2000

Revised: March 3, 2008

1311 SPECIAL MEETINGS 1311

The Chairman or any two members of the Board, upon giving at least 48 hours public notice, may call a Special Meeting of the Board and promptly shall notify the Secretary.

Legal Reference: G.S. 115C-41(b); 143-318.12

Adopted: June 5, 2000

1312 EMERGENCY MEETINGS 1312

The Chairman, Vice Chairman or any two members of the Board may call an emergency meeting of the Board to consider any emergency situation created by generally unexpected circumstances that requires immediate consideration by the Board. Board members shall receive notice of an emergency meeting as far in advance as is reasonable under the circumstances of the emergency situation. Each newspaper, wire service, radio station and television station that has filed a written request for notice of special meetings shall be given notice of an emergency meeting, either by telephone or by the same method used to notify Board members, and such notice shall be given immediately after notice has been given to Board members. Only business which is related to the emergency may be considered at an emergency meeting.

Legal Reference: G.S. 115C-36; 143-318.12

Adopted: June 5, 2000

1313 ORGANIZATIONAL MEETING 1313

The organizational meeting of the Board shall be on the first Monday in December, at which time the Board shall elect officers and take such other actions as are necessary.

Legal Reference: G.S. 115C-41

Adopted: June 5, 2000

1314 CLOSED SESSIONS 1314

Closed sessions shall be held only when required to permit the Board to act in the public interest as provided by law.

1314.1 Permitted Purposes.

By majority vote of its members present, the Board may hold or retire to a Closed Session as permitted by law for the deliberation of the following:

(1) To prevent the disclosure of information that is privileged or confidential pursuant to the law of this State or of the United States, or not considered a public record within the meaning of Chapter 132 of the General Statutes;

(2) To prevent the premature disclosure of an honorary degree, scholarship, prize, or similar awards;

(3) To consult with an attorney employed or retained by the Board in order to preserve the attorney-client privilege between the attorney and the Board, including discussions on the handing or settlement of a claim, judicial action, or administrative procedure;

(4) To discuss matters relating to the location or expansion of industries or other businesses in the area served by the Board;

(5) To establish, or to instruct the Board's staff or negotiating agents concerning the position to be taken by or on behalf of the Board in negotiating (i) the price and other material terms of a contract or proposed contract for the acquisition of real property by purchase, option, exchange, or lease; or (ii) the amount of compensation and other material terms of an employment contract or proposed employment contract;

(6) To consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual employed or considered for employment with Pamlico County Schools; or to hear or investigate a complaint, charge or grievance by or against any individual employee; and

(7) To plan, conduct, or hear reports concerning investigations of alleged criminal misconduct.

(8) To formulate plans relating to emergency response to incidents of school violence.

1314.2 Actions of the Board which must be reported or taken in open session. While deliberations may occur in closed session, the following Board actions must be taken or reported in open session:

(1) If the Board has approved or considered a settlement in closed session, the terms of that settlement shall be reported to the public body and entered into its minutes as soon as possible within a reasonable time after the settlement is concluded. The report should be made in open session unless there is a basis for the report to be heard only in closed session as provided in Section 1314.1; and

(2) Final action making an appointment or discharge or removal by the Board having final authority for the appointment or discharge or removal shall be taken in an open meeting.

Legal Reference: G.S. 143-318.11

Adopted: June 5, 2000

Revised: September 3, 2002.

1315 PUBLIC HEARINGS 1315

The Board may from time to time, in accordance with law and its policy, conduct a public hearing to determine public sentiment on matters which merit Board consideration. In order to gain maximum benefit from a public hearing, the Board's role shall be as listeners rather than as active discussants.

Legal Reference: G.S. 115C-36

Adopted: June 5, 2000

1316 HEARINGS 1316

In cases of appeals regarding student assignments, discipline cases, personnel grievances and other appeals to the Board, the Chairman may appoint hearing panels composed of not less than two Board members, as provided by law, to hear and act on such appeals on behalf of the Board.

Legal Reference: G.S. 115C-45(c), -305, -369

Adopted: June 5, 2000

1317 OPEN MEETINGS 1317

It is the public policy of North Carolina and the Pamlico County Board of Education that hearings, deliberations and actions of public school bodies be conducted openly.

1317.1 The Pamlico County Board of Education acknowledges that while governing bodies in North Carolina may meet in closed session, the right to meet in closed sessions as provided by law is permissive and not mandatory, except in certain specific situations.

1317.2 In furtherance of the public policy of North Carolina and the Pamlico County Board of Education, the Board will follow a practice that presumes that all meetings of the Board and its duly appointed committees will be open, unless the Board believes that a closed session is necessary or appropriate to effectively carry out its duties.

1317.3 The Pamlico County Board of Education will meet in closed session only upon a motion duly made and adopted in public pursuant to G.S. 143-318.11(c). Every motion shall cite one or more of the permissible purposes as provided in G.S. 143-318.11(a) and in Board Policy 1314.1. A motion based on the need to prevent the disclosure of information that is confidential or privileged shall also cite or name the law that renders the information confidential or privileged. A motion based on the need to consider with an attorney employed by the Board the handling or settlement of a lawsuit, shall identify the parties in the lawsuit.

1317.4 The minutes of the Board shall record by whom the motion to go into closed session was made, the vote by which the motion was adopted, and the purpose of the closed session as stated in the motion.

Legal Reference: G.S. Ch. 143, Art. 33C

Adopted: June 5, 2000

1318 NOTIFICATION OF BOARD MEETINGS 1318

The Secretary shall publicize in advance the date, time and place of all meetings of the Board and committees appointed by the Board. All citizens are welcome to attend Board meetings.

1318.1 In the event the Board's schedule of regular meetings is changed, a revised schedule shall be publicized at least seven days prior to the first meeting held under the new schedule.

1318.2 Notice of each regular meeting of the Board shall be delivered with the agenda to each Board member at least three days prior to each meeting. Notice of each special meeting shall be given to each member and posted at the Administrative Offices at least forty-eight hours prior to the time stated for the meeting to convene. The notice shall indicate the purposes of the special meeting.

1318.3 Any newspaper, wire service, radio station, or television station that desires to receive notice of any special or emergency meeting of the Board or its committees must file a written request for notice with the Superintendent. Such written request shall include the mailing address, street address, and telephone number of the media institution requesting notice.

1318.4 Written notice of any special meeting giving time, place and purpose shall be mailed or delivered, at least forty-eight hours before the time of the meeting, to each newspaper, wire service, radio station or television station and member of the public who has filed a written request for notice with the Superintendent.

1318.5 Board members shall receive notice of an emergency meeting as described in Board Policy 1312.

1318.6 Each newspaper, wire service, radio station or television station submitting a request for notice must renew its written request annually by July 1 of each year. Each person other than the media submitting to the Superintendent a request for notice of special meetings must renew his written request quarterly and shall be charged in advance an annual fee of $10 for such notice.

Legal Reference: G.S. 115C-276; 143-318.12

Adopted: June 5, 2000

1320 BOARD MEETING PREPARATION 1320

Before actions by the Board are requested or recommended, the Superintendent shall provide the Board with adequate data and back-up information to assist the Board in reaching sound and objective decisions consistent with established goals. Board members shall be expected to read the information provided them, and to contact the Superintendent to request additional information that may be necessary to assist them in their decision-making responsibilities.

Legal Reference: G.S. 115C-47, -276

Adopted: June 5, 2000

1321 AGENDAS 1321

The Superintendent in his role as Secretary to the Board shall prepare the agenda for each meeting with the approval of the Chairman. An agenda will be furnished to each Board member prior to the regular meeting. The agenda for meetings shall include a consent agenda that lists items to be passed with a single motion and vote without discussion. Items may be placed on the consent agenda by the Superintendent with the approval of the Chairman or by unanimous vote of a Board committee at a committee meeting. Any item on the consent agenda may be removed by request of any Board member or the Superintendent and shall then be placed on the action/discussion agenda for consideration by the Board, or referred to a committee. Items may be added to the agenda upon consent of the Board. Any citizen who wishes to have the Board consider an item on its agenda may request such consideration by contacting the Superintendent at least five business days prior to the date of the meeting. The Superintendent shall place such items on the agenda, with the approval of the Chairman, prior to mailing. If the request is submitted too late for inclusion on the printed agenda, it shall be considered at the beginning of the Board meeting and shall be added to the agenda upon majority vote of the Board. The Chairman shall recognize only the individual who submitted the request.

The order of business will be set by the Chairman and subject to adoption by the Board with a majority vote at the beginning of each meeting.

Legal Reference: G.S. 115C-36, -41, -276

Adopted: June 5, 2000

1322 RULES OF ORDER 1322

The Pamlico County Board of Education shall follow the rules of order set forth below.

1322.1 Following the call to order and determination of a quorum, the Board shall formally adopt its meeting agenda. However, by general consent or majority vote of the Board, items may be considered out of order.

1322.2 The Chairman shall preside at Board meetings. To address the Board, a member must be recognized by the Chairman. The Chairman shall have the following responsibilities:

a. To rule motions in or out of order, including the right to rule out of order any motions patently offered for obstructive or dilatory purposes;

b. To determine whether a speaker has gone beyond reasonable standards of courtesy in his remarks and to entertain and rule on objections from other members on this ground;

c. To entertain and answer questions of parliamentary law or procedure with aid of administrative and legal counsel;

d. To call a brief recess at any time;

e. To refer any item on the agenda or raised during the meeting to a committee, prior to Board consideration;

f. To adjourn in an emergency.

Rulings of the Chairman may be appealed to the entire Board and may be reversed by simple majority vote of the Board.

1322.3 The Board shall proceed by motion. Any board member, except the presiding officer, may make a motion.

1322.4 A motion must be seconded.

1322.5 A member may make only one motion at a time.

1322.6 A substantive motion is out of order while another substantive motion is pending.

1322.7 A motion shall be adopted by a majority of the votes cast, a quorum being present, unless otherwise required by these rules, the laws of North Carolina, or another policy of the Board.

1322.8 The Chairman shall state the motion and then open the floor to debate on it. The Chairman shall preside over the debate according to the following general principles:

a. The Chairman shall state for the record the name of the person making the motion and the name of the person seconding the motion;

b. The introducer is entitled to speak first;

c. A member who has not spoken on the issue shall be recognized before someone who already has spoken;

d. To the extent possible, the debate shall alternate between opponents and proponents of the measure.

1322.9 A motion that is defeated may be renewed at any subsequent meeting, unless a motion to prevent reconsideration has been adopted.

1322.10 A motion may be withdrawn by the introducer at any time before a vote.

1322.11 Every member must vote unless excused by the majority vote of the remaining members. Failure to vote by a member who is physically present and not excused from voting on the motion shall be recorded as an affirmative vote.

1322.12 The Board may hold closed sessions as provided by law. The Board shall commence a closed session by a majority vote.

1322.13 A majority of the actual membership of the Board, excluding vacant seats, shall constitute a quorum. A member who has withdrawn from a meeting without being excused by a majority vote of the remaining members present shall be counted as present for purposes of determining whether a quorum is present.

1322.14 Public hearings required by law or deemed advisable by the Board shall be organized by a special order that may set forth the subject, date, place, and time of the hearings as well as any rules regarding the length of time of each speaker, etc. The special order shall be adopted by a majority vote. At the appointed time, the Chairman or his designee shall call the hearing to order and then preside over it.

1322.15 Minutes shall be kept of all Board meetings.

1322.16 To the extent not provided for in these rules and to the extent that the reference does not conflict with the spirit of these rules, the Board shall refer to Robert's Rules of Order, Revised, for unresolved procedural questions.

1322.17 Special committees of the Board shall follow the rules of order set forth in this policy except as follows:

a. A motion in committee does not require a second.

b. Committees shall be required to keep minutes.

Legal Reference: G.S. 115C-36; 143-318.10

Adopted: June 5, 2000

1323 MINUTES 1323

The Superintendent in his role as Secretary shall be responsible for keeping complete and accurate records of the actions of Board meetings in the form of minutes of the Board, including any closed sessions. The minutes of a closed session shall consist of a general account of the session, so that a person not in attendance would have a reasonable understanding of what transpired. All minutes of all official meetings, except closed sessions, shall be kept in an official minute book which shall be kept in the Administrative Offices and open at all reasonable times to public inspection.

Copies of the minutes of each meeting shall be sent with the agenda to the members of the Board before the meeting at which they are approved. Corrections in the minutes may be made at the meeting at which they are approved. Permanent minutes shall be signed by the Chairman and the Secretary upon approval and transcription.

Legal Reference: G.S. 115C-47, -276; 143-318.10(e)

Adopted: June 5, 2000

1324 BOARD MEETING NEWS COVERAGE 1324

News media representatives are welcome to attend all of the regular and special meetings of the Board other than closed sessions.

1324.1 Any radio or television station may broadcast an open meeting. Any person may photograph, film, or record an open meeting.

1324.2 The placement and use of any equipment necessary to broadcast, film, or record a meeting may be regulated by the Board in order to prevent undue interference with the meeting, but not in such a way as to frustrate the use of the equipment or the coverage of the meeting.

1324.3 If a meeting room is too small to accommodate all of the personnel and equipment necessary to broadcast, film, or record a meeting, the Board may require equipment to be pooled. If the news media request an alternate meeting place in order to facilitate news coverage and the Board grants the request, then the news media making the request are responsible to pay any additional costs which may be involved in securing an alternate site.

1324.4 If the Board holds a meeting by conference telephone call or other similar means, it shall provide some means for members of the public to listen to the meeting. Notice of an electronic meeting must specify how public access will be provided. The Board may charge each listener a fee of up to twenty-five dollars to defray costs.

1324.5 If secret ballots or written ballots are used, members must sign their ballots and the ballots must be made available for public inspection immediately following the meeting. Minutes of any meeting must indicate the vote of each member in any secret or written ballot. Ballots may not be destroyed until the minutes of the particular meeting have been approved.

1324.6 The Board may not deliberate, vote, or take any action by referring to a letter, number, or some other designation with the intention of making it impossible for the audience to understand what action is being conducted. However, action by reference to an agenda is permitted, provided copies of the agenda are available to the public during the meeting.

Legal Reference: G.S. 143-318.13, -318.14

Adopted: June 5, 2000

1325 DISRUPTIONS OF MEETINGS 1325

Persons who willfully interrupt, disrupt, or cause disturbances at an official meeting of the Board may be directed to leave by the presiding officer. If any such person refuses to leave after being directed to do so, he is guilty of a misdemeanor.

Legal Reference: G.S. 143-318.17

Adopted: June 5, 2000

1326 PUBLIC ADDRESS TO THE BOARD 1326

The Board encourages communication with the public and cooperative school-community interactions, believing that an informed public and an informed Board will result in a better system of public education. Accordingly, the Board welcomes and encourages input from any interested citizen who desires to appear before the Board for the purpose of presenting information or raising matters relating to the public schools. In addition to other methods by which members of the public may bring concerns to the attention of the Board, the Board will provide an open forum as part of the Board's regular meeting schedule, during which approximately fifteen minutes will be set aside near the beginning of the agenda for the specific purpose of allowing members of the public to address the Board. In order to facilitate this communication and in order to plan and conduct orderly sessions that will ensure complete, high quality information is available regarding the subject of such appearances, it is necessary that certain guidelines contained in this policy be followed.

1. Citizens are advised that, in addition to the methods provided in this policy, they may request an item to be placed on the Board agenda in accordance with Board Policy 1321.

2. Discussions regarding particular individual employees, litigation, student records, or other matters which may be required to be kept confidential may not be discussed in the open forum setting. The Chairman will have the responsibility to determine matters of discussion that may be inappropriate and to rule the speaker out of order, if necessary.

3. Most matters of concern will not be able to be responded to completely and capably by the Board at the time they are addressed. They may be referred to a Board committee, the administration, or held over for further discussion at a subsequent meeting, as appropriate.

4. Any individual who desires to speak on a school-related problem must notify the Chairman and/or Superintendent in writing at least three (3) working days prior to the date of the meeting on which the appearance will be made, and shall describe what steps have been taken to resolve the matter with the teacher, principal, or Superintendent. If the matter is presently under review by the administration, then the Chairman may defer the individual's appearance to the next Board meeting.

Any person who desires to appear before the Board to address any other matter may sign up to do so at least fifteen minutes prior to the Board meeting, and supply the following information:

a. The name and address of the person who desires to appear.

b. The subject to be presented for the Board's consideration.

c. If a group is to appear, the approximate number of persons who will appear and the name of the spokesman for the group.

d. The approximate amount of time which will be required to make the presentation.

5. If the matter to be considered is of an urgent nature or other circumstances are present which prevent compliance with the above requirements, the Board may, in its discretion, waive the requirement of notice; but, ordinarily, this will not be done unless a valid reason exists for failure to give proper notice.

6. Presentations will be limited to five minutes per person or five minutes per organization. An organization or delegation representing the same concern shall select one individual to make a presentation on its behalf.

Legal Reference: G.S. 115C-36, -47

Adopted: June 5, 2000

1400 OFFICIAL BOARD RECORDS 1400

The retention, preservation, and storage of Board records shall be the responsibility of the Superintendent.

Legal Reference: G.S. 115C-47, -276; 132-7

Adopted: June 5, 2000

1410 AVAILABILITY OF BOARD MINUTES 1410

Minutes of the Board, after transcription and adoption, are available as provided in policy 1411. Official records may be copied at the reviewer's expense and must not be removed from the assigned viewing or copying area designated by the Superintendent. Minutes of closed sessions are not available for public inspection so long as public inspection would frustrate the purpose of the closed session.

Legal Reference: G.S. 115C-276; 132-6; 143-318.11(d)

Adopted: June 5, 2000

1411 PUBLIC'S RIGHT TO KNOW 1411

The minutes, accounts, and other non-confidential records of the Board of Education are public documents. They are in the custody of the Superintendent. The Superintendent or his designee will make such records available to the public, upon request, during regular business hours.

The Superintendent will charge persons who request public records a cost of 25¢ per page for requested copies.

Confidential records are not open to the public. These include staff and student personnel records, minutes of closed sessions (so long as public inspection would frustrate the purpose of the closed session), records pertaining to such matters as may be discussed in closed session, and such other records as may be required to be kept confidential by law or as may be exempt from the North Carolina Public Records Law (G.S. Ch. 132).

Legal Reference: G.S. 115C -3, -4, -47; Ch. 132

Adopted: June 5, 2000

1500 REVIEW OF BOARD PROCEDURES/OPERATIONS 1500

The Board shall review its operations and procedures annually with the Superintendent prior to the opening of school.

Legal Reference: G.S. 115C-36, -47, -276

Adopted: June 5, 2000

1510 POLICY DEVELOPMENT 1510

An important function of the Board is to adopt written policies or general principles to govern the discretionary actions of those to whom it delegates authority. The formal adoption of policies shall be recorded in the minutes of the Board. Only those written statements so adopted and so recorded shall be regarded as official Board policy.

Legal Reference: G.S. 115C-36, -47

Adopted: June 5, 2000

1511 POLICY DRAFT WRITER 1511

The Superintendent shall designate a person to be responsible for drafting policy recommendations for further deliberation and/or action by the Board. The person designated also shall maintain the policy manual system.

Legal Reference: G.S. 115C-36, -47, -276

Adopted: June 5, 2000

1512 POLICY DRAFTING 1512

Adopting new policies and amending existing policies is a function of the Board. The Superintendent shall report to the Board from time to time on the policies in operation and shall propose such changes as he deems necessary. Proposals for new policies or for changes to existing policies may be initiated in writing by any Board member, student, employee, or patron of the Pamlico County Schools. All policy proposals shall be referred to the Superintendent for review prior to consideration by the Board.

Legal Reference: G.S. 115C-36, -40, -47

Adopted: June 5, 2000

1513 ATTORNEY INVOLVEMENT IN POLICY DEVELOPMENT 1513

The Superintendent shall seek the counsel of the Board's attorney and/or other advisors (auditor, architect, physician) when there may be a question of legality or proper procedure in the development of a proposed policy.

Legal Reference: G.S. 115C-47, -276

Adopted: June 5, 2000

1514 POLICY ADOPTION OR AMENDMENT 1514

Proposals for new policies and policy amendments shall be submitted to the Board for two readings prior to final adoption. This requirement may be waived and a policy may be proposed and adopted at the same meeting upon a two-thirds vote of the members present, but in no event less than a majority of the entire Board.

Legal Reference: G.S. 115C-36

Adopted: June 5, 2000

1515 POLICY DISSEMINATION 1515

The Superintendent shall establish and maintain an orderly plan for preserving and making accessible in each school the policies adopted by the Board and the administrative regulations to implement them.

Legal Reference: G.S. 115C-276

Adopted: June 5, 2000

1516 POLICY REVIEW 1516

The Board periodically shall review its policies system. Newly adopted policies shall be distributed by the administration to all holders of policy manuals.

Legal Reference: G.S. 115C-36

Adopted: June 5, 2000

1517 SUSPENSION OF POLICIES 1517

In extenuating circumstances any section or sections of Board policies may be suspended temporarily by a two-thirds vote of all Board members present; provided, however, that in no case may any policy be suspended by vote of less than a majority of the entire Board.

Legal Reference: G.S. 115C-36

Adopted: June 5, 2000

1518 ADMINISTRATION IN POLICY ABSENCES 1518

When action must be taken on a matter for which Board policy provides no direction for administrative action, the Superintendent shall have the power to act. His actions in such matters, however, are subject to review by the Board, and he shall inform the Board of such action and the probable need for the development of policy.

Legal Reference: G.S. 115C-276

Adopted: June 5, 2000

1600 BOARD MEMBER ORIENTATION 1600

Membership on the Board requires knowledge of and orientation to many areas of information. Under guidance of experienced members of the Board and the Superintendent, orientation will be provided to new Board members and shall be considered an ongoing process for all school Board members through such activities as:

1600.1 Discussions and visits with the Superintendent and other members of the staff.

1600.2 Workshops for new Board members conducted by the North Carolina School Boards Association.

1600.3 Attendance at school board conferences and conventions on an area, state, and national basis.

1600.4 Provision of printed and audio-visual materials on Board policies, administrative regulations, and procedures.

1600.5 Workshops for the general benefit of the Board.

Legal Reference: G.S. 115C-36

Adopted: June 5, 2000

1610 CONVENTION ATTENDANCE BY BOARD MEMBERS 1610

The Board encourages attendance by its members at state, national, and regional meetings and conventions.

Legal Reference: G.S. 115C-36

Adopted: June 5, 2000

1620 BOARD MEMBER COMPENSATION AND EXPENSES 1620

Members of the Board of Education shall be paid one hundred fifty dollars ($150) monthly. To be eligible for the one hundred fifty dollars, a Board member must attend at least one scheduled meeting during each calendar month. The chairperson of the Board shall receive one hundred seventy-five dollars ($175) monthly with the same attendance requirement as other Board members.

The members of the Pamlico County Board of Education shall either be reimbursed at rates established by the Board or have actual expenses prepaid for all expenses incurred by them related to performance of their duties as members of the Pamlico County Board of Education.

1620.1 Advances--An advancement of funds not to exceed the estimated expenses for activities related to legitimate Board business may be made to an individual Board member.

1620.2 Reimbursement--Board members with prior approval by the Chairman of the Board of Education may request reimbursement for expenses incurred while hosting guests of the school system. This will include those expenses incurred inside and outside Pamlico County. Reimbursement shall be based upon receipts and reimbursement may not exceed Board per diem rates.

The travel expense reimbursement request shall be processed promptly and delivered to the Board member at least monthly.

Reimbursement to a Board member sharing a room with a member of his/her family shall be limited to the single occupancy rate and reimbursement for food charges shall be limited to those incurred by and for the Board member.

1620.3 Use of System-Owned Vehicles--Board members may use system-owned vehicles for official Board business upon prior notification to the Superintendent.

Legal Reference: G.S. 115C-36, -38

Adopted: November 1, 1982

Revised: November 2, 1992

Revised: July 3, 1995

Revised: June 5, 2000

Revised: November 3, 2008

1700 OFFICIAL SCHOOL SPOKESMEN 1700

The official spokesmen of the district shall be the Chairman of the Board and the Superintendent and the Superintendent's authorized designees. Any person speaking in an official capacity shall conduct his assignment from the standpoint of the best interests of the Board, the school system and the community, not as a representative of his own personal ideas or feelings.

Legal Reference: G.S. 115C-36, -276

Adopted: June 5, 2000

1800 APPOINTMENT OF PAMLICO COMMUNITY COLLEGE TRUSTEES 1800

The Board of Education will appoint four college trustees to the Board of Trustees of Pamlico Community College for regular four year terms, which begin on July 1. All appointments shall be made by June 30 of the year in which trustees' terms expire.

1800.1 Irregular Appointment

In the event of a vacancy caused by resignation, death, or any other reason, in the office of a trustee appointed by the Board, the Board will act within sixty (60) days to fill the vacancy for the remainder of the unexpired term.

Legal Reference: G.S. 115D-12, -13

Adopted: June 5, 2000

1825 AWARD OF HONOR 1825

In lieu of naming school facilities for individuals, the Board has established the "Award of Honor" in order to recognize those individuals who have made exceptional contributions to Pamlico County Schools. This award represents the highest honor that the Board can bestow. Award recipients will be recognized in an appropriate manner by the Board.

Criteria for selection for this award shall be based on exceptional contribution(s) to the quality of education in the areas of academics, student achievement and development, athletics or other extracurricular activities, administration, or community service to the schools. Individuals may be recognized for the contributions made to particular schools or Pamlico County Schools, as well as for accomplishments at the regional, state, or national level so long as there has been a significant benefit to the students in Pamlico County Schools.

Guidelines for the Selection Process:

1. A committee of seven (7) members shall be established by the Board Chairman to receive and screen recommendations for this award. The committee shall include the Chairman and Immediate Past-Chairman of the County Advisory Council. All members will serve for one year on the committee, but may be reappointed for successive terms.

2. Neither current Board of Education Members nor screening committee members shall be eligible for the award.

3. Nominations may be made from January 1 through February 15. Each individual nominated must have a minimum of three letters of recommendation by non-immediate family members.

4. The committee shall meet between February 15 and March 1 to screen nominations.

5. A nominee must receive an unanimous vote by the committee to be eligible for the Award of Honor.

6. Awards shall be made by the Board of Education, from names unanimously approved by the committee, and limited to a maximum of three per year.

Legal Reference: G.S. 115C-36, -47

Adopted: June 5, 2000

1850 COMMUNITY SCHOOLS 1850

The Pamlico County Board of Education is committed to the purpose of the Community Schools Act (G.S. 115C, Art. 13) and will abide by the Act and the State Board of Education guidelines for implementation of the Act.

The Board believes that local citizens should have maximum involvement in the public schools and the greater use of public school facilities. Such usage of facilities shall not hinder nor inhibit the usage by and for the public school program.

Legal Reference: G.S. 115C-207, -208

Adopted: June 5, 2000

1900 BOARD ATTORNEY 1900

The Board shall retain, as an independent contractor, an attorney for legal counsel and service to the Board. He will be required to attend such meetings as may be required by the Board or Superintendent. His services are available to the Superintendent and to other staff members with the approval of the Superintendent or the Board. He shall be retained for a two-year period commencing July 1. Any vacancy shall be filled for the remainder of the unexpired contract period.

Legal Reference: G.S. 115C-36

Adopted: June 5, 2000