205 - School Committees of PACT Charter School Policy

PACT Charter School

Original Creation Date: July 1994
Last Approved By: PACT Charter PACT School Board of Directors of Directors
Last Approved Date: February 4, 2021
Year Reviewed: 2020-2021


 

PURPOSE

The establishment and operation of PACT Charter School committees are addressed in the 102- PACT Bylaws. The purpose of this policy is to expand on those Bylaws.

 

POLICY STATEMENT

The purpose of this policy is to define committee structure and procedures.

 

One of the responsibilities of the Executive Directors is to advise committees in their work. The Executive Directors are to be generally aware of all committee action (through attendance and/or minutes) and may direct any school committee to reconsider a decision or policy before implementation or Board approval. 

  1. Types of school Committees
  2. Board committees

Board Committees shall consist of three types of Committees that report to the Board:

  1. An Elected Committee is a committee that has a limited number of voting members who are elected by the stakeholders. These Elected Committees may deal with sensitive, confidential, or limited access information. An example of an Elected Committee is the Budget and Finance Committee (BFC).
  2. An Appointed Committee is a committee that has a limited number of members who are appointed by the PACT School Board of Directors. Some Appointed Committees may deal with sensitive, confidential, or limited access information. An example of an Appointed Committee is the District Advisory Committee (DAC).
  3. An Open Committee is a committee that does not have a fixed number of voting members. Membership on Open Committees is open to all stakeholders: parents, teachers, students. Open Committees will provide input and recommendations to the PACT School Board of Directors. An example of an Open Committee is the Elementary Programming and Curriculum Committee.

 

ADMINISTRATIVE TEAMS

Administrative Teams shall be created at the discretion of the Administration.

 

TASK FORCES

The PACT School Board of Directors and/or Board Committees may commission a task force to accomplish a specific task(s) and report back to them as their Commissioning Agent. The Commissioning Agent shall have the authority to appoint members to the task force. Before establishing a task force, the Commissioning Agent should define the following: 

  • Select the chairperson (appointment by the Commissioning Agent or elected by the task force).
  • The specific task(s) to be accomplished.
  • Any elements to be considered by the task force.
  • Timeline for accomplishing the task(s) – including when they should report back to the Commissioning Agent.

At the first meeting of a task force, a Chairperson shall be selected if none were appointed. A Secretary shall also be chosen if the task force has no Clerk assigned to it. A Clerk shall be assumed to be assigned to a task force unless the Commissioning Agent deems otherwise. Minutes of task force meetings must be recorded. Task force members shall vote on critical matters considered by the task force and on its final recommendations. Meeting Minutes should incorporate any votes by the task force.

Interim reports by the task force will be deemed completed by the forwarding of their Minutes to the Commissioning Agent. But Final Reports shall be submitted in writing providing the following data:

  1. The purpose of the task force;
  2. The dates the task force met;
  3. The methodology employed by the task force in reaching their conclusions (e.g., specific references to research sources, interviews, comparative studies, data review);
  4. Items considered but ruled out by the task force;
  5. Conclusions and Recommendations of the task force.

The Commissioning Agent must ratify recommendations made by a task force before implementation. A vote of the Commissioning Agent should formally disband the task force once the task has been satisfactorily completed. The Commissioning Agent shall establish task force meeting notices and directions.

 

SCHOOL COMMITTEE PROCEDURES

All committees are ultimately accountable to the PACT School Board of Directors and are to work with the administration to support the education of students.

All Administrative Teams are accountable to Administration.

All Board Committees and Administrative Team meetings shall be published in the school committee meeting calendar. A committee meeting calendar will be published before the upcoming school year, which will cover the period of August through July. Committee meeting times will be published on the committee meeting calendar. Board committee meetings scheduled outside the committee calendar must have 72-hour notice in advance with electronic notification given to all stakeholders who request it. Any parent, staff, or interested party may attend any PACT’s school committees meeting unless not permitted by law.

Board Committee and Administrative Team procedures shall be uniform and are set forth as follows.

 

MEETING TIMES AND DATES

Regular meetings of Board Committees and Administrative Teams shall meet on Thursdays during times when school is not in session. The PACT School Board of Directors shall automatically be adjourned at 9 p.m. unless there is a unanimous vote to continue the meeting. All other meetings shall automatically be adjourned at 8 p.m. unless there is a unanimous vote to continue the meeting. Task forces are not subject to the previous provisions.

 

AGENDA

Board Committees shall utilize the Committee Agenda Template. Administrative Teams may utilize a less formal agenda template but must have written agendas for their meetings. The order of an agenda may be changed at the meeting by a unanimous vote when necessary (e.g., to accommodate a speaker, presentation, or controversial topic).

It shall be the standard practice of Board Committees and Administrative Teams to publish their agenda at least 48-hours before their regularly scheduled meeting date and 72-hours before any special meeting.

Publishing the agenda entails posting the agenda on the PACT website and by email when requested.

Once the agenda is posted, no additional changes can be made until the meeting. Once a meeting has begun, and before the agenda has been approved, the agenda may be changed with a unanimous vote. Once approved, the agenda can only be changed with a unanimous vote. This practice intends to promote communication and informed discussion between the PACT School Board of Directors, board committees, administrative teams, parents, teachers, students, and other stakeholders.        

Items requiring a vote will be indicated on the Agenda.  Stakeholders are encouraged to review and become familiar with the issues relating to these items before the meeting. All votes shall be public (whether by a show of hands or voice vote) and recorded. Votes will be recorded for/against in the following three categories: parent, staff, student. Concerns expressed during the discussion will also be documented and shared with the PACT School Board of Directors.

 

DECISION-MAKING

Recommendations for changing or implementing a new policy, program, or part of a program that would significantly impact the school and would require a vote of the school committee should typically be discussed at least at one prior meeting of a school committee. It is understood that emergencies arise, requiring a more timely decision. When this occurs, attempts will be made to communicate through electronic means to those who such a decision would immediately impact. The administration will determine what constitutes “an emergency” and who would be immediately impacted. A school committee may decide by a unanimous vote to move an item from Action to Discussion or Discussion to Action when deemed to be appropriate based on the circumstances.

 

RULES

Membership: See above Article I.

Quorum: A minimum of three voting members, with at least one parent member and one teacher member, must be present to constitute a quorum of any school committee.

Voting: Members of a school committee shall exercise one vote and must be present to cast that vote. All votes shall be public (whether by show of hands or voice vote) and will be recorded.  Votes will be recorded for/against in the following three categories: parent, staff, student. Concerns expressed during the discussion will also be recorded and shared with the PACT School Board of Directors. To minimize conflicts and/or perceived influence on the decision-making process, Board members may not vote on any school committee with the exception of the PACT School Board of Directors.

Open Microphone/Received Communication: Open Microphone is limited to two minutes per speaker. All Open Mic speakers/received communication submitters must identify themselves for the record. Open Mic sessions at regular meetings of the PACT School Board of Directors shall be set for 20 minutes unless there is a unanimous vote to continue Open Mic.

Joint Sessions: Joint Sessions are defined as two different Board Committees meeting together to consider a common agenda item. The Chair for each committee shall collaborate to determine the Agenda for the Joint Session. Joint Session Agenda items shall appear on each committee’s regular agenda.

Abstention Votes: Votes in abstention will not be counted in the overall vote total.

Parliamentary Procedures: Robert’s Rules of Order shall control proceedings unless policy determines otherwise.

 

MINUTES

  1. Detail of Minutes. Clerks will provide a summary of each topic along with the motion and vote.
  2. Approval of Minutes. When paid clerks are utilized to take minutes, very few changes in the minutes should be occurring as a rule. Clerks are to present their initial minute drafts to the school committee chair (or their designee) and administrative representative before presenting to the school committee as a whole. After conferring with the administrative representative, chairs shall have some editorial discretion to request changes of the initial draft minutes when it potentially would involve breaches of confidentiality, the release of protected or private data, slanderous material, or expose the school to liability. If any, a revised or second draft of the minutes would then be presented to the school committee as a whole for approval. Clerical errors (typos) should be reported directly to the Clerk in advance of the meeting, whenever possible, and the Clerk shall summarily correct the error. If the Clerk is of the opinion that the correction goes beyond the label “clerical error,” the clerk shall refuse to make the change, and the change must then be forwarded to the school committee as a whole for action. Substantive changes to Minutes should be limited to factual errors.

 

OFFICERS

  1. Election. Each school committee shall elect their officers from within their membership before their last meeting of the school year.  Officers shall primarily consist of the Chair and Vice-Chair for the PACT School Board of Directors, with a Secretary as well. One parent and one teacher shall co-chair the school committee.
  2. Duties. The Chair shall be responsible for establishing agendas, calling and facilitating a meeting, and ensuring follow-through on subsequent action. All officers shall attend an annual PACT-sponsored Officer Training course. The Vice-Chair or Co-chair shall assume Chair's duties in his/her absence and shall assume the responsibilities delegated to him/her by the Chair.
  3. Officer Vacancy. The oversight committee or Administration shall ensure that essential tasks are completed if there is no functioning Chair or Vice-Chair of a school committee.

 

APPEALS PROCESS

  1. Board Committees. Decisions of Board Committees are subject to review and approval by the PACT School Board of Directors.
  2. Administrative Teams. Decisions of Administrative Teams are advisory to Administration. They shall not be subject to review by the PACT School Board of Directors unless petitioned for by two-thirds of its members.

 

BUDGET

Any budget request by a school committee shall be presented to the Budget and Finance Committee per the 314 - Annual Budget Process Policy. Committees will operate within their budget unless the Board approves exceptions.

 

PROCEDURAL HISTORY REQUIREMENT

School committees advancing recommendations to another committee or their oversight body will be required to submit a procedural history of the measure recommended for approval. A procedural history shall consist of the following:

  1. Minutes of all relevant proceedings (of all school committees involved to date) that addressed the recommended matter; and
  2. Relevant communications related to the recommended issue.

 

COMMITTEE CREATION AND ALTERATION

The Board may create new committees to meet additional needs. The Board may dissolve existing committees if they are no longer needed. 

  1. Committee Assignments: The administration will make their best effort to assign teachers (who require committee involvement as part of their job description) to all school committees, administration teams, and task forces in an attempt to balance voting representation and responsibilities across departments.  
  2. Limitations on Chair Position: A person may not serve as the chair on more than one committee. A person may concurrently serve as chair of a committee and chair of a task force.

The PACT School Board of Directors may remove any committee member whose actions are unnecessarily disruptive to committee proceedings.

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1 The District Advisory Committee and Committee for School Improvement shall elect officers once staff assignments are published (this election usually happens in the fall).

 

Contact Us

PACT Charter School
7250 East Ramsey Parkway
Ramsey, MN 55303 

Phone: 763-712-4200
Absence line: 763-712-4200, ext. 2
Fax: 763-712-4201

 

MAP & DIRECTIONS

Office Hours

School Year
7:30 a.m. - 4 p.m. 
Teachers leave @ 3:30 p.m. 

Non-School Fridays
7:30 a.m. - Noon

School Breaks
Monday | Wednesday: 8 a.m. - 2 p.m.
Tuesday | Thursday: 8 a.m. - noon
Closed Holidays and Fridays

 

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