SBDM Operational Policy 3

Last Updated: 9/29/2020 6:18 PM

Operating Council Meetings

a. Types     

Council members shall attend three (3) types of  meetings:  
1) Regular - meetings held on a set day of the month and at a set time of day
2) Special - meetings scheduled as they are needed between regularly scheduled meetings
3) Training/Planning - meetings designed for council members to acquire knowledge and/or develop skills and plans for improving the school not completed within the committee system

b. Schedule of Regular Meetings    

The South Oldham High School Council shall determine yearly the dates and times of the SBDMC meetings.  Regular meetings may be canceled or rescheduled by the chairperson with approval from a quorum of the council.

c. Special Meetings     

Special council meetings may be called by the chairperson or a majority of the council.  Time, place, and purpose shall be announced at the time the meeting is called, at least twenty-four (24) hours prior to the meeting. The purpose of the special called meeting shall not be altered.

d. Length of Meetings

The length of all meetings shall be limited to two (2) hours, except when the council determines additional time is needed.  The council shall have the authority to decide to extend the meeting and to set a new ending time.

e. Agenda    

Each regular and special council meeting shall operate by an agenda.  The agenda shall be formed by the chairperson with items provided by council members.  All business transacted by the council shall be by an agenda only.  The agenda shall be approved by the council at the beginning of each meeting.  The agenda for regular meetings shall be written and disseminated not less than forty-eight (48) hours prior to the meeting.  The agenda for a regular meeting will be disseminated to all teachers and officers of the PTSA and made available at the meeting.  Teachers and officers of the PTSA shall be informed of special meetings by the most convenient method. 

Teachers and parents who are not on the council may recommend items for the agenda by contacting a council member one (1) week before the scheduled meeting.  A person recommending an item must be present at the meeting for it to be discussed.

f. Chairperson     

The principal shall serve as chairperson at all meetings.  The council shall elect a co-chair to serve in the absence of the chairperson.  The co-chair will conduct the meeting and adjust the agenda to include only time sensitive materials/issues.      

g. Decision    The primary method of making decisions shall be by consensus.  An effort shall be made to thoroughly discuss all possible alternatives, provide everyone ample opportunity to be heard, and make a final choice that can be supported by the group.  In the event consensus cannot be reached after two (2) regular or special called meetings a majority vote of the quorum can constitute a decision.  The only exception to this is in the case of the selection of the principal, which must be based on a majority vote by the Council and the Superintendent (or his designee). 

h. Quorum    Two-thirds (2/3) of the members of the council must be present for the council to make official decisions with at least one teacher and one parent present.

i. Minutes    Minutes of all regular and special meetings of the council shall be recorded in writing and kept on file in the administrative offices of the school.  Minutes shall be approved by the council, stored in a minute book and made available through the school’s website.  A copy of all minutes shall be made available to the public, and copies of minutes may be provided to the public at the rate of 20 cents per page.  A copy of all minutes shall be provided to the superintendent as a means of keeping him/her informed.

j. Open Meetings    All council meetings shall be open to the public except when personnel, legal issues affecting the council, rights to privacy, or other issues qualifying under the Kentucky open meetings law (KRS 61.810) is under consideration.  Under one or more of these conditions a council may go into executive session.  All decisions made by the council shall be in an open public meeting.  The council shall abide by the open meeting law.

k. Recording Secretary    

The council shall provide a qualified person to serve as recording secretary who shall be responsible for:
1) Recording in writing all minutes of meetings
2) Informing the press, teachers, and PTSA officers
3) Processing minutes for public access
4) Processing and disseminating meeting agendas
5) Preparing the meeting room
6) Supplying materials for the meeting
7) Filing minutes in the minute book


l. Input from Non-Council Members    

Those who are in attendance at the council meetings shall be provided an opportunity to discuss issues under consideration by the following procedures:
1) A sign-in sheet will be provided by topic for interested parties to indicate their interest in speaking on an issue.
2) As each topic is discussed, the chairperson will call on speakers in the order they signed the sign-in sheet.  Each speaker will be limited to three (3) minutes.  The total amount of time allotted public expression shall not exceed thirty (30) minutes.  Extended time may be granted at the discretion of the chairperson.  Input will be allowed before the council makes a decision. All speakers shall speak from an area of the room designated by the chairperson.
3) All who address the council and observe the council meetings shall not be permitted to disrupt the meeting by:
a. Speaking out of turn
b. Being disrespectful to the council and others
c. Making derogatory remarks about anyone
4) Input/Reactions must be germane to an agenda item and
must be within the authority of the council.
5) After persons have spoken from the sign-in sheet, at his/her discretion, the chairperson may permit others to speak about the item under discussion provided their remarks are germane to the topic and time permits.
6) The chairperson shall explain the procedures and rules for addressing the council at an appropriate time during the meeting.  

Adopted: October 18, 1994

Revised: Sept. 13, 1999; Nov. 13, 2001; March 27, 2003; Feb. 9, 2004; Oct 10, 2011, November 29, 2017