Sample Meeting Content for Board Presidents

Leading the successful operation of a meeting is one of the most important responsibilities of the school board president. As the presiding officer, the board president sets the tone and climate of the board meeting to create an environment that allows for decision making and the fair treatment of all members. 

Consider customizing content offered below for inclusion in material distributed at your school board meetings. Portions may also be incorporated into a meeting script.

Note: Board policy references in the Sample Content below are based on IASB PRESS sample policies. Your board might have a different number, name, or different provisions. Be sure to review your board's adopted policy.
 

Start with a welcome

List or introduce your current board members.

Explain what the Board of Education does and the purpose of meetings. Note: IASB’s resource How School Boards Work offers additional insights into the functions of school boards. 

“The Board is required to have its meetings in public and welcomes members of the community to attend.”

“The Board of Education is the policy-making body of the district. Except for board members who are appointed to fill vacancies, the members of the Board are elected to four-year terms of office by the registered voters of the school district. Information about board member terms can be found on the district's website.” 

“Unless a member has been appointed to fill a vacancy, the Board is composed of elected officials who work in concert with the administration to deliver education. They work as one body and individuals on the Board have no power by themselves. The Board’s main duties are to set policy, adopt a budget, and hire and evaluate a superintendent.”

Inform visitors about your district

Consider including mission/vision/goals, district office location and contact information, school buildings, etc. 

Outline the meeting agenda

Reference policy guiding the meeting and where to find on the district website. You might wish to have physical copies of the governing policy available.

“Our board has adopted policies that govern our board meetings including 2:220, School Board Meeting Procedure; 2:80, Board Member Oath and Conduct, and 2:230, Public Participation at School Board Meetings and Petitions to the Board, and 8:30, Visitors to and Conduct on School Property. All policies are available on the school district website. Board meetings must be conducted in a civil, orderly, and business-like manner. This means that whether we are board members, district staff, students, members of the community, or other guests, we all must follow the same standard of civility during school board meetings, in accordance with board policy 8:30.”

Highlight what a typical meeting consists of, such as the consent agenda, staff/administrative reports, open discussion by the board, and action items. Some agenda items may require further explanation. Examples: 

Public Comment

“Generally, the first item of business at every regular board meeting is public comment period, which is something we value. This is an opportunity for visitors to be recognized and make brief comments.”

“The board has adopted policy 2:230 regarding public participation at school board meetings. The Board will listen to individuals during the Public Comment section of the meeting, but the Board is not required to interact with the public during the meeting.”

Executive Session

“Executive (closed) Sessions are typically held before or after the open session. The Executive (closed) Sessions are held to discuss matters of great confidentiality. According to the Open Meetings Act, items such as those dealing with specific personnel, individual student discipline, the purchase of land, security, and pending or imminent litigation may be addressed in executive session by the Board of Education.”

“Executive Sessions are held for discussion purposes only and all final actions are taken in open session. More information about closed meetings can be found in sample policy 2:200.”

Review board meeting etiquette 

Address board member Code of Conduct and Oath of Office.

“While the Board of Education is a public body and our meetings are held in public, it is important for you to know what is expected and required of the Board as they conduct their business.”

“The Board has adopted a Code of Conduct that provides standards for board member behavior. A copy of the Code is displayed in this Board meeting room. Upon being seated, board members are required to take an Oath of Office that covers their authority and role in the equitable and quality education of every student in the school district.”

Address public participation. This includes outlining procedures for speaking and board policies adopted. Note: The board has discretion whether to implement provisions contained in these examples provided. It is crucial that whatever approach your board decides upon, your rules for public comment are recorded in board policy and implemented in a consistent, neutral manner. IASB's Online Course Managing Difficult Public Comment: How to K.E.E.P. C.A.L.M. offers tips and sample scripts for different challenging scenarios that may arise during public comment. Download K.E.E.P C.A.L.M. — Managing Challenging Public Comment Periods.

“Public Comment period is an opportunity for the Board to listen to individuals on educational issues and board members are encouraged to listen attentively. Your comments to the Board are to be limited to [insert number] minutes [if applicable: and the overall time limit for public comments is ...]. The Board asks that no specific names be mentioned out of respect for individuals' privacy. To allow for the most efficient use of meeting time, if there are several speakers addressing the same topic, the group is encouraged to appoint a spokesperson.”

“While the Board may directly answer a question that may be brought to their attention, the Board is not required to do so. Following the public comments, the Board takes the citizens'; comments under advisement. Responses to comments to or questions of the Board are most often managed through policy 3:30, Chain of Command.”

“There is no time other than the Public Comment sections when the public may address the Board. Interrupting the discussions and deliberations is not acceptable.

“When you address the Board, please identify yourself before you present your comments.”

“Finally, please remember that your words have impact and you, not the school district, are responsible for your words. We caution all speakers that it is possible that your statements could violate the rights of others under various laws, including laws protecting privacy and laws prohibiting defamation. If you are unsure of the legal effect of your remarks, you should seek independent legal advice. In any case, we ask that you help us model for our students what a respectful and inclusive community looks and sounds like.”

Note future board meeting dates  

Communicate the dates/times/locations of board meetings for the year.