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Eugene School District 4J

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Working Agreements

Board Working Agreements/Norms

To help the board function as effectively as possible in service of their community, the board has established working agreements/norms that provide a set of guidelines, shared understandings, and expectations of how they will work with each other, district staff, and the community. In agreeing to these norms, they also agree to hold each other accountable to follow them.

The Eugene School District 4J (4J) staff and board operate within the guidelines of Oregon state law and adopted 4J district policy and use Robert's Rules of Order for managing their meetings.

Links to these materials can be found at the end of this document. Nothing contained in these working agreements/norms supersedes those authorities.
 

Working Agreements/Norms for 2024-2025 School Year

Updated July 17, 2024 | PDF Version

    1. Every board member is one part of a whole and contributes in their own ways, all important.
    2. Board members will operate within our governance model focusing on:
      1. Stewardship of the district’s strategic vision
      2. Employment and evaluation of the superintendent
      3. Governance through policymaking
      4. Adoption of engaging and evidence-based core instructional materials
      5. Tracking district progress and ensuring fiscal alignment to district priorities
    3. Board members will uphold the legal compliance and confidentiality requirements on all matters arising from board meetings and executive sessions.
    4. The board recognizes the role of the chair to:
      1. Speak for and about the board to the press and public groups
      2. Convene board meetings
      3. Execute documents as appropriate
      4. Develop the agenda with the vice chair, superintendent, and a rotating board member as assigned.
      5. Remind the board of their commitment to governance, effective meetings, and the board’s working agreements   
      6. Board leadership will consult with members and organize committee assignments
    5. The board and superintendent will participate annually to review the strategic priorities of the district and collaboratively establish goals and objectives for themselves. The board will regularly perform a self-assessment and evaluate the superintendent annually.
    6. Board members will act as ambassadors to the schools, the community, and the district by observing the following:
      1. As able, strive to stay connected to schools and their events
      2. Represent the board and district in the community by receiving input from constituents and partners, and sharing information on district programs and progress
      3. Hold oneself to a high standard of behavior, reflecting open and collaborative discourse, ethical conduct, and speaking responsibly to support students, district, and board
      4. Serve as an essential interface between the district and the community in support of the district in achieving its mission
      5. Be open and collaborative as they conduct their work with care
    7. Board members will assume positive intent while attending to the impact of the board’s discourse and actions.
    8. Board members will communicate proactively and directly with one another in a timely and constructive manner should an issue or problem develop between them, seeking to resolve the matter privately before bringing it to a public meeting. Board members will seek to listen to understand.
    9. Board members will build collegial connections with each other while adhering to applicable open meeting laws and policies
    10. The board views this working agreement document as a team effort and each member has a shared responsibility for holding the group accountable for its governance role and working agreements. As needed, the board chair will remind us of the expectations contained herein.

    1. The board will elect officers (chair and vice-chair) for their term at the first meeting in July, and in the first week of the month, if possible.

    2. Incoming board members will receive initial orientation by the first meeting in August, which includes a manual with key district information, access to district policies, and board procedures. Each new board member will have orientation meetings with the board secretary, the superintendent, and the board chair. Additionally, each new board member will be assigned a mentor who is an experienced board member.

    3. Once a decision is made by the board, members will support the implementation of the decision.

    4. At each regular meeting of the board there will be an opportunity for any member to request an item to be considered for further information or inclusion on the agenda for an upcoming meeting. If it is supported by at least three members of the board it will be referred to the leadership to consider next steps, which may be information provided to the board in the superintendent’s weekly memo, an item for information, or an item for future action on an upcoming board meeting agenda. Board leadership will communicate the next steps decided for the proposed topic to the requesting board member. Pending agenda items will be retained in the board’s agenda plan.

    5. The board will be mindful of the impact of late meetings on community, staff, and board members. The board will observe time limits on agenda items and will adjust the agenda if an item goes overtime. Board leadership will plan agendas to allow board meetings to begin and end on time, and keep staff reports at the beginning of the meeting, when possible. Reports to the board will be succinct, provided ahead of the meeting, with meeting time reserved for questions and explanation. The board will populate its agendas with items that are aligned with the board’s governance role and are related to improving student outcomes.

    6. Information requests by individual board members that can be expected to require roughly fifteen minutes or more of staff work or resources will be referred by the superintendent to the full board to determine if the request to use resources aligns with board and district priorities.Board members will coordinate with the superintendent and alert the building administrator before visiting a school, except in the cases of routine parental visits, scheduled volunteer shifts, or in a professional, non-district role.

    7. Board members will respect the superintendent's responsibility to manage the school district and to direct employees in district and school matters. Therefore, when questions or concerns are brought to a board member relative to district staff or operations, those concerns will be referred to the superintendent for follow-up.

    8. Board members will give careful consideration, listening to all perspectives, to all issues brought to the board by community members, groups, and district leadership prior to making a decision. The board will consider equity and use an equity lens in its decision-making processes.
    9. Board members will give careful consideration, listening to all perspectives, to all issues brought to the board by community members, groups, and district leadership prior to making a decision. The board will consider equity and use an equity lens in its decision-making processes.

    1. Board communications intended for staff should be sent only to the superintendent who will be accountable to the board for follow-up.
    2. Members will refrain from using personal electronic devices during meetings except for emergencies or limited operational needs. The expectation is that board members will be fully engaged in board meetings.
    3. The chair will respond to group emails sent to the board. With notification to the whole board, the board chair can delegate this responsibility to the vice chair or other board member.
    4. The board will refrain from dialogues with the public via social media on official school matters.
    5. Board members will be mindful that their actions and communications with the public reflect upon the board and district as a whole.
    6. The board will actively seek and value the professional opinions of school district staff, ensuring their expertise informs board decisions. However, board members will refrain from involving staff in board conflicts or expecting them to take sides in governance matters.
    7. Board members will communicate directly with the superintendent and or the board chair prior to meetings of the board to address questions or concerns about agenda items.