On February 8, 2018, the School committee will have a second reading of the following policies:  Policy CBI - Evaluation of Superintendent; Policy CHCCA - Handbooks; and Policy DB-R - Budget Adoption Procedure.

All proposed policies are listed below.

CBI - Evaluation of the Superintendent

The School Committee shall annually evaluate the performance of the Superintendent as a regular and scheduled activity. The primary purposes of the evaluation are to continually improve administrative leadership, to strengthen the working relationship of the School Committee and the Superintendent governance team, and to assist the School Committee in reviewing issues associated with the Superintendent’s employment.

I. General Policy

The School Committee shall conduct the evaluation to:


A. Gather information from a variety of sources, including the Superintendent, with regard to his/her administrative leadership and job performance;

B. Utilize the information gathered to assess the overall performance of the Superintendent;

C. Provide the Superintendent with clear, direct constructive feedback that enables him/her to reflect on and continually improve his/her leadership of the district;

D. Enable the School Committee and the Superintendent to benchmark past accomplishments with progress toward the strategic goals of the district and plan the Superintendent’s goals for the next school year; and

E. Provide an opportunity for positive growth in the relationship between the Superintendent and the School Committee.


II. Specific Guidelines

To the extent reasonably practicable, the School Committee shall follow adhere to the following guidelines in performing the annual evaluation:


A. The Superintendent, when practical, should be involved in developing the evaluation form and standards.


B. The evaluation(s) should be at a regularly scheduled time and place.


C. The evaluation should include a discussion of strengths and areas for improvement


D. Both parties should prepare for the evaluation as follows:

1.     The Superintendent should conduct a rigorous written self-evaluation.

2.     The School Committee should may seek and consider information related to the Superintendent’s performance from various sources with an understanding of the duties of the Superintendent, including, but not limited to, district employees, municipal leaders, other educational leaders, and community members who regularly interact with the Superintendent. The Superintendent may assist the School Committee in deciding from whom and how to collect information from these sources.


E. In any annual evaluation, the School Committee may utilize a “360-degree” process to assist in the collection, organization, analysis, and presentation of information; provided, however, that a 360-degree information gathering process shall be utilized at least once every three years. The School Committee may engage a third-party vendor with expertise in the area of executive performance management to conduct some or all of the 360-degree information gathering process. The 360-degree process shall be designed with the intent of gathering useful information from various sources, including, but not limited to, district employees, municipal leaders, other educational leaders and community members that regularly interact with the Superintendent. The Superintendent may assist the School Committee in deciding to whom and how the 360-degree evaluation forms shall be distributed.

F. It is anticipated that the first evaluation of a new Superintendent shall consist of the Superintendent’s Self-Evaluation and the School Committee’s Evaluation without utilizing a 360-degree evaluation information gathering process; thereafter, the School Committee may choose to utilize a 360-degree information gathering process as set forth above.

G. The School Committee shall meet in executive session to review the superintendent’s written
self-evaluation and all materials gathered as described herein related to the Superintendent’s performance. The Superintendent may be invited to, or excluded from, this session at the School Committee’s discretion.

H. The School Committee shall meet with the Superintendent in executive session to:

1.     Discuss the evaluation, which should include the superintendent’s written self-evaluation and all other information considered by the School Committee;

2.     Discuss the identified strengths, as well as areas identified for improvement;

3.     Develop a set of goals with the Superintendent which shall be derived from both the evaluation results and the strategic goals of the Yarmouth schools; and

4.     Because no form or set of guidelines can encompass the totality of the Superintendent’s responsibilities, discuss other items related to the Superintendent’s performance.

I. The School Committee’s evaluation should be supported by specific examples of the Superintendent’s performance and conduct and shall represent the perspective of the majority of the School Committee.

J. The Superintendent shall be given the opportunity to provide feedback to the School Committee regarding all issues relevant to his/her job responsibilities and performance, including his/her perceptions of the working relationship between the Superintendent and the School Committee.

K. The School Committee shall meet in executive session to discuss issues such as compensation, benefits, and extension of contract that are directly related to the Superintendent’s evaluation and employment. The Superintendent may be invited to, or excluded from, this session at the School Committee’s discretion.

L. The School Committee shall meet with the Superintendent in executive session to discuss compensation, benefits, extension of contract and other matters relevant to the Superintendent’s employment.

M. The meetings described in these guidelines may be combined at the School Committee’s discretion.

N. Following the completed evaluation process, the School Committee Chair or his/her designee shall provide the Superintendent with a written summary of the key elements of the evaluation review.

O. Using the Superintendent’s evaluation for the year and the priorities established by the School Committee, the School Committee and the Superintendent shall establish mutually agreed upon and clearly understood performance goals for the ensuing year prior to September 15th each year. Progress toward these goals will be included as part of the next School Committee evaluation of the Superintendent.

P. The Superintendent must be present for any discussion that may lead to or result in allegations, charges or investigation of misconduct.

Adopted:          June 8, 1992

Revised:           January 9, 2014

 

CHCAA - HANDBOOKS
In order to inform students, parents and staff members of pertinent School Committee policies, regulations and school rules and procedures, the administration shall publish handbooks containing information about the school unit as a whole and the individual schools. Handbooks shall set forth the mechanics for achieving the goals prescribed by School Committee policies; shall include specific steps, procedures, or requirements; and shall contain details relevant to the administration of the school. The contents of handbooks shall conform with School Committee policies, administrative regulations and state and federal laws and regulations.

Each
spring year, the superintendent shall ensure that administrators review the contents of handbooks and indicate changes needed before publication and distribution. Administrators may also propose changes at other times during throughout the school year. All proposed changes shall be presented to the Policy Committee of the School Committee, which will determine if the change is significant, requiring full School Committee approval. 

The Policy Committee shall be responsible for assuring that handbook content continues to properly reflect the vision and mission statement of the Yarmouth School System
,  and is consistent with School Committee policy, and has been developed in accordance with the Staff Involvement in Decision Making policy (NEPN/NSBA Code: GBB).

Adopted:          May 23, 1996
Revised:           January 28, 2010

 

DB-R - BUDGET ADOPTION PROCEDURE

The School Committee develops and presents an annual budget according to the following timeline and procedure:

During the fall months, from September to December, the budget process begins with the School Committee’s program review work. Programs that need significant modification and any programs that may have a sizable impact on the following year’s budget are discussed in detail, allowing for both the School Committee and the community to better understand the rationale behind the proposals as well as the fiscal implications. The program review work also enables the School Committee to prioritize the needs of the school system from a K-12, long-range perspective.


By mid-November, the Superintendent initiates the initial steps of the budget process. At this time teachers submit budget requests to the building principals. The principals and Superintendent also work together to review enrollment data and staffing needs for the upcoming school year.

 

Building principals review recommendations and make necessary adjustments before submitting budget recommendations to the Superintendent by mid-December.

 

The Superintendent and Director of Business Operations review building requests and staffing needs, meet with individual school principals as well as with the full administrative team, and they submit a recommended budget to the School Committee by February 1st. This draft budget is presented to the School Committee at a regularly televised School Committee meeting.

 

During February and March the School Committee holds two public hearings to review the Superintendent’s recommended budget and make modifications as appropriate before submitting the budget to the Town Council, which considers the School Committee budget in its entirety and makes budget recommendations to the community.

 

In late May to mid-June, the community votes on the school and municipal budgets at the Town Meeting then votes again in a ballot referendum on the school budget.

 

Legal Reference:          20-A MRSA § 1701 (CSD)

           20-A MRSA § 15617 et seq. (ALL)

Adopted:                      May 24, 2012

 

 


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