COMMITTEES OF THE BOARD
The Board and/or the President of the Board may at its discretion establish committees for the purpose of undertaking a specific task in connection with Board activity. These committees, however, cannot make legal decisions for the entire Board. At the request of the Board, the President will appoint temporary committees consisting of less than a quorum of the full membership for special purposes. These committees will be discharged on the completion of their assignment. The President of the Board will be an ex-officio member of such committees.
The Board recognizes that it may be necessary from time to time to authorize advisory committees for the purpose of enlisting opinions and counsel of the general public. Such committees will be appointed by the Board. The Board has the right to accept, reject or modify all or any part of a committee
The Board has established an audit committee to oversee the annual audit of the District, and report on its findings to the Board.
The Board will appoint one or more committees to visit every school or department at least once annually and report on their conditions at the next regular meeting of the Board.
Education Law Sections 1708, 2116-c and 4601
NOTE: Refer also to Policy #5572 — Audit Committee
CITIZENS’ ADVISORY COMMITTEES
Advisory committees should be appointed by the Board only when there is a definite function to be performed, and this function should be indicated to the committee when it is appointed. The service of an advisory committee will not be longer than for a school year. Reappointment of any committee
after the end of a school year will be at the discretion of the Board. The purpose of such a committee will be in an advisory capacity only, with all final decisions to be made by the Board. The following guidelines will apply to all advisory committees appointed by the Board:
a) Advisory committees should be appointed primarily to advise the Board and school administration on matters of District concern. In general, members of such committees will not be required to perform specific services requested by an individual of the Board. Unique talents of members can best be utilized on a committee basis. The advisory committee will focus on the function for which it was formed and will not become involved with other District responsibilities.
b) Advisory committees should advise on matters requiring decisions by the Board only after a thorough study has been made by the committee. Matters on which the Board has taken or intends to take action without the committee’s advice should not be placed before an advisory committee.
c) The committee should be as truly representative of the community as possible and the membership should be drawn from different areas, economic levels and vocational pursuits.
In essence, it should be a cross section of the school district. Individuals interested in being considered for selection on an advisory committee may submit resumes if they wish. The persons selected should be interested in the welfare of the school community to the extent that they will be willing to give time and effort to the study of vital issues. Selections should be made in terms of what members can and will do, rather than what organizations they represent.
d) The Board may appoint members from a list submitted to them from other Board members and members of the administrative staff, and/or from submitted resumes. After a list of proposed members has been completed, the Board will send letters of invitation to individuals on the list. The letter should possibly include some of the following items: a statement of the problem facing the Board and the District, need for aid from citizens in solving the problem, time and place of the first meeting, and any other vital information as necessary.
e) The Board or Superintendent will appoint a chairperson pro-tem to direct initial committee activities until such time as a permanent chairperson is elected by the committee.
f) An advisory committee is prohibited from expending any District funds without prior approval and specific authorization from the Board.
g) An advisory committee is prohibited from entering into any contractual agreements.
h) Two Board members and members of the administrative staff will act as liaison between the advisory committee and the Board, and will try to assist the committee in fulfilling their function through information and needed resources.
i) In accordance with the Open Meetings Law, in the case of any meetings scheduled at least one week ahead of time, public notice of the time and place will be given to the news media and will be conspicuously posted in one or more designated public locations at least 72 hours before such meeting. In the case of meetings scheduled less than one week in advance, public notice of the time and place will be given, to the extent practicable, to the news media and will be conspicuously posted in one or more designated public locations at a reasonable time
prior to such meetings.
j) Written minutes of all meetings will be sent to the Board within two weeks.
k) When the committee is ready to submit their final report on the assigned topic, the Board will, on request, arrange a joint meeting for the purpose of receiving the report. A summary of this joint meeting and the report will then be prepared and submitted to the Board and the administrative staff for their study, consideration and final action by the Board.
l) The Board will see that the public is made aware of the services rendered by such committees of citizens as it may appoint and will see that the public is informed of all the major conclusions and the recommendations made by such committees. All public announcements concerning the organization, membership, operations, recommendations, and the resolutions of such committees will be made at such time and in such manner as the Board may choose with all news releases channeled through the Superintendent.
The Board maintains certain legal powers and prerogatives that cannot be delegated or surrendered to a committee. Therefore, all recommendations of an advisory committee must be submitted to the Board for official action. The Board reserves the right to accept, reject, or modify all or parts of the
committee’s recommendations. On completion of its study, the advisory committee will be discharged from any further responsibility to the Board. The Board reserves the right to dissolve any of its advisory committees at any time during the life of any committee.
Public Officers Law Article 7
BUILDINGS AND GROUNDS COMMITTEE
In accordance with Pine Bush Central School District Policy #4230 — District Committees, the Pine Bush Central School District Board has established a Standing Committee on Buildings and Grounds (herein referred to as the Committee).
The Committee will serve under the Board and is hereby charged with the following responsibilities:
a) To inspect the buildings and grounds of the District in the fall to inspect work done during the summer, and to make recommendations for future work. A report of each inspection will be developed and shared with the Superintendent and the Board within 30 days of inspection. A timetable for these inspections will be established by the Committee at its first meeting after the Board’s reorganization meeting.
b) Based on recommendations from above-mentioned inspections, the Director of Operations and Maintenance will develop and periodically update schedules of required repair and other work or projects necessary for the proper care of the facilities and grounds. A quarterly status report will be produced by the Director and presented at a regular Board meeting.
c) The Committee will review the Building Condition Survey in conjunction with their ongoing building inspections so as to make recommendations to the Board concerning the potential
need for a capital project(s). Members of the Committee will include the Superintendent or is/her designee, the Director of
Operations and Maintenance, members of the community to be selected by the Board at the annual reorganization meeting, and member or members of the Board. The Chairperson will be selected by the Committee annually at its first meeting after the Board’s reorganization meeting. The members of the Committee will be appointed by the Board at the District’s reorganization meeting.
All community Committee members will follow and adhere to District Policy #6110 — Code of Ethics for Board Members and All District Personnel. A Committee member who is absent from three general meetings without good cause could be removed by a majority vote of the Committee. The Committee chairperson will notify the Board within ten days of such action. The Committee will meet at least once per calendar quarter and as frequently as they will deem
necessary, and will have access to buildings upon reasonable notice to the District.