BRationale for Reclassifying Board Bylaw Exhibits

Rationale for Reclassifying Board Bylaw Exhibits

Overview:
Upon review, it has become evident that many existing Board Bylaw (BB) Exhibits within the KPBSD policy framework extend beyond the typical scope of an exhibit. Rather than serving as supplementary materials or forms, these documents often contain prescriptive language and procedural directives that align more closely with regulations or should be integrated directly into the bylaws themselves.

Definitions for Clarity:

• Policy: A guiding principle or statement of intent adopted by the Board, outlining the overall approach to a particular issue.
• Regulation: Specific, enforceable rules derived from policies, detailing the exact actions required to comply with that policy.
• Exhibit: Supplementary documents, such as forms or examples, that support the narrative language of a policy or administrative regulation.

Rationale for Reclassification:

1. Alignment with Standard Definitions: According to the Association of Alaska School Boards (AASB), exhibits are intended to be supportive documents, not standalone directives. The current use of BB Exhibits in KPBSD often includes detailed procedures and rules, which is inconsistent with this definition. aasb.org
2. Consistency and Clarity: Reclassifying these documents as regulations (e.g., BB-R) or integrating them into the bylaws will enhance clarity and ensure consistency across the policy framework. This approach aligns with practices observed in other districts, where such documents are categorized appropriately to reflect their content and purpose.
3. Board Oversight: Given that these documents function as extensions of the Board Bylaws, it is essential that they remain subject to Board approval, regardless of their classification. This ensures proper oversight and maintains the integrity of the governance process.
4. Practicality and Accessibility: True exhibits, such as forms, should be maintained in a format that is easily updated, shared, and printed (e.g., PDFs). This practical approach facilitates their use and ensures they serve their intended purpose effectively.

Recommendation:
It is recommended that the Policy Review Committee undertake a comprehensive review of all BB Exhibits to determine their appropriate classification. Documents containing procedural or directive content should be reclassified as regulations or incorporated into the bylaws. True exhibits should be maintained as supplementary materials in accessible formats.

This reclassification will enhance the clarity, consistency, and effectiveness of the KPBSD policy framework, ensuring it aligns with best practices and supports the district's commitment to transparent and effective governance.

Recommended item for the August policy review committee:

1. Rename/relabel the following Exhibits as Board Bylaw Regulations (BB-R) or Administrative Regulations (AR)

E 9000a Role of Board and Members

E 9000b Administrator Selection Process

E 9000c Requests for Information from School Board Members

E 9110a Student Representative on KPBSD Board of Education

E 9110b Student Representative on KPBSD Board of Education Information Committee

E 9110c Student Representative on KPBSD Board of Education Small Schools Committee

E 9130a Policy Review Committee

E 9130b Charter School Oversight Committee

E 9130c Information Committee

E 9130d Finance Committee

E 9130e Small Schools Committee

E 9140 Board Liaison to the Kenai Peninsula Borough Assembly

E 9271 Code of Ethics

E 9322 Order of Business 

2. Recommended changes to Board Bylaws:

Revise BB 9313 Administrative Regulations and Exhibits to make clear that all Administrative Regulations (or Board Regulations, if codes/labels are changed) and Exhibits within Board Bylaws will go through the same adoption process as policies (see BB 9311 Board Policies)

3. Suggested language to add to the end of BB 9313:

Administrative Regulations and Exhibits for Board Bylaws (Series 9000) must be approved by the Board. Substantive changes will first be considered by the Board Policy Committee. Prior to adoption, they will normally be given two readings by the Board. The Board may waive the second reading or may require additional readings.

Suggested language to add to BB 9312:

The Board will adopt Board bylaws to govern the internal operations of the Board. When the need for a new bylaw or modification of an existing bylaw is recognized, the Board, Superintendent or designee, will draft a new or modified bylaw for consideration by the Board. 

Bylaws may be adopted and amended by a majority vote of all members of the Board at a regular Board meeting in the same manner as Board policies. 

4. No recommended changes as the following Exhibits should remain as Board Bylaw Exhibits:

E 9224 Oath or Affirmation

E 9311 Board Policy Revision Time Line

E 9323 Please Evaluate Us

E 9400 Board Self-evaluation