171.2

AGENDA PREPARATION AND DISSEMINATION

The Superintendent and the Board President shall work collaboratively to prepare regular School Board meeting agendas. Any Board member may request that an item be considered for a future agenda. This request should be submitted in writing to the Superintendent and/or Board President prior to the Wednesday preceding the upcoming Board meeting. If the Board Member’s written request is denied, the Board Member may direct the Board President to include on the next regular meeting agenda an Agenda Setting Topic item where the Board as a whole can decide when, if at all, the issue in question will be (1) calendared for substantive discussion and/or possible action, or (2) referred (e.g., to a subcommittee or to the administration). Discussion regarding the Agenda Setting Topic cannot be substantive in nature and must be limited solely to the appropriateness of scheduling the item on a future agenda.

Board Agenda/Packet

The particular order of agenda items may vary from meeting to meeting in keeping with the business at hand.

The agenda/packet shall include, but not be limited to, the following:

1. Approval of minutes of the previous Board meeting(s).
2. A period for public input.
3. A brief explanation of each item on the agenda, including its designation as an action item, discussion item, or informational item.
4. Information that will help Board members prepare for discussion and decision-making. Information provided should include relevant data sets, fiscal notes, and financial estimates whenever possible.
5. Once a month, the Board shall approve the statement of receipts and expenditures in the aggregate as provided by the business office.

During meetings, the Board shall follow the order of business set by the agenda unless the order is altered by a majority vote of the members present at the meeting.

Dissemination for Board Members

The agenda packet shall be disseminated to Board members in advance so the Board may give items of business careful consideration. A meeting agenda (even if tentative) and the supporting materials shall be distributed to Board members and the District Leadership Team at least three business days before each Board meeting, with limited exceptions as necessary.

Public Notice and Dissemination

The Superintendent, as designee for the Board President, will direct the proper posting and issuance of public notice of Board meetings at least 24 hours in advance of the meeting. When, for good cause, providing 24-hour notice is impossible or impractical, State Law allows that shorter notice may be given, but the public notice must always be given at least two hours in advance of the meeting.

Public notice of School Board meeting agendas shall be given to the news media and for the benefit of other interested individuals in accordance with legal requirements. The official public notice of the meeting shall be posted in a public location within the District and on the District’s website.

Amendments to Meeting Agendas and to the Public Notice

In the event that after the original public notice of a meeting has been posted/issued, a matter arises or is identified that is not included on the original notice, or in the event that it is necessary to modify or clarify items of business that appear on the original public notice, the Superintendent, in consultation with the Board President, shall take such steps as are necessary to amend the public notice in advance of the meeting, including providing the media outlets that have requested notification of Board meetings with copies of the amended notice. Any amendments to the public notice of a Board meeting must be made according to the same deadlines as the law establishes for original notices.

Notice to the public of necessary amendments to the original public notice of a Board meeting will be given in the same manner as the original, unless such notice is impracticable due to publication or broadcast deadlines. Notice to the media of an amended notice will generally be given by electronic communication to ensure timely transmission.

In the event that a matter arises or is identified after the Board has been provided with a copy of a meeting agenda, but prior to the posting and issuance of the original public notice of the meeting, the draft of the public notice shall simply be modified prior to posting/issuance. The Superintendent or his/her designee shall inform the Board that the original agenda they received has been amended in a manner that is consistent with the public notice, and shall also provide the Board with any supplemental background materials related to the changes to the agenda.

Cross References:
Policy 170, Meetings of the School Board
Policy 187 and 187-Rule Public Input at School Board and Board Subcommittee Meetings

Legal References:
Wisconsin State Statutes 19.81, 19.83(2), 19.84, 19.85, 120.11, 120.11(4), 120.43(2), 985.01

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Adoption Date: September 14, 1987

Amended Date: September 10, 2018, February 25, 2019, and July 27, 2026