February 2, 2026 at 5:00 PM - KFCS Board of Education Work Session

Description:  Explicit conversation with board members:  

Step-by-Step Process for Board Members Visiting Schools

1. Review Policy BG

• Before planning a visit, board members should familiarize themselves with Policy BG - Board/Staff Communications.

• This policy states that board visits must be done with the knowledge of the superintendent and relevant school administrators.

2. Decide Intent & Purpose of the Visit

Before contacting anyone:

• Clarify why you want to visit (e.g., observe a classroom, attend an event, or meet with staff).

• Decide whether it’s:

  • An informal interest visit (watching or learning), or

  • Something requiring formal coordination (meeting with teachers or students).

3. Contact the Superintendent First

Board members should reach out to the superintendent before making plans with a principal or school staff.

• This can be done via email or phone.

• Include:

  • Date/time you’re hoping to visit

  • Purpose of the visit

  • School/site you plan to go to

  • Any questions about procedures

This ensures the superintendent is aware and can provide any necessary guidance or approve the visit.

4. Coordinate With the Principal and Staff

After the superintendent acknowledges or approves the visit:

• Ask the superintendent to connect you with the principal (or provide a contact).

• Then confirm:

  • Visit date and time

  • Where you’ll be while on campus

  • Any expectations about interaction with staff or students
    This keeps the visit organized and respectful of school operations.

5. Clarify the Nature of the Visit

• Make it clear the visit is:

  • For informational purposes

  • Not for supervision, evaluation, or administrative decisions.
    This is important because board members do not have direct authority over school staff or day-to-day operations.

6. Follow Visitor Protocols

Once approved:

• Check in at the main school office when you arrive.

• Follow all visitor policies (badges, check-in/sign-out procedures).
  This helps protect student safety and respects district procedures (similar to general visitor policies in Oregon schools).

7. Report Back to the Superintendent

After the visit:

• Send the superintendent a brief follow-up message summarizing what you saw and any observations.

• If something requires action or further discussion, coordinate how and where that should occur (e.g., through a committee or future board agenda).

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Why This Matters

• Compliance with Board/Staff relations policies avoids undermining administrative authority.

• It protects students and staff privacy and ensures visits aren’t mistaken for official evaluations or supervisory actions.

• It demonstrates respect for the superintendent’s role as the district’s chief executive and staff coordinator.

Description:  If a board member wishes to discuss an item raised during public comment, that item must be removed from the current agenda and placed on the agenda as a separate discussion item.

How to do this during a school board meeting (step-by-step)

1. Acknowledge the public comment

   • The chair briefly acknowledges the comment without discussion.

   • Example:
     "Thank you for your comment. The board has received your input."

2. Request to pull and re-agenda

   • A board member may request that the issue be placed as a separate agenda item.

   • Example:
     "I’d like to request that this issue be brought back on a future agenda for discussion."

3. Board chair confirms the process

   • Depending on board rules, this may:

     • Require consensus

     • Require a formal motion

       • The topic is listed as its own item (e.g., "Discussion of [Topic Raised During Public Comment]").

       • This ensures compliance with open meeting laws and allows proper notice to the public.

Description: 

Background:
During previous board meetings, concerns were raised through public comment and board member inquiries and referred to the superintendent for review. This agenda item provides an update on those matters and communicates the outcomes of the superintendent’s review, consistent with board policy and the board’s commitment to transparency and follow-through.

Superintendent’s Report:
The superintendent will provide a summary of issues referred for review, the steps taken to address them, and any resulting actions or determinations. Where appropriate, this includes confirmation that the matter has been communicated back to the originating party or the broader community.

Purpose:

• To inform the board and public of the status and resolution of previously raised concerns

• To demonstrate follow-through and accountability

• To formally "close the circle" on referred issues

Expected Outcome:
The board receives information and acknowledges that the review process has been completed and communicated appropriately. No board discussion or action is required unless the board determines a separate, future agenda item is necessary.