Board Agenda and Addendum

It is the responsibility of this desk to add to the monthly Board Meeting agendas the Personnel section data and the Policy section data.

• After the Personnel Committee and Policy Committee meetings, you will need to copy the resolutions from each committee meeting’s agenda and paste them into the Board agenda that is created by the Secretary to the Bus. Adm/Board Secretary and shared with you. To add these items to the Board Agenda, either click on the link in the email the Secretary to the Bus. Adm. sent you or go into Google Drive, click on Shared with Me, then Search Drive and start typing the date of the Board Agenda (for example, for the Board meeting on December 16, I would start typing December 16 and the agenda should pop-up).
• Follow the same formatting as the rest of the agenda.
• Sometimes, after the Personnel meeting and before the Board meeting, you may get additional resolutions to be added to the board agenda. As you are adding new resolutions or adding items to existing resolutions, type these new resolutions/new items in red (so they stand out).
• Then, before the board agenda gets emailed, copy and paste these resolutions/items typed in red to a document that the Director of HR will email to collaborators.

To add information to this document, on my computer go to my google drive:

• Eileenosborne Drive
• Board of Education Shared Data
• Personnel and Policies
• Agenda Updates-New Items Added
• Copy the file “Updates for (previous month’s) Board Agenda.”
• Then rename the copied file to the current board agenda date.
• Open the new document, change the date in the title, and copy and paste the resolutions/items in red type from the board agenda into this document. Note, new resolutions are completely typed in red (resolution itself as well as any table for the resolution). Revised resolutions are kept black, but the additional data added to the table is typed in red. In addition, you will only provide in the table new data (in red type), do not copy over data that was in the table that the committee had a chance to already review (in black type).
• When finished, click on File, click on Email Collaborators, then remove all the check marks next to the names except for the Director of HR, as he is the only one to receive the document for review. Remember to uncheck the all of the names except the Director of HR or the collaborators will get the file BOFORE the Director of HR has a chance to review.
• Type a message to the director and click Send
• Once you have sent the Agenda Updates document, then go into the Board Agenda and change all of the resolutions/items typed in red to black on the agenda.
• After the agenda is complete, inform the Secretary to the Bus. Adm/Board Secretary that your portion of the agenda is complete.
• NOTE: On the Monday of the Board meeting, you may have to create an Addendum.

To Create an Addendum:

• If an addendum is needed, the Secretary to the Bus. Adm./Board Secretary will share this document with you. Click on the link on the email from the Secretary to access the document.
• Add the new resolutions (if you are adding information to a resolution already on the Board agenda, then the number of the resolution should be the same as what is on the agenda. If you are creating a new resolution, then the number should be the next number after the last resolution on the Board agenda).
• Link any attachments
• Share the addendum with the Director of HR only (by unchecking all the boxes and then just checking the box next to the supervisor’s name).
• Once the Director of HR approves the addendum, inform the Secretary to the Bus. Adm/Board Secretary that you are done with changes to the Addendum.
• On the Monday of the board meeting, print two copies of the Board Meeting and Addendum. Keep one copy for yourself and give one copy to the Personnel Secretary.