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POLICY 1220: COMMUNITY EDUCATION AND SERVICES ADVISORY COUNCIL

POLICY 1220: COMMUNITY EDUCATION AND SERVICES ADVISORY COUNCIL

Revised: April 13, 2026

I. PURPOSE

The purpose of this policy is to provide for the establishment of a Community Education and Services (CES) Advisory Council and establish its membership and responsibilities.

II. GENERAL STATEMENT OF POLICY

The Community Education and Services (CES) Advisory Council shall be sustained by the School Board as a requirement under M.S. 124D.19 to qualify the district for annual CES levies, and to involve the community in decisions on CES functions of the school district and other timely issues identified by the Council or School Board.

III. PROCEDURES

  1. The primary responsibilities of the CES Advisory Council shall be to:
    1. Recommend areas of program development according to state guidelines.
    2. Expand and improve communications between community groups, agencies, municipalities, and schools and to assist in coordination and elimination of duplication of programs and services.
    3. Promote the community education philosophy of lifelong learning for all ages.
    4. Recommend appropriate CES program budgets (revenues and expenditures) to the School Board.
  2. Membership
    1. District residents and in some cases, non-District residents, are eligible to serve as Council members. Individuals may represent civic or community service organizations, local government bodies, local businesses, representatives of community programs, or high school students.
    2. The Council shall consist of no more than 15 appointed members of which up to two may be students. Each member shall be entitled to one vote.
    3. Council members will serve three year (school year terms, Sept. 1-Aug. 31) staggered terms. No member shall be appointed for more than two consecutive terms. Recommendations for appointments will be made each fall.
    4. Student appointments will be for a period of one year, renewable annually for one additional year.
    5. Recommendations for membership will be approved by the Executive Committee.
    6. All members must receive final approval from the Executive Committee.
    7. Any member who is absent for two consecutive meetings without notification will be asked for a letter of intent. The CES Administrative Assistant will notify the member in writing and request such a letter. If a member misses three consecutive meetings and the Council has not received a letter of intent, the Council has the discretion to remove that person from the Council without further consideration.
    8. Any member who wishes to resign from the Council shall give a written notice of intent to the Chairperson who shall present the resignation at the next Council meeting.
    9. Should a vacancy occur, an appointment may be made for the balance of the term by the Community Education and Services Director.
    10. Board of Education representative and Community Education staff members are considered ex-officio without voting privileges.
  3. Meetings
    1. The Council shall meet a minimum of four (4) times per year. Meeting dates will be established annually.
    2. Special meetings may be called by the Council Chairperson or by the Community Education and Services Director.
    3. A simple majority (50% plus one) shall constitute a quorum for transaction of business. All voting decisions require a simple majority of those present.
    4. All Council voting matters will be done by voice vote. However, if any Council member requests a written ballot, the request shall be honored without discussion.
    5. All meetings are open to the public.
    6. The Community Education and Services Administrative Assistant shall serve as the minute taker for the Council.
  4. Council Leadership
    1. The council will elect a Chairperson-elect each year for a three-year leadership position as chairperson-elect, chairperson and past-chairperson
    2. The Chairperson will preside at the general Advisory Council meetings by following the agenda that the Community Education and Services Director has prepared.
    3. The Chairperson-elect will perform the duties of the Chairperson in the Chairperson’s absence.
    4. Council sub-committees may be formed at the discretion of the Council and the Community Education and Services Director.

Adopted: April 18, 1977