School board creates temporary committee to review citizen advisory committees, sends charge to policy review

The Suffolk City School Board voted to form a temporary board committee to study the efficacy, reporting and membership policies of its citizen advisory committees and asked the board's policy review committee to develop formal language to guide that effort.

Board members debated attendance, reporting cadence and staff roles during a lengthy discussion at the Jan. 16 business meeting. Several board members said some citizen committees regularly meet with only a few appointed citizens present and that chairs and vice chairs should be invited to participate in the temporary committee.

Supporters said the temporary committee should produce concrete fixes: require minutes and reports after every meeting, survey all committee members about barriers to participation, improve marketing, and clarify staff versus citizen roles. Attorney Waller advised the board that the temporary committee's meetings would be subject to the Virginia Freedom of Information Act and recommended the board give the temporary committee a clear charge.

During discussion board members also proposed a grievance procedure for committee members who believe they were being excluded or treated unfairly. Several board members said they want a uniform minutes template and training for appointees so volunteers understand their duties.

The board amended the original motion to instruct the policy review committee to draft a formal policy describing the temporary committee's charge and operating rules. The amended motion passed on a recorded vote; the board directed policy review to develop the committee description and return it for board action.