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Board agrees to formalize board–secretary duties and adopt a simple 'triangle' signal for speaking
Summary
Jefferson SD 14J board discussed the duties of board secretary Amber Hopkins, agreed she may use a small green/red triangle to signal when she wishes to speak, and directed staff to draft a board–secretary agreement for the next packet under new business.
The Jefferson School District 14J Board of Directors spent the bulk of the meeting clarifying the duties and expectations of the board secretary and agreed on two operational steps: adopt a simple visual signal to indicate when the secretary wishes to speak, and formalize the secretary’s duties in a draft board–secretary agreement to be circulated in a future packet.
Board members said the district underuses the secretary’s institutional knowledge for policy research, record-keeping and minute accuracy. Brad Kaitner described materials derived from OSBA training and model policy language; he told the board that OSBA and legal counsel generally advise keeping model language intact and consulting counsel before making substantive changes.
On procedure, members proposed a small green/red triangle or block that a board secretary (and other members) can turn to indicate a desire to speak during open discussion. Amber Hopkins, the board secretary, said she preferred the triangle signal: “No. I’d rather have the triangle.” Brad Kaitner and others supported the idea as low-cost and practical; the chair said the board will acknowledge the signal and that the tool should reduce interruptions and help ensure accurate recording of motions.
Directed next steps: the board asked Amber to prepare a draft of a board–secretary agreement; the chair and Brad will review it and the document will be placed in the next packet under new business for the full board to approve or amend. Amber also agreed to send candidate filing forms to members and noted the anticipated filing deadline around March 15.
Why it matters: Clarifying when and how the board secretary may interject and formalizing responsibilities aims to improve meeting flow, accuracy of minutes and policy research support for the board.
What was not decided: The board did not adopt any changes to district policy language at this meeting; members emphasized consulting legal counsel and OSBA guidance before altering model policy text.
What’s next: The drafted agreement will be circulated for review and then returned to the board as new business at a future meeting.
