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Fairfax County Public Schools committee meeting, date not confirmed yet

1 h 42 min · 0 public speakers

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What happened

What happened at this meeting

Administration committee sends school board office procedures to board consent agenda 16:37

  • The Administration Committee reviewed a series of school board office standard operating procedures and voted to send each one it took up to the full board's consent agenda. 0:04
  • The presiding member also gave an update on a new evaluation process for school board office positions that will begin in calendar year 2027. 0:04
  • Committee members discussed deadlines for producing meeting minutes, telework exceptions for board member staff, and selection for the student leadership program. 11:39
  • Members also discussed a minimum of professional development hours, community use spending, and how leave will be approved as the timekeeping system changes. 43:39
Item by item (15)
  1. Opening and approval of minutes 0:04
    • The presiding member called the meeting to order at 4:39 PM and took up a motion to approve the minutes from the May 13th, 2026 meeting of the Administration Committee. 0:04
    • The presiding member said the vote was unanimous for board members present and the motion carried. 1:11
  2. Evaluation process for board office staff 0:04
    • The presiding member said board members and the affected staff would receive an email in October explaining the process, and evaluations would be submitted through a Google Form kept by HR. 0:04
    • The presiding member said the new evaluation system for positions in the school board office, approved by the board last year, would not begin until calendar year 2027. 1:23
    • The presiding member said the evaluations include a self-evaluation, a mid-year evaluation and an annual evaluation, with the cycle running from January through the end of the year. 2:18
  3. Process for reviewing operating procedures 0:04
    • The presiding member said a requested revision to the governance manual would add an appendix stating that the full board will approve final versions of the standard operating procedures and that revisions will come back through the committee. 0:04
    • The presiding member said the clerk's team had put the procedures in order of priority for the committee's review. 0:04
  4. Minutes process procedure 0:04
    • A committee member asked whether a 5-day turnaround for minutes was too quick, and a staff member said the committee meeting timeline of 5 business days was the one area of concern. 11:39
    • The presiding member proposed language allowing the school board chair, when there are extenuating circumstances, to provide additional time for minutes of full board meetings, and the relevant committee chair to do so for their committee. 16:37
    • The committee voted unanimously to send the procedure to the consent agenda. 16:37
  5. Telework procedure 16:37
    • A staff member said the language was taken from the telework regulation. 20:22
    • The committee agreed to add the words relevant school board member in parentheses after program manager. 22:29
    • A staff member said school board staffers do not currently have dedicated workspaces and therefore already have an exception under the regulation. 24:47
    • The committee voted to send the procedure to the consent agenda, with the presiding member saying all were in favor. 27:49
  6. Student leadership program selection 27:49
    • A staff member said the service learning project was removed after students who took part said it was not meaningful to them. 28:24
    • A staff member said the board member liaison to the program was probably for next year because the procedure had not been approved when committee assignments were made. 31:21
    • A speaker said the program received close to 400 applications last year and 12 students were picked. 39:33
    • The committee voted unanimously to send the procedure to the consent agenda. 43:14
  7. Board member professional development 43:14
    • A speaker said the code is not specific about how much professional development a school board member should have, so the guidelines set at least 5 hours and list items that would fulfill it. 43:39
    • A staff member said board members would give the clerk a form at the end of each year certifying that they met the requirement. 44:42
    • A committee member suggested changing the June 30th deadline to June 15th, and a staff member said June 30th was used because a conference some board members attend is held at the end of June. 45:06
    • The presiding member said the vote to send the procedure to consent was unanimous for all board members present. 51:17
  8. Community use procedure 51:17
    • A staff member said the procedure, formerly known as Back to School Night, was updated after the June 13th retreat extended it to all year and clarified allowable expenses. 51:55
    • A speaker asked whether the notice could be changed to 2 business days rather than 48 hours, and a speaker asked whether food could be included for school board member hosted events in the guidelines. 55:10
    • A speaker explained that social media accounts listed on materials paid for with FCPS resources must be official accounts, which belong to FCPS. 57:23
    • The presiding member said the vote to send the procedure to consent was unanimous. 1:06:00
  9. Leave request and approval 1:06:00
    • A staff member said language was added about using correction memos and MyTime, and that finance had found the information accurate. 1:07:01
    • A committee member asked whether MyTime was going away, and a staff member said the language could be changed to HCM. 1:07:19
    • The presiding member said an updated procedure would come when the new system is online and that an HR training was being planned, perhaps around the next retreat. 1:16:53
    • The presiding member said everyone present voted to send the procedure to consent. 1:16:53
  10. Overtime for non-exempt employees 1:16:53
    • A staff member said the procedure was based on a consensus from the May 17th retreat that board members would limit non-exempt staff to 40 hours per week. 1:17:48
    • A staff member listed the non-exempt school board office positions as the administrative assistant 1, the support tech 1 and the support tech 2. 1:18:48
    • The presiding member said the vote to send the procedure to consent was unanimous. 1:20:36
  11. Meeting manager process 1:20:36
    • A staff member said the procedure covers the board office's responsibility for setting up meeting manager meetings. 1:20:56
    • The presiding member proposed language asking a board member who is unavailable for a designated meeting manager role to notify the clerk's office no later than 5 business days in advance, and members discussed tying that to the meeting manager meeting. 1:24:40
    • The presiding member said all were in favor of sending the procedure to consent. 1:27:32
  12. Quorum and attendance tracker 1:27:32
    • A staff member said the procedure codifies use of the quorum and attendance tracker, including the distinction between medical virtual and personal virtual participation. 1:28:06
    • A staff member said a board member who reaches 25% cannot legally participate virtually for personal reasons. 1:29:23
    • The committee discussed adding language that the clerk's office shall monitor the tracker and notify a board member within 2 meetings of reaching the Virginia statutory limit for personal virtual participation. 1:30:40
    • The presiding member said everyone voted to send the procedure to consent. 1:33:29
  13. Executive limitations monitoring report process 1:33:29
    • A staff member said the procedure covers the forms board members can fill out on monitoring reports, and that the information is included in the evaluation process at the end of the year. 1:33:57
    • A speaker said the governance manual does not require board members to use the reports in their evaluation of the superintendent. 1:34:44
    • The presiding member said everyone voted to move the procedure to the consent agenda. 1:36:31
  14. School anniversary proclamation recognitions 1:36:31
    • A staff member said the procedure gives an overview of how the office gathers information for school anniversaries and sets up the meeting. 1:37:04
    • A committee member said the recognitions should be done at the schools, and the presiding member said changing the governance manual would go to the governance committee. 1:37:53
    • The presiding member said everyone voted to send the procedure to consent. 1:39:03
  15. Meeting schedule and adjournment 1:39:03
    • The presiding member said the committee would meet basically every other month this year, with holds in between months. 1:39:42
    • A speaker asked whether the annual work calendar is posted somewhere besides BoardDocs, and another speaker said the link is included in chair's notes every week. 1:39:59
    • The presiding member adjourned the meeting at 6:20 PM. 1:41:14

Written by software from the meeting's transcript and checked sentence by sentence against it.

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Video: posted by the district as “9/2/2026 - FCPS School Board Administration Committee Meeting”