The Academic Policy Committee (APC) is the Tongass School’s governing board and is responsible for setting and implementing policies that fulfill the school’s charter. These activities include: hiring and reviewing the school’s principal, reviewing and amending the curriculum, instructional methods, and student assessment strategies, and approving the school’s annual operating budget.
The APC is comprised of three school staff members, three parents, and three Ketchikan community members at large who are elected by the school’s parents and staff during the spring student conferences.
BY LAWS OF The TONGASS SCHOOL OF ARTS AND SCIENCES APPOVED SEPTEMBER 18,2023 ARTICLE I – Name
The name of the organization will be Tongass School of Arts and Sciences (“Tongass School”).
ARTICLE II – Location
The school will be located in a Ketchikan Gateway Borough School District facility. ARTICLE III – Academic Policy Committee (“APC”)
Section 1 – Membership The school will have as its governing board an APC consisting of nine (9) members, three (3) of whom will be parents who have children attending the school; three (3) of whom will be paid employees of the school whose children may or may not be attending the school; and three (3) of whom will be community members at large. Only one parent per family may serve on the APC at any one time. All APC members shall be persons committed to developing the Tongass School following the school's charter. It is desirable that each member has experience or skills that strengthens or broadens the governance ability of the APC. It is also desirable that each member makes a commitment to serve for at least two years and consistently attend meetings. Section 2 – Quorum For voting purposes, five (5) APC members constitute a quorum. The act of a majority of the full Board (also referred to as a quorum vote) will be the act of the APC. The members present may adjourn any meeting in the absence of a quorum. Section 3 - General Powers and Responsibilities The APC shall supervise the academic operation of the school and ensure the fulfillment of the mission of the charter. The property, business and affairs of the school will be managed by the APC. Without limiting the generality of the foregoing, the APC may exercise all powers of the school as provided by state and federal law, Ketchikan Gateway Borough School District Board of Education policy and these bylaws. Section 4 – Elections and Term of Office Election of APC members will be conducted annually to coincide with local elections, the first Tuesday of October. At this time, other issues that are determined by the APC to require parental approval may be voted on by eligible voters. Eligible voters are the parents or legal guardians of all children attending the school, paid staff employed by
the school and current community members of the APC. Elections will be conducted by secret ballot. Votes will be tallied and publicized by a group of volunteers made up of eligible voters. Each voter will be allowed only one vote, regardless of the number of children attending the school. No more than two parents or legal guardians may vote per family. Newly elected APC members will assume office at the first APC meeting following approval of election results. APC members will hold office for a two-year term. Members will hold office until the APC meeting following an election in the year that APC member's term expires. Section 5 – Vacancies In the event of a vacancy on the APC, the board shall ask for volunteers to serve the remainder of the vacant member's term. The vacant seat shall be filled by a quorum vote of the APC, If the number of remaining members is less than seven (7), the vacant seat shall be filled by a majority vote of the sitting members of the APC. Section 6 – Regular APC Meetings The APC will meet at least once a month to discuss school operations; to consider, adopt or change policy; to hear from parents, staff, students and community members; or to consider other matters pertinent to the school. All actions taken by the APC will require a majority vote, unless a different vote requirement is specifically required for action on a matter. A member voting in the minority may request a roll call vote. All meetings are open to the public, though only APC members are eligible to vote. Meetings may be conducted by electronic means when deemed necessary by the President. Section 7 – Notice Notice of APC meetings will be given at least three (3) days in advance of a meeting. The secretary will give APC members written or other notice of the time, date and location of the meeting, and to the extent it is known, the agenda of the meeting. Notice may be provided by electronic communication. Written notice will be posted at the school no later than three (3) days before the meeting and notice will be provided to local media. The APC president will prepare an agenda for each meeting. Any member of the public may request that an item be placed on the agenda. The APC will attempt to follow the agenda; however, the proposed agenda may be changed as deemed necessary by the APC at the meeting. Section 8 – Special APC Meetings Notice of any special meeting will be given at least twenty-four (24) hours prior to the meeting. APC members will receive written notification and general public notice will be posted at the school. The business to be transacted at the meeting needs to be specified in the notice. Section 9 - Resignations and Removal Any APC member may resign at any time by giving written notice to the president or secretary of the APC. The resignation will be effective at the time stated in the written notice. No acceptance of the resignation is necessary. Any member of the APC may be
removed, with cause, by a quorum vote of the APC, when, in their judgment, it serves the best interests of the school. Section 10 – Attendance Attendance at board meetings is mandatory. Members must notify either the president or secretary if they are going to miss a meeting. Members may attend a meeting via phone or other electronic means and retain all voting rights. If a member must miss a meeting, it is encouraged that they provide written input on agenda items, but will not retain any voting rights. If a member is absent for four (4) consecutive meetings, the position shall automatically become vacant. A request for a leave of absence may be made by a member in writing to either the president or secretary and approved by a majority vote of the APC. If approved, the member's seat will then be considered vacant and filled in accordance with Article III, Section 5 for the time period requested by the member. Section 11 – Compensation Members of the APC will receive no compensation for their service as members of the APC; however, nothing herein will be construed to preclude any APC member from serving the school in any other capacity and receiving compensation therefor. Section 12 – Rules of Order Robert’s Rules of Order will be used as deemed necessary by the APC. Section 13 – Conflicts of Interest Public office is a trust created in the interest of the common good and for the benefit of the people. It is the intent of these bylaws to maintain public confidence and prevent the use of public office for private gain. APC members will disclose any known or potential conflicts of interest in writing to the APC prior to the time set for voting on the transaction and they will not vote on the matter or attempt to influence the decisions of other APC members in voting on the matter. Written disclosures will be attached to the minutes of the meeting in which the APC action occurred relating to the matter disclosed. Section 14 – Executive Sessions Executive sessions will be followed as stated in AS 44.62.310 (c):
- Matters, the immediate knowledge of which would clearly have an adverse effect upon the finances of the school;
- Subjects that tend to prejudice the reputation and character of any person, provided the person may request a public discussion;
- Matters which by law, municipal charter, or ordinance are required to be confidential;
- Matters involving consideration of government records that by law are not subject to public disclosure. The subject to be discussed during an executive session will be described in the motion calling for the executive session without defeating the purpose of conducting an executive session. Executive sessions are conducted solely at the discretion of the APC. Only members of the APC and those expressly invited by the APC may attend an executive session. The APC may not take any official action during an executive session, except that the
APC may give direction to its attorney regarding the handling of a specific legal matter. When the APC believes an executive session may be appropriate to discuss a subject that may prejudice the reputation or character of a person, the APC will provide advance notice to the affected individual. The notice will state when the proposed executive session will be conducted and will inform the affected individual of his or her right to request a public hearing of the matter.
ARTICLE IV – APC Officers
Section 1 – Membership The officers of the APC will be president, vice president, treasurer and secretary. Section 2 – Elections and Term Officers will be elected by a majority vote of the APC at the first meeting after the election of the APC and will serve until the meeting after the next annual election of the APC or until their successors are elected and appointed or until their resignation or removal. Section 3 – President The president will be responsible for running meetings and setting agendas except where the APC has expressly delegated that another person be authorized to do so. The president will perform other duties as assigned by the APC. The president will work with the school principal in setting the agenda. Section 4 – Vice President The vice president will have all the powers and perform all the duties of the president in the event of the absence or disability of the president. The vice president will perform other duties as assigned by the president or the APC. Section 5 – Secretary The secretary will maintain complete minutes of all meetings of the APC. The secretary will record all acts, votes and minutes of the meetings in one or more books kept for that purpose. The secretary will send each APC member a copy of the minutes and publicly post the minutes at the school. The secretary will see that all notices are duly given in accordance with the provisions of these by-laws or as required by law. The secretary will perform other duties as assigned by the president or the APC and may delegate duties, but shall remain responsible for their performance. Section 6 – Treasurer The treasurer will oversee the school’s finances and will report regularly to the APC. The treasurer will maintain current fiscal year operating and grant budgets. The treasurer will work with the school secretary, principal and District accounting personnel. The treasurer will perform other duties as assigned by the president or the APC and may delegate duties, but shall remain responsible for their performance. Section 7 – Resignations and removal Procedures for resignations and removal of officers shall be in accordance with Article III.
ARTICLE V – Administrator
Section 1 – Selection and Management The APC shall select a school administrator to manage the school. The administrator shall report directly to the APC. Section 2 – General Powers and Responsibilities The administrator shall be responsible for ensuring the school and student goals and objectives are met, following the policies approved by the APC, within the limitations set by the APC. Specific responsibilities are set forth in the Tongass School Administrator job description. Federal and State law, Ketchikan Gateway Borough School Board policies and the KEA and KLO contracts will all be adhered to. Section 3 – Job Performance Review The APC shall review the administrator's performance of these responsibilities on an annual basis.
ARTICLE VI – APC Committees
Section 1 – Membership Membership on committees will be broadly representative and will take into consideration the specific tasks assigned to the committees. Committee members will be selected by the APC from a list of volunteers of parents whose children attend the school, staff currently employed by the school and community members at large. Section 2 – Instructions and Responsibility Each committee will receive clear instructions as to the length of time each member will serve, the services the APC wishes the committee to render, the resources the APC can provide and the dates the APC would like written or oral reports. Recommendations of advisory committees will be based upon research and facts. Section 3 – General Powers The APC possesses certain legal powers which cannot be surrendered or delegated. Therefore, all recommendations of APC committees are advisory and must be submitted to the APC for action. The APC will have the power to dissolve any committee and may exercise this power at any time during the life of the committee. Section 4 – Notice Notice of committee meetings will be given in accordance with the procedures specified in Article III, Section 7.
ARTICLE VII – Administrative Policies
Tongass School of Arts and Sciences APC reserves the right to request revisions to and waivers of Ketchikan School District policies and procedures. Tongass School of Arts and Sciences will work collaboratively with the Ketchikan Gateway Borough School District on administrative and personnel procedures. ARTICLE VIII – Amendment of By-Laws
Section 1 – Action by APC The bylaws may be amended, altered or repealed and new bylaws adopted upon the quorum vote of the APC. Section 2 – Record of Amendments Whenever a bylaw is amended or repealed or a new bylaw is adopted, a notation shall be made in the appropriate section of each copy of the bylaws and the new or amended bylaws inserted at the back. If certain bylaws are to be repealed in their entirety and a new set of bylaws adopted, a copy of the repealed bylaws shall be marked with the date of repeal and filed with the APC records. All other copies filed at the school's office shall be collected, disposed of, and replaced with the new bylaws.
ARTICLE IX – Miscellaneous
Section 1 - Fiscal Year The school's fiscal year will coincide with the fiscal year of the Ketchikan Gateway Borough School District. Section 2 – Contracts The APC may enter into a contract or deliver any instrument in the name of or on behalf of the school. Such authority may be general or confined to specific instances or transactions. Section 3 – Grants The APC may accept a gift, grant, bequest or device for general purposes or any special purpose of the school. The APC shall submit all grant applications to the Ketchikan Gateway Borough School Board for approval. Section 4 – APC Books and Records The School will keep records and minutes of the proceedings of the APC, and any other committees, standing or otherwise. All records of the school are public documents. However, student records, personnel records and any other record protected under privacy laws are excluded. Section 5 - Charitable Gaming Upon dissolution, any remaining net proceeds from gaming activities under AS 05.15 will be distributed to one or more existing permittees, other than a multiple - beneficiary permittee, in accordance with 15 AAC 160.020 (a)(5). The foregoing Bylaws constitute the Revised Bylaws of the Tongass School of Arts and Sciences are duly adopted by the APC on September 18, 2023.