2:70-E - Exhibit - Checklist for Filling Board Vacancies by Appointment

Review Board policy 2:70, Vacancies on the School Board - Filling Vacancies, to determine if a vacancy on the Board occurred and, if so, whether the successor will be selected by election or Board appointment.

Filling a vacancy by Board appointment or election depends upon when the vacancy occurred.  If a vacancy occurs with less than:  (1) 868 days remaining in the term of office, or (2) 88 days before the next regularly scheduled election for the vacant office, no election to fill the vacancy is held and the appointee serves the remainder of the term.  At all other times, an appointee serves until the next regular school election, at which election a successor is elected to serve the remainder of the unexpired term. See 105 ILCS 5/10-10.

At a minimum, the Board uses election qualifications, that is, a candidate must meet the following:

• Be a United States citizen.
• Be at least 18 years of age.
• Be a resident of Illinois and the

District for at least one year immediately preceding the appointment.

• Be a registered voter.
• Not be a child sex offender.
• Not hold another incompatible public office.
• Not have a prohibited interest in any contract with the District.
• Not be a school trustee.
• Not hold certain types of prohibited State or federal employment.

While the School Code does not expressly set forth eligibility requirements for appointment to a Board vacancy, the Board may want to use the qualifications for elected Board members listed in 105 ILCS 5/10-3 and 5/10-10.

For guidance discussing other qualifications that the Board may want to consider, see IASB’s Recruiting School Board Candidates, available at: www.iasb.com/elections/recruiting.pdf.

For guidance regarding conflict of interest and incompatible offices, see Answers to FAQs, Conflict of Interest and Incompatible Offices, published by the Ill. Council of School Attorneys, available at: www.iasb.com/law/conflict.cfm.

When additional qualifications apply, the following items may be included in the Board’s list of qualifications:

• Meet all qualifications based upon the distribution of population among congressional townships in the district.
• Meet all qualifications based upon the distribution of population among incorporated and unincorporated areas.

Board members of some community unit school districts may be subject to historical residential qualifications based on the distribution of population among congressional townships in the district or between the district’s incorporated and unincorporated areas (105 ILCS 5/11A-8).

The Board President will accept applications.

The Board will discuss, at an open meeting, its process to review the applications and who will contact applicants for an interview.

Who accepts vacancy applications is at the Board’s sole discretion.  According to 2:110, Qualifications, Term, and Duties of Board Officers, the Board President is a logical officer to accept the applications, but this task may be delegated to the Secretary or Superintendent’s secretary if the Board determines that it is more convenient.  Who accepts the applications must be decided prior to posting the vacancy announcement.

School District ______ Board Member Vacancy

The School District is accepting applications to fill the vacancy resulting from [reason for vacancy] of [former Board member’s name].

The contents of a vacancy announcement, how it is announced, and where it is posted are at the Board’s sole discretion.

The Board may want to announce the vacancy and its intent to fill it by appointment during an open meeting. The announcement may be posted on the District’s website and in the local newspaper(s).

The individual selected will serve on the School Board from the date of appointment to [date].

The length of the appointment depends upon when during the term of office the vacancy occurred.  See 105 ILCS 5/10-10 and Board policy 2:70, Vacancies on the School Board - Filling Vacancies, to determine the length of the appointment.

The School District [School District’s philosophy or mission statement].

See Board policy 1:30, School District Philosophy, for the District’s mission statement that is specific to the community’s goals.

Applicants for the Board vacancy must be:  [Board’s list of qualifications].

See checklist item titled Develop List of Qualifications for Appointment of a Person to Fill Vacancy above.

Applicants should show familiarity with the Board’s policies regarding general duties and responsibilities of a Board and a Board member, including fiduciary responsibilities, conflict of interest, ethics and gift ban.  The Board’s policies are available at [locations].

Listing this along with the Board’s list of qualifications assists candidates in understanding a Board member’s duties and responsibilities and may facilitate a better conversation during the interview process.  See Board policies:  2:20, Powers and Duties of the School Board; 2:80, Board Member Oath and Conduct; 2:100, Board Member Conflict of Interest; 2:105 Ethics and Gift Ban; and 2:120, Board Member Development.

Applications may be obtained at [location and address and/or website] beginning on [date and time].

Completed applications may be turned in by [time and date] to [name and title of person receiving applications].

See action item titled Decide who will receive completed vacancy applications above.

Why do you want to be a Board member?

What specific skills would you bring to the Board?

Please give specific examples of your ability in interpersonal relationships and teamwork.

What do you see as the role of a Board member?

What have you done to prepare yourself for the challenges of being a Board member?

Please describe your previous community or non-profit experiences.

What areas in the district would you like to see the Board strengthen?

What is your availability to meet the time, training commitments, and other responsibilities required for Board membership?

Describe what legacy you would like to leave behind.

Interview questions are at the Board’s sole discretion.  This list is not exhaustive, but it may help the Board tailor its questions toward finding a candidate who will approach Board membership with a clear understanding of its demands and expectations along with a constructive attitude toward the challenge. The Board may also want to consider allowing an equal amount of time for each interview.

See IASB’s Recruiting School Board Candidates, available at: www.iasb.com/elections/recruiting.pdf.

A prospective candidate to fill a vacancy may raise other specific issues that the Board will want to cover during an interview.

The Board President will discuss the following items with each candidate during the interview:

Introduce Board members to the candidate at the beginning of the interview.

Describe the Board’s interview process, selection process, and ask the candidate if he or she has questions about the Board’s process for filling a vacancy by appointment.

Describe the District’s philosophy or mission statement.

Describe the vacancy for the candidate by reviewing the:  (1) qualifications, and (2) general duties and responsibilities of the Board and the Board members, including fiduciary responsibilities, conflict of interest, ethics and gift ban, and general Board member development.

Begin asking the interview questions that the Board developed.

Ask the candidate whether he or she has any questions for the Board.

Thank the candidate and inform the candidate when the Board expects to make a decision and how the candidate will be contacted regarding the Board’s decision.

The Board President will lead the Board as it interviews prospective candidates.  See Board policy 2:110, Qualifications, Term, and Duties of Board Officers. The president presides at all meetings (105 ILCS 5/10-13).

The Board may also want to consider allowing an equal amount of time for each interview.

The Board appointed [appointee’s name] to fill the vacancy on the Board.

The appointment will be from [date] to [date].

The Board previously established qualifications for the appointee in a careful and thoughtful manner.  [Appointee’s name] meets these qualifications and has demonstrated the willingness to accept the duties and responsibilities of a Board member.  [Appointee’s name] brings a clear understanding of the demands and expectations of being a Board member along with a constructive attitude toward the challenge.

The contents of the appointment announcement and length of time it is displayed are at the Board’s sole discretion.  The Board may want to consider announcing the appointment during its meeting and also by posting it in the same places that it posted the vacancy announcement.

See Board policy 8:10, Connection with the Community.

See Board policy 2:80, Board Member Oath and Conduct.

Each individual, before taking his or her seat on the Board, must take an oath in substantially the form given in 105 ILCS 5/10-16.5.

See Board policy 2:120, Board Member Development, and 2:120-E, Guidelines for Serving as a Mentor to a New School Board Member.

Orientation assists new Board members to learn, understand, and practice effective governance principles.  See the IASB Foundational Principles of Effective Governance, available at:  www.iasb.com/principles_popup.cfm.