Board of Education - West Ottawa Public Schools

West Ottawa Board of Education

The primary function of the Board of Education is to oversee the education of people in our community. The Board is responsible for establishing and implementing all district policies and procedures required to maintain an excellent educational program for all students in a safe, secure learning environment. These policies and procedures guide the Superintendent and staff in their daily duties.

Contact the whole Board of Education.

Cathy Lebster
President
Term expires 2024
EMAIL

Tyson Smith
Vice President
Term expires 2024
EMAIL

Mary Remenschneider
Secretary
Term expires 2024
EMAIL

Randy Schipper
Trustee & Treasurer
Term Expires 2026
EMAIL

Jim Otteman
Trustee
Term expires 2026
EMAIL

Lynn Rutan
Trustee
Term expires 2026
EMAIL

Darrin Duistermars
Trustee
Term expires 2026
EMAIL

The Board is ultimately responsible for all classroom curricula, extracurricular programs, district budget, staff hiring, property acquisitions and sales, legal transactions, and school elections. It is the Board’s responsibility to express the district’s needs to the public and to convey public views to the district.

Board responsibilities also include:

Setting educational & fiscal goals for the district
Hiring & evaluating the Superintendent of Schools
Approving courses, textbooks, & instructional materials
Levying school taxes & overseeing expenditures
Submitting bond issues for voter approval for construction and/or renovation of school facilities
Negotiating with employee groups regarding contract terms & determining matters related to staff
Maintaining schools & district property

As public officials, Board members are active and visible throughout the community. However, the Board acts officially only as a group. Individual Board members acting on their own have no legal authority to act on behalf of the Board.

Michigan law delegates authority to local board members to carry out the state’s educational obligations. The Board is responsible to you and all district residents.

The Board of Education has final control over school district matters. All policies established must be consistent with federal statutes and laws governing public education in the State of Michigan, including the Revised School Code.

Board members provide a community service and receive no compensation.

Board Goals & Bylaws, Policies and Procedures

Board Goals

Increase student achievement for all students as measured by the accountability scoreboard
Efficient and effective use of district resources
- Beating the county per pupil average in all major non-instructional expense areas
- Maintaining a fund balance of 15% of the annual expense in the General and Food Service Funds

Board Bylaws and Policies

Board of Education Bylaws, Policies & Administrative Guidelines Manual

This manual was complete and current at the time it was placed on this site and contains the most up-to-date information available. However, the Board of Education will continue to make changes based on the district’s needs, laws as they are passed by the Michigan Legislature or U.S. Congress, regulations as they are approved by the Michigan Department of Education, and new rulings as they are rendered by the courts.

Board Meetings & Minutes

Preparation for Meetings

Board members arrive at meetings ready to conduct business. Board action is the final stage of a lengthy preparation and decision-making process which generally includes:

public discussions & observations
review of weekly administrative reports
monthly meetings with administrators in small groups known as Resource Teams (Instructional Services 6-12, Student Services & K-5 Instruction, Finance & Facilities, and Human Resources & Communications) to review, discuss and deliberate all proposals, concerns, programs and services prior to Board meetings
input from staff, students, parents & the community
review of agenda & related materials prior to the meeting
staff reports, background data, financial information & correspondence

Listening to the Community

The Board of Education is a representative body which strives to be responsive to its constituents, actively seeking feedback to better serve the community. As a taxpayer you are part owner in the school system. Your participation and input are encouraged and valued.

Individuals can express their concerns and opinions to Board members formally at meetings and by phone or written correspondence. The ultimate indicator of one’s viewpoint, however, is your vote in school elections.

Additionally, the Board often appoints advisory committees for recommendations on specific issues such as building needs. If you’d like to serve on a task force, contact the Superintendent’s office at (616) 786-2099.

Superintendent as Executive Officer

The Superintendent is a professional educator appointed by the Board of Education to function as its Chief Executive Officer. It is the Superintendent’s responsibility to:

administer daily district operations & services,
implement programs & execute policies adopted by the Board of Education,
bring recommendations to the Board for action in carrying on the work of the school district,
advise the Board on matters concerning management of the schools,
keep the Board informed of district needs and up-to-date on the progress of school programs,
serve as a resource for educational expertise, and
provide direction for staff.

In preparation for Board meetings, the Superintendent and administrative staff put together recommendations and reports for Board consideration. The Superintendent and Board President work together to prepare each meeting’s agenda, which is the formal order of business for the Board.

Communication Protocol

If you have a question or concern, please follow these steps of communication in order. If you feel your question or concern has not been adequately addressed, proceed to the next level of administration. When in doubt about how to proceed, contact the Superintendent’s office for guidance at (616) 786-2099. Contact information such as email addresses and phone numbers can be found on the district website.

Steps of Communication with School Leaders on Matters Involving . . .

Instruction/Curriculum for Grades K-5

Classroom Teacher
School Principal
Associate Superintendent of Student Services & K-5 Instruction
Superintendent
Board of Education

Instruction/Curriculum for Grades 6-12

Classroom Teacher
School Principal
Associate Superintendent of Instructional Services
Superintendent
Board of Education

Athletics

Coach
Athletic Director
High School Principal
Superintendent
Board of Education

Facilities & Grounds

School Principal
Facilities/Grounds Supervisor
Associate Superintendent of Business and Finance
Superintendent
Board of Education

Transportation

Bus Driver
Assistant Director of Transportation
Director of Transportation
Associate Superintendent of Business and Finance
Superintendent
Board of Education

Food Services

School Principal
Food Services Director
Associate Superintendent of Business and Finance
Superintendent
Board of Education

Board Meetings, Agenda, & Schedule

The Board of Education meets regularly, one Monday of each month at 7 p.m., to:

set or amend school policy
act on the Superintendent’s recommendations covering a wide range of school matters such as:
- curriculum changes & textbook adoptions
- personnel issues
to legally adopt an operating budget & tax rate
to authorize expenditures of budgeted funds
to hear staff reports on a variety of topics

During all Board of Education meetings:

the president presides
4 members (a quorum) must be present to transact school business
at least 4 members must vote “yes” to pass any item of business presented in the form of a motion
minutes are taken & all votes recorded; these are kept permanently on file as public record and are available pursuant to the Freedom of Information Act. The current year’s minutes are also available on the District’s website.

All meetings are open to the public. Agendas are available prior to the meeting at the Administration Office, 1138 136th Avenue, Holland, MI. Updated agendas are available at the meeting. Whenever a special meeting is called or whenever there is a change of meeting date, time or location, the information will be posted at the Administration Office and on the District’s website at least 18 hours before the meeting.

West Ottawa Public Schools will provide necessary and reasonable auxiliary aids and service at all Board meetings, such as signers for hearing-impaired persons and audio tapes of printed materials for visually-impaired persons, upon receipt of seven (7) days prior notice. Disabled persons requiring such auxiliary aids or special accommodations should so notify West Ottawa Public Schools by contacting the Office of Student Services, 1138 136th Avenue, Holland, MI 49424, (616) 786-2053.

Meeting Location:

Administration Office Training Room*

1138 136th Avenue
Holland, MI 49424

(616) 786-2050

*NOTE: The Administration Office Building shares an entrance drive off 136th Avenue with Pine Creek Elementary School.

2024 Meeting Dates:

Monday (* indicates change in regular schedule)

January 15 – (Work Session at 5:30 p.m. was canceled)
February 19
March 18 and Work Session at 5:30 p.m.*
April 15
May 13 and Work Session at 5:30 p.m.*
June 17 and budget hearing at 6:00 p.m.*
July 1 at 5:30 p.m.*
August 19
September 16 and Work Session at 5:30 p.m.
October 21
November 18 and Work Session at 5:30 p.m.*
December 16

January 20, 2025

Resource Teams Meeting Schedule – 2024

The Agenda

Roll Call – 7 p.m.
Routine Business
Recognition
Information Items
Communications from the Audience (regarding items on the agenda)
Action Items
Communications from the Audience (regarding items NOT on the agenda)
Communications from the Board
Next Meeting
Adjournment

Agendas are available the Friday prior to each meeting at the Administration Office, 1138 136th Avenue, Holland, MI 49424. Updated agendas are available at the meeting. Whenever a special meeting is called or whenever there is a change of meeting date, time or location, the information will be posted at the Administration Office and on the District’s website at least 18 hours before the meeting. All meetings are open to the public.

How to Formally Address the Board During Meetings

Community members are invited to publicly comment on any school-related topic during an open meeting, whether or not it appears on the agenda. The agenda of each regular meeting designates a time for individuals or groups wishing to address the Board entitled, “Communication from the Audience.”

For the sake of order, we ask that public statements, presentations, or reports be made only during this time in the meeting. Members of the audience who wish to make comments must register their intention to participate in the public portion of the meeting upon their arrival at the meeting by completing a card located on the agenda table. They will be requested to step up to the microphone and preface their comments by an announcement of their name; address; and, if applicable, group affiliation for the record. The completed card must be turned in to Vanessa Rincon at the side table before the meeting begins. The presiding Board officer will make all decisions related to the public communications period. The Board of Education can modify the rules for public statements for all or part of a meeting with a two-thirds majority roll call vote.

For items listed on the agenda (takes place toward the beginning of the meeting): time shall be limited to two (2) minutes per individual, with time allocated to no more than five (5) individuals on the same agenda item.

For items not listed on the agenda (takes place toward the end of the meeting): time shall be limited to two (2) minutes per individual, with time allocated to no more than two (2) individuals on the same item.

If a delegation or group is present to address the Board, it may select up to five spokespersons to speak on its behalf for a maximum of 15 minutes for the group.

No participant may speak more than once.

There will typically be no attempt to comment or give answers during the public portion of the meeting. Inquiries will be referred to the superintendent for response at a later time.

Board Response to Communications

While the Board is directly accountable to the people they represent, their primary obligation is to ensure students’ needs are identified and met. Answers to inquiries and decisions addressing concerns are deferred in accordance to Board policy.

all comments are noted
additional information is gathered
further input is sought
existing policy is reviewed
issue is deliberated
individual rights are protected
answer is determined/decision reached as quickly as possible and concerned persons are notified

Open Meetings/Closed Sessions

The Open Meetings Act requires that meetings of a quorum be open to the public. All Board of Education action must be taken in open session.

Periodically, closed sessions are held as permitted by the Open Meetings Act. Closed sessions may be called during an open meetings by a two-thirds majority roll call vote:

to discuss purchase/lease of real property up to the time & option to purchase/lease is obtained
to consult with attorneys regarding settlement or trial strategy connected to specific pending litigation only when open meeting would detrimentally affect litigation or settlement position financially
to consider material exempt from discussion or disclosure by State or Federal Statute
to review the specific contents of an application for employment or appointment to public office when the candidate so requests. [All interviews conducted by a public body for employment or appointment to public office must be held in open session.]
to consider security planning to address existing or potential threats to the safety of students and staff

The Board must return to open session to adjourn.

The Board may also conduct a closed hearing to consider dismissal, suspension, or disciplining of, or to hear complaints or charges brought against an employee or student, only if so requested by employee, student, or student’s parent(s)/guardian(s) and for strategy sessions relative to a collective bargaining agreement when so requested.