BOARD MEETINGS Policy Code: 2300
The board, as a corporate body, may transact business only at official meetings of the board. An individual board member has no authority to act absent the delegation of authority by the board at an official meeting.
As defined by law, an official meeting of the board includes any meeting, assembly or gathering together at any time or place or the simultaneous communication by conference telephone or other electronic means of a majority of the members of a public body for the purpose of conducting hearings, participating in deliberations, or voting upon or otherwise transacting the public business of the public body. However, a social meeting or other informal assembly or gathering together of the members of a public body does not constitute an official meeting unless called or held to evade the spirit and purposes of the open meetings law.
A. TYPES OF MEETINGS
While the board is determined to operate efficiently, it also is mindful of the importance of thoughtful planning and discussion prior to taking formal action. Regular meetings will be held at a predetermined time and place to conduct the business of the board. In addition, the board may hold emergency meetings, work sessions, retreats, public hearings, or other special meetings as it deems necessary to act in a timely manner and provide its members and executive staff with the opportunity to have an exchange of ideas and receive input from other staff, parents, students and the community.
B. REGULAR MEETINGS
The board of education will hold a monthly work session and a regular business meeting, , unless otherwise published in a schedule adopted by the board. The superintendent will keep on file the schedule of regular meetings with the predetermined time and place. The schedule will be revised only in accordance with legal requirements for notice.
C. SPECIAL MEETINGS
- Special Meetings Generally
- Special meetings are meetings, other than emergency meetings, that are called in between regular meetings to consider specific items or topics. may be scheduled in between regular meetings. The chairperson will call a special meeting when: (a) two members so request; or (b) the chairperson determines one is necessary. In the event the chairperson is unable or unwilling to call a special meeting at the request of two board members, the two members may request the superintendent to call such a meeting. In that event, the superintendent will call the meeting.
- Work Sessions and Retreats
- Work sessions and retreats are special meetings that may be scheduled in order to give the board more time to seek input from staff, to receive and analyze data, and to study, deliberate or evaluate issues. Topics for discussion and study will be announced publicly. Issues of an urgent nature which require a decision and vote of the board may be acted upon at a work session. Board members should be given prior notice, if possible, of items to be acted upon at a work session or retreat. Non-urgent matters requiring a vote will be held for action until the next appropriate regular meeting. Notice of work sessions and retreats will be provided at least seven calendar days prior to the meeting.
- Public Hearings
- Public hearings required by law or deemed advisable by the board will be organized by a special order, adopted by a majority vote, setting forth the subject, date, place and time of the hearing as well as any rules regarding participation, such as the length of time for each speaker. Notice of public hearings will be given at least seven calendar days prior to the hearing. The purpose of the meeting is to gather information and hear opinions from the community. Generally, board members will respond only to seek clarification. At the appointed time, the chairperson or designee will call the hearing to order and preside over it. When the allotted time expires or when no one wishes to speak, the chairperson or designee will declare the hearing ended.
D. EMERGENCY MEETINGS
An emergency meeting may be called in order to address generally unexpected circumstances that require immediate consideration by the board. Only the emergency matter for which the meeting was called and duly noticed will be considered at the emergency meeting. The chairperson will call an emergency meeting when (a) two members so request; or (b) the chairperson determines the meeting is necessary. In the event the chairperson is unable or unwilling to call an emergency meeting at the request of two board members, the two members may request the superintendent to call such a meeting. In that event, the superintendent will call the meeting.
E. ELECTRONIC MEETINGS OR PARTICIPATION IN MEETINGS
Any board meeting may be held electronically, either by conference call or simultaneous computer communication or other electronic means. Also, board members may participate in board meetings electronically if they are unable to attend the meeting. The board will provide a location and means for members of the public to listen to or view the electronic meeting and the communications taking place at the meeting. If board members are participating in a meeting by electronic means, the public must be provided an opportunity to hear the board member participating by remote means and to see any electronic communication provided to or by the board member as a part of the meeting. Further, the board member remotely must be able to hear the discussion among the board and participate. No board member participating remotely will be eligible to vote on a matter before the board unless he or she hears and is able to participate in the discussion of that item.
F. NOTIFICATION OF BOARD MEETINGS AND OTHER OPEN MEETINGS LAW COMPLIANCE
The board will comply with the open meetings law, including providing legally required notice of meetings. The superintendent will be responsible for giving appropriate notification of all board meetings as follows:
- Regular Meetings
- A schedule of regular meetings of the board will be adopted annually and publicized by the superintendent. Further notification of such meetings may be made by the superintendent prior to each meeting and should include the time, purpose and location of the meeting. Such notice will be delivered to each board member, posted on the principal bulletin board of the school district or at the door of the usual meeting room of the board and mailed or delivered to all representatives of the media and any other individual who has made a written request for notice of board meetings.
- Special Meetings
- The superintendent will provide notice of all special meetings at least 48 hours prior to the start of such a meeting. The notice will state the time, location and purpose of the meeting. Such notice will be delivered to each board member, posted on the principal bulletin board of the school district or at the door of the usual meeting room of the board and mailed or delivered to all representatives of the media and any other individual who has made a written request for notice of board meetings.
- Emergency Meetings
- The superintendent will give notice of an emergency to each board member and to representatives of the media and other individuals who have requested notification of board meetings. Board members may be notified via telephone or in writing, but will be provided notice in a manner sufficient to provide actual notice prior to the beginning of the board meeting. When possible, board members should be notified at least three hours prior to such meeting. Representatives of the media and others requesting notification of meetings will be given notice either by telephone or the same method used to notify the board and will be contacted immediately after board members have been notified.
- Recessed Session
- Notice of the time and place of resumption of a recessed meeting of the board will be provided in an open session of the board at the time the meeting is recessed. No further notice will be provided.
Legal References: G.S. 143-318.9 et seq.
Cross References: Compliance with the Open Meetings Law (policy 2320)
Adopted: August 20, 2007 Revised: June 19, 2008, Revised November 4, 2013