- Policy
Policy: 1400
Section: 1000 - Board of Directors
Title: Meeting Conduct, Order of Business and Quorum
Status: Active
Adopted: April 29, 2014
Meeting Conduct, Order of Business and Quorum
Board meetings will be scheduled in compliance with the law, and as deemed by the board to be in the best interests of the district and community. The board will function through (1) regular meetings, (2) special meetings and (3) emergency meetings.
Meetings
A. Regular Meetings
Regular meetings are held at 7:00 p.m. on the last Tuesday of each month in the district board room or at other times and places as determined by the presiding officer or by majority vote of the board. An agenda of business to be transacted must be posted on the district website not less than twenty-four (24) hours in advance of the published start time of the meeting, unless the district does not have a website or employs fewer than ten full-time equivalent employees.
If regular meetings are to be held at places other than the district board room, or are adjourned to times other than a regular meeting time, notice of the meeting will made in the same manner as provided for special meetings. All regular meetings of the board will be held within the district boundaries.
B. Special Meetings
Special meetings may be called by the/president or at the request of a majority of the board members. A written notice of a special meeting, stating the time and place of the special meeting and the business to be transacted, shall be delivered to each board member. Written notice will also be delivered to each newspaper and radio or television station that has filed a written request for such notices. Written notice may be delivered personally or by mail, facsimile or electronic mail. The notice must be posted on the district’s website unless the district 1) does not have a website, 2) employs fewer than ten full-time equivalent employees; or, 3) does not have an employee whose job description or employment contract provides a duty to maintain or update the website.
The district must also prominently display the notice at the main entrance of the district’s headquarters as well as at the location of the meeting if the meeting is held at a location other than the headquarters.
All required notices must be delivered or posted not less than twenty-four (24) hours prior to the meeting.
The written notice requirement will be deemed waived if a member:
1. Submits a written waiver of notice to the board secretary at or prior to the time the meeting convenes. The waiver may be given by telegram, fax, or electronic mail; or
2. Is actually present at the time the meeting convenes.
Final disposition will not be taken on any matter other than those items stated in the meeting notice.
C. Emergency Meetings
In the event of an emergency involving fire, flood, earthquake, possible personal injury or property damage, the board may meet immediately and take official action without prior notification.
Public Notice
Public notice will be properly given for any special meeting; whenever a regular meeting is adjourned to another time; or, when a regular meeting is to be held at a place other than the district board room.
All meetings will be open to the public with the exception of executive or closed sessions authorized by law. Final action resulting from executive session discussions will be taken during a meeting open to the public as required by law.
Individuals with disabilities who may need a modification to participate in a meeting should contact the superintendent’s office no later than three days before a regular meeting and as soon as possible in advance of a special meeting so that accommodations can be made.
During the interim between meetings, the office of the superintendent, as board secretary, will be the office of the board. The district’s public records will be open for inspection in the manner provided by and subject to the limitation of the law.
Quorum
Three voting board members will be considered as constituting a quorum for the transaction of business. Student board members are advisory only and do not count in a quorum.
Meeting Conduct and Order of Business
All board meetings will be conducted in an orderly and business-like manner using Roberts Rules of Order (Revised) as a guide, except when such rules are superseded by board bylaws or policies. The order of business will be that indicated in the agenda. Any additions or changes in the prepared agenda may be requested by the superintendent or a board member and must be approved by majority vote of the board members present. At a special meeting final action may be taken only on that business contained in the notice of the special meeting.
Board members are not required to be physically present to attend a board meeting. Any or all board members may attend a board meeting and vote via any communication platform—including videoconference or teleconference-- that provides, at a minimum, simultaneous aural communication between those present, provided:
- The meeting is properly noticed with any required passwords or authorization codes;
- The meeting is accessible to the public;
- The meeting accommodates any member of the public who wishes to participate and
- The communication platform is generally known and accessible to the public.
The board will establish its regular order of business, but may elect to change the order by a majority vote of the members present. All votes on motions and resolutions will be by “voice” vote unless an oral roll call vote is requested by a member of the board. All votes will be approved by majority of those present and voting, unless otherwise required by law. No action will be taken by secret ballot at any meeting required to be open to the public.
An oral roll call vote of all the members of the board is required for the election of board officers, filling a vacancy on the board, or for the selection of the school district superintendent, and a majority vote of all the members of the board is required for any person to be elected or selected for such positions.
During board meetings, board members will refrain from communicating electronically (e.g., by e-mail, text, social media) with their fellow board members.
Public Comment
The public is encouraged to attend meetings of the school board and to listen to and observe its deliberations. The board also recognizes the value of public comment and provides opportunities for it at the beginning and end of regular meetings. The board will accept written comment as well.
Individuals wishing to be heard by the board shall first need to be recognized by the president. Individuals, after signing in and identifying themselves, should proceed to make comments. The board reserves the right to limit speakers at its meeting to residents or employees of the district or the designee of such residents or employees. Any representative of a firm eligible to bid on materials or services solicited by the board will also be entitled to express an opinion.
In order that the board may conduct both orderly and effective meetings, certain procedures will be followed:
- In order to permit fair and orderly expression of such comment, the board will provide a period at the beginning and at the end of the meeting during which visitors may present to the board. Comments at the beginning of the board meeting should be scheduled in advance by signing up prior to the meeting start time. Comments at the end of the meeting do not need to be prescheduled. However, all presenters do need to sign in when they speak.
- Individual comments should be as brief as the subject permits. Individual comments may be limited in length at the discretion of the school board president. If there are a number of people to be heard, the president may further limit the total time that will be devoted to comments or request continuance at a later meeting. When appropriate, the president may select representatives to speak on each side of an issue.
- Individuals, after signing in and being recognized by the president, should stand and address the president and give name, address, and name of the group, if any, being represented.
- The president may interrupt or terminate an individual’s statement when it is too lengthy, defamatory, abusive, repetitive, obscene, or irrelevant. It is inappropriate to discuss sensitive personnel matters at board meetings. The board as a whole shall have the final decision in determining the appropriateness of all such rulings.
- Comments at board meetings by employees, or their representatives, on matters related to employee grievances or collective bargaining with employee unions will be discouraged. Separate channels exist to accommodate these matters pursuant to bargaining agreements and grievance procedures.
| Cross Reference: | |
| Policy 1220 | Board Officers and Duties of Board Members |
| Policy 1410 | Executive or Closed Sessions |
| Policy 1420 | Proposed Agenda and Consent Agenda |
| Legal References: | |
| RCW 28A.330.020 | Certain board elections, manner and vote required - Selection of personnel, manner |
| RCW 28A.320.040 | Directors — Bylaws for board and school government |
| RCW 28A.330.070 | Office of board — Records available for public inspection |
| RCW 28A.343.370 | Vacancies |
| RCW 28A.343.380 | Meetings |
| RCW 28A.343.390 | Quorum — Failure to attend meetings |
| RCW 42.30.030 | Meetings declared open and public |
| RCW 42.30.050 | Interruptions — Procedure |
| RCW 42.30.060 | Ordinances, rules, resolutions, regulations, etc., adopted at public meetings — Notice — Secret voting prohibited |
| RCW 42.30.070 | Time and places for meetings-Emergencies-Exception |
| RCW 42.30.080 | Special meetings |
| 42 U.S.C. §§ 12101-12213 | Americans with Disabilities Act |
Management Resources:
Policy & Legal News, June 2014 Policy Updates and Revisions
Policy & Legal News, April 2013 Meeting conduct policy revised
Policy News, June 2012 Special Meetings Requirements
Policy News, June 2005 Special Meeting Notice Requirement
Adoption Date: 04.29.14
Ferndale School District
Revised: 03.31.15
- 1000