1400 Policy – 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.
Regular Meetings

Regular meetings are held at 6:15 p.m. once or twice each month at the district office 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.

If regular meetings are to be held at places other than the district office, or are adjourned to times other than a regular meeting time, notice of the meeting will be made in the same manner as provided for special meetings. All regular meetings of the board will be held within district attendance areas.

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 will be delivered to each board member. Written notice will also be delivered to media 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.

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.

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 office.

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 special arrangements 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 board members will be considered as constituting a quorum for the transaction of business.

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 policy governance and 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: 1) the meeting is properly noticed with any required passwords or authorization codes; 2) the meeting is accessible to the public; 3) the meeting accommodates any member of the public who wishes to participate and 4) 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 board recognizes the value of public comment on educational issues and the importance of involving members of the public in its meetings. To permit fair and orderly expression of such comment, the board will provide a period toward the beginning of the meeting during which visitors may address the board. The board will also allow individuals to express an opinion prior to board action on agenda items that the board determines require or will benefit from public comment.

Individuals who wish to address the board should sign-up before the meeting begins on the sheet provided. Any representative of a firm eligible to bid on materials or services solicited by the board will also be entitled to express an opinion. Individuals wishing to be heard by the board shall first be recognized by the president. Each speaker will be allotted a maximum of three minutes, and no more than thirty minutes shall be allotted to a single subject except with the unanimous consent of the board. The president may interrupt or terminate an individual’s statement when it is too lengthy, personally directed, abusive, obscene, or irrelevant. The board as a whole shall have the final decision in determining the appropriateness of such rulings.

It is not permissible to discuss complaints regarding individual employees of the school district at any meetings of the board. Such charges or complaints shall be presented to the board in writing and shall be signed by the person or persons making the charge or complaint. Executive sessions may be granted for the hearing of charges against individuals, whether students or employees. Those with questions or complaints concerning instructional practices or instructional materials should write to the superintendent identifying their concerns/complaints. The superintendent or designee will advise them of proper procedures for lodging such complaints.

Individuals with disabilities who need accommodation 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 arrangements for the accommodation can be made.

Approved By: Superintendent Greg Baker and Board President Camille Diaz Hackler
Adopted: 05/10/79; 03/20/08
Revised: 08/25/16
Approved: Board Approved
Legal References: Content
 

RCW 28A.330.020 Certain board elections, manner and vote required – Selection of personnel, manner
RCW 28A.320.040 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 Times and places for meetings – Emergencies – Exception
RCW 42.30.080 Special Meetings
42 U.S.C. 12101-12213 Americans with Disabilities Act


Management Resources: Content
 

2014 – June Issue
2013 – April Issue
2012 – June Issue
Policy News, June 2005 Special Meeting Notice Requirements