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In order to perform its duties in an open and public manner, and in accordance with state law, the Board shall generally hold one regular business meeting and one work session per month. The Board may also hold special meetings to address special circumstances.

Board meetings shall be open to the public and conducted in accordance with Article 7 of the Public Officers Law, known as the “Open Meetings Law,” and other applicable statutes.

Scheduling of Meetings

The dates and times of regular Board meetings shall be established at the Annual Organizational meeting and are subject to change by the Board, as necessary. Meeting facilities shall provide access to persons with disabilities.

Notice of Meetings

For all regular and special meetings of the Board, the District Clerk shall give adequate notice to all Board members, Administrators, the media and the community regarding date, time and location.

If a meeting is scheduled at least a week in advance, notice will be given to the public and news media at least 72 hours prior to the meeting. A special meeting may be called upon with 24 hours notice to Board members.

When a meeting is scheduled less than a week in advance, the Board shall provide public notice to the extent practicable. Said notice shall be conspicuously posted in one or more designated public locations, including the District’s website.

If a Board member intends to participate in a Board meeting via videoconference, the public notice of the meeting will indicate that videoconferencing will be used, specifying the location(s) for the meeting and state that the public may attend at any of the locations.

Agenda Preparation and Dissemination

The Superintendent, in consultation with the Board President, will prepare the agenda for each Board meeting with the assistance of the District Clerk. The District Clerk shall thereafter prepare the agenda document and other materials necessary for Board meetings. The order of business will be constructed to help the Board accomplish its business efficiently and expeditiously. The Superintendent shall examine and evaluate all such information, and make a final recommendation before the Board makes a decision.

The District Clerk shall be responsible for posting the agenda and notifying Board members three days in advance of the Board meeting to permit careful consideration of items of business. The District Clerk shall also ensure that the agenda and supporting material to be discussed at the board meeting that is permissible to be released to the public will be posted on the District’s website, to the extent practicable, in advance of the meeting. These materials will also be available in the District office in advance of the meeting and at the Board meeting to anyone who requests a copy.

Rules of Procedure

Robert's Rules of Order, Revised shall be used as a guideline for the conduct of Board meetings, except where in conflict with adopted Board policy or law or where otherwise determined by quorum vote of the Board.

Quorum and Voting

A majority of the members of the Board shall constitute a quorum for the transaction of the business of a regular meeting. Should there be fewer than four members of the Board present at a regular meeting, a new meeting shall be scheduled. Notice of rescheduled meetings shall be given to all members of the Board, the public and news media to the extent practicable.

The Board shall take action by voting on resolutions presented by one Board member and seconded by another. A majority vote of the full Board is required to adopt a resolution, except in circumstances when a supermajority vote is required:

1. Discontinuing a designated textbook within five years of adoption requires a three quarters (3/4) vote of the Board;

2. If a relative, by blood or marriage, of a Board member is employed in a teaching position or appointed to tenure, a two-thirds (2/3) vote of the Board is required;

3. Standardization on a particular type of equipment or supplies must be determined to be in the best interests of the District by three-fifths (3/5) vote of the Board;

4. A vote to place a proposition before the voters for an object of purpose for which bonds may be issued requires a three-fifth (3/5) vote of the Board.

All actions requiring a vote can be conducted by voice, show of hands or roll call. The vote of each Board member shall be recorded on each action of the Board.

Board Meeting Procedures

Each Board meeting shall be conducted in an orderly manner which provides time for and encourages public participation. The order of business at each regular meeting shall typically be as follows:

1. Call to order, Pledge of Allegiance and Moment of Silence

2. Reports or presentations by staff or students

3. Public Comment - on agenda related items

4. Superintendent discussion items/reports

5. Education report

6. Board discussion items/reports

7. Action items

8. Board comment

9. Public Comment - on non agenda items

10. Adjournment

The regular order of business may be changed at any meeting (and for that meeting only) by an affirmative vote of a majority of the Board. The Chair of the Board meeting shall have the right to request an individual leave a meeting if he/she believes such action is necessary to maintain order.

The Board may adjourn a regular or special meeting at any place in the agenda providing that arrangements are made to complete the items of business on the agenda at a future meeting. The minutes shall make notice of the adjournment, and the reconvened session shall be considered an addition to these minutes.

Minutes

Minutes shall be taken by the District Clerk (or Clerk Pro-Tem) at all Board meetings in accordance with the Open Meetings Law.

All motions, proposals, resolutions, and any other matters formally voted upon by the Board shall be recorded in Board minutes. The record shall indicate the final vote of each Board member.

If a Board member is not present at the opening of a meeting, the subsequent arrival time of such member shall be indicated in the minutes.

The District Clerk will maintain a complete and accurate set of minutes of each meeting. Such minutes shall constitute the official record of proceedings of the Board and shall be open to public inspection within one week of executive sessions and within two weeks of all other meetings. Minutes which have not been approved by the Board within this time frame shall be marked, "DRAFT." A draft of the minutes of each meeting is to be forwarded to each member of the Board not later than the time the agenda for the next meeting is disseminated.

Executive Sessions

Executive sessions can be requested by any member of the Board or the Superintendent of Schools. The Board may hold executive sessions at which only the members of the Board, the Superintendent, and persons invited by the Board shall be present. However, the Board may only take formal action in executive session as permitted by law.

The following matters may be considered in executive session:

1. matters which will imperil the public safety if disclosed;

2. any matter which may disclose the identity of a law enforcement agent or informer;

3. information relating to current or future investigation or prosecution of a criminal offense which would imperil effective law enforcement if disclosed;

4. discussions regarding proposed, pending or current litigation;

5. collective negotiations pursuant to Article 14 of the Civil Service Law (the Taylor Law);

6. the medical, financial, credit or employment history of a particular person or corporation, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal or removal of a particular person or corporation;

7. the preparation, grading or administration of examinations; and

8. the proposed acquisition, sale, or lease of real property or the proposed acquisition of securities, or sale or exchange of securities, but only when publicity would substantially affect the value thereof.

9. matters made exempt under state or federal law(such as student issues, and attorney-client privilege).

Minutes shall be taken at executive sessions if any action that is taken by a formal vote and should consist of a record or summary of the final determination of such action and the date and vote thereon, provided, however, that such summary shall not include any matter which is not required to be made public by the Freedom of Information Law. Minutes taken shall be available to the public within one week from the date of the executive session.

Special Meetings

In an effort to anticipate and respond to special circumstances which may arise during District operations, any member of the Board may call special and/or emergency meetings of the Board. Notice of such meetings will be given as provided in the “Notice” section of this policy.

Cross-ref:

1230, Public Participation at Board Meetings

2210, Board Organizational Meeting

Ref:

Open Meetings Law, Public Officers Law §§100 et seq.

Freedom of Information Law, Public Officers Law §§84 et seq.

Formal Opinion of Counsel No. 239, 16 EDR 457 (1976)

Education Law §§1606; 1708; 2121, 2504; 2563

Adoption date: December 1, 1995

Amended date: April 28, 2009

Amended date: October 16, 2017