In order to perform its duties in an open and public manner, and in accordance with state law, the Board will 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 will 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 will be established at the Annual Organizational meeting and are subject to change by the Board, as necessary. Meeting facilities will provide access to persons with disabilities.
Notice of Meetings
For all regular and special meetings of the Board, the District Clerk will 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 will provide public notice to the extent practicable. Said notice will 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 will 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 will examine and evaluate all such information, and make a final recommendation before the Board makes a decision.
The District Clerk will 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 will 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 will 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
Members of the Board are free to speak as individuals outside of Board meetings but such public expression is not to be construed as Board policy. The Board will not be bound in any way by any individual Board member’s statement or action unless the Board, through an adopted policy or by a majority vote of Board membership, has delegated this authority to the individual member.
A majority of the members of the Board will 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 will be scheduled. Notice of rescheduled meetings will be given to all members of the Board, the public, and news media to the extent practicable.
The Board will 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:
Discontinuing a designated textbook within five years of adoption requires a three quarters (3/4) vote of the Board;
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;
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;
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 will be recorded on each action of the Board.
Board Meeting Procedures
Each Board meeting will be conducted in an orderly manner which provides time for and encourages public participation. The order of business at each regular meeting will typically be as follows:
Call to order, Pledge of Allegiance, and Moment of Silence
Reports or presentations by staff or students
Public Comment - on agenda related items
Superintendent discussion items/reports
Education report
Board discussion items/reports
Action items
Board comment
Public Comment - on non agenda items
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 will have the right to request an individual leave a meeting if they believe 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 will make notice of the adjournment, and the reconvened session will be considered an addition to these minutes.
Minutes
Minutes will 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 will be recorded in Board minutes. The record will 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 will be indicated in the minutes.
The District Clerk will maintain a complete and accurate set of minutes of each meeting. Such minutes will constitute the official record of proceedings of the Board and will 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 will 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. The Board may hold executive sessions at which only the members of the Board, the Superintendent, and persons invited by the Board will be present. Information from executive sessions must remain confidential at all times. However, the Board may only take formal action in executive session as permitted by law.
The following matters may be considered in executive session:
matters which will imperil the public safety if disclosed;
any matter which may disclose the identity of a law enforcement agent or informer;
information relating to current or future investigation or prosecution of a criminal offense which would imperil effective law enforcement if disclosed;
discussions regarding proposed, pending, or current litigation;
collective negotiations pursuant to Article 14 of the Civil Service Law (the Taylor Law);
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;
the preparation, grading, or administration of examinations; and
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.
matters made exempt under state or federal law (such as student issues, and attorney-client privilege).
Minutes will be taken at executive sessions of 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 will not include any matter which is not required to be made public by the Freedom of Information Law. Minutes taken will 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.
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
Cross-ref: 1230, Public Participation at Board Meetings
2210, Annual Organizational Meeting
Adoption date: December 1, 1995
Amended date: April 28, 2009
Amended date: October 16, 2017
Amended date: February 10, 2025