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1400 - Meeting Conduct, Order of Business and Quorum

BOARD POLICY No. 1400

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 on the first and third Tuesdays of each month during February, March, May, June, September, October and November.  Due to holidays and school vacations, the board will meet once in regular session during the months of January, April, July, August and December. Meetings will be held at 5:30 p.m. during the school year and 4:00 p.m. in the summer, in the boardroom of the Walla Walla School District Administration 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.

In months where two regular meetings occur, the first meeting will consist of a regular “study meeting” and the second a regular “business meeting” in accordance with Board Procedure 1420.  When only one regular meeting per month is planned, it will serve as a “business meeting” in accordance with Board Procedure 1420.

If regular meetings are to be held at places other than the boardroom 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 the district boundaries.

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 provided 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.

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 boardroom.

All meetings will be open to the public with the exception of executive sessions 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 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.  In order to permit fair and orderly expression of such comment, the board will provide a period for citizens’ participation and comments in the regular business meeting agenda as established by the Board of Directors, during which visitors may present to the board. If possible, such presentations should be scheduled in advance.

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. Written and oral comment will be accepted by the board before the adoption or amendment of policies not expressly or by implication authorized by state of federal law, but which will promote the education of kindergarten through twelfth grade students in public schools or will promote the effective, efficient or safe management and operation of the district. Individuals wishing to be heard by the board will first be recognized by the chair/president.

Individuals, after identifying themselves, will proceed to make comments within the time limits established by the board. Any representative of a firm eligible to bid on materials or services solicited by the board will also be entitled to express an opinion. The chair/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 has the final decision in determining the appropriateness of all such rulings.


 

Cross Reference:

Board Policy 1220            Board Officers and Duties of Board Members

Board Policy 1410            Executive or Closed Sessions

Board Policy 1420            Proposed Agenda and Consent Agenda

 

Legal References:

RCW28A.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 USC 12101-12213       Americans with Disabilities Act

Management Resources:

2014 – June Issue

2013 – April Issue

2012 – June Issue

Policy News, June 2005 Special Meeting Notice Requirements

Adopted:  July 16, 2002

Revised: 04.16.13; 10.15.13; 10.18.16; August 15, 2017

 

WALLA WALLA PUBLIC SCHOOLS • 364 South Park St. • Walla Walla, WA 99362 • Phone: 509-527-3000 • Fax: 509.529.7713

SS-logo-alert-transparent Safe Schools Tip Line: 855.976.8772