Board Policy 7310
Types of Board Meetings
For all Board meetings and meetings of Board committees, the Superintendent or designee shall satisfy all notice and posting requirements contained in this policy, as well as the Open Meetings Act. This shall include mailing meeting notification to news media that have officially requested them, and to others as approved by the Board. All meetings are to be held at a location that is open and convenient to the public.
The Superintendent is designated on behalf of the Board and each Board committee to receive the training on compliance with the Open Meetings Act that is required by Section 1.05(a) of that Act. The Superintendent may identify other employees to receive the training. In addition, each Board member must complete a course of training on the Open Meetings Act as required by Section 1.05(b) or (c) of that Act.
The Board shall hold its regular meetings at times and on dates designated on a calendar adopted by the Board at the beginning of each fiscal year. The regular meeting calendar may be changed with 10 days notice in accordance with state law. A meeting agenda shall be posted at the District administrative office and the Board meeting room, at least 48 hours before a regular meeting is held. Items not specifically on the agenda may still be discussed during the meeting. Notice of each regular meeting of the Board with agenda and supporting information shall be delivered to each member at least 48 hours prior to each meeting.
The Board and Board committees may meet in a closed meeting to consider the following subjects:
- The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body, specific individuals who serve as independent contractors in a park, recreational, or educational setting, or specific volunteers of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee, a specific individual who serves as an independent contractor in a park, recreational, or education setting, or a volunteer of the public body or against legal counsel for the public body to determine its validity. However, a meeting to consider an increase in compensation to a specific employee of a public body that is subject to the Local Government Wage Increase Transparency Act may not be closed and shall be open to the public and posted and held in accordance with the Open Meetings Act.
- Collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.
- The selection of a person to fill a public office, as defined in this Act, including a vacancy in a public office, when the public body is given power to appoint under law or ordinance, or the discipline, performance or removal of the occupant of a public office, when the public body is given power to remove the occupant under law or ordinance.
- Evidence or testimony presented in open hearing or in closed hearing where specifically authorized by law, to a quasi-adjudicative body, as defined in this Act, provided that the body prepares and makes available for public inspection a written decision setting forth its determinative reasoning.
- The purchase or lease of real property for the use of the public body, including meetings held for the purpose of discussing whether a particular parcel should be acquired.
- The setting of a price for sale or lease of property owned by the public body.
- The sale or purchase of securities, investments or investment contracts.
- Security procedures, school building safety and security, and the use of personnel and equipment to respond to an actual, a threatened, or a reasonably potential danger to the safety of employees, students, staff, the public or public property.
- Student disciplinary cases.
- The placement of individual students in special education programs and other matters relating to individual students.
- Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting.
- The establishment of reserves or settlement of claims as provided in the Local Governmental and Governmental Employees Tort Immunity Act, if otherwise the disposition of a claim or potential claim might be prejudiced, or the review or discussion of claims, loss or risk management information, records, data, advice or communications management association or self insurance pool of which the public body is a member.
- Self evaluation, practices and procedures or professional ethics, when meeting with a representative of a statewide association of which the public body is a member.
- Discussion of minutes of meetings lawfully closed under this Act, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06 of the Open Meetings Act.
- Meetings between internal or external auditors and governmental audit committees, finance committees, and their equivalents, when the discussion involves internal control weaknesses, identification of potential fraud risk areas, known or suspected frauds, and fraud interviews conducted in accordance with generally accepted auditing standards of the United States of America.
The Board may hold a closed meeting, or close a portion of the meeting, by a majority vote of a quorum, taken at an open meeting. The vote of each Board member present, and the reason for the closed meeting, shall be publicly disclosed at the time of the meeting and clearly stated in the motion and the meeting minutes.
A single motion calling for a series of closed meetings may be adopted by a Board quorum when such meetings will involve the same particular matters and are scheduled to be held within 3 months of the vote.
No final Board action shall be taken at a closed meeting.
Reconvened or Rescheduled Meetings
A meeting may be rescheduled or reconvened. Public notice of a rescheduled or reconvened meeting shall be given in the same manner as that for a special meeting, except that no public notice is required when the original meeting is open to the public and (1) is to be reconvened within 24 hours, or (2) an announcement of the time and place of the reconvened meeting was made at the original meeting and there is no change in the agenda.
Special meetings may be called by the President or by any 3 members of the Board by giving notice thereof, in writing, stating the time, place, and purpose of the meeting to remaining Board members by mail, at least 48 hours before the meeting, or by personal service, at least 24 hours before the meeting.
Public notice of a special meeting is given by posting a notice at the District’s Administration Office at least 48 hours before the meeting; and by notifying the news media which have filed a written request for notice. News media which have given the Board an address or telephone number within the territorial jurisdiction of the District shall be given notice in the same manner as that given Board members. A meeting agenda shall accompany the notice.
No matters shall be discussed, considered, or brought before the Board at any special meeting other than such matters as were included in the stated purpose of the meeting.
Public notice of emergency meetings shall be given as soon as practicable, but in any event, before the meeting to news media that have filed an annual written request for notice.
Posting on the District's Website
In addition to the other notices specified in this policy, the Superintendent or designee shall post the following on the District website: (1) the annual schedule of regular meetings, which shall remain posted until the Board approves a new schedule of regular meetings: (2) a public notice of all Board meetings; and (3) the agenda for each regular meeting which shall remain posted until the regular meeting is concluded.