Board Policy 7330
Board Meetings Procedure
The Superintendent shall prepare an agenda for each Board meeting. Any member of the Board may submit suggestions for items to be included on the agenda. The President shall designate a portion of the agenda as a consent agenda for those items that usually do not require discussion before Board action. Upon the request of any Board member, an item will be withdrawn from the consent agenda and placed on the regular agenda for independent consideration.
Each Board meeting agenda shall contain the general subject matter of any item that will be the subject of final action at the meeting. Items submitted by Board members to the Superintendent or the President shall be placed on the agenda. District residents may suggest inclusions for the agenda. The Board will take final action only on items contained in the posted agenda; items not specifically on the agenda may still be discussed during the meeting.
The Superintendent will provide a copy of the agenda, with adequate data and background information, to each Board member at least two business days before each regular meeting. Board members are expected to contact the Superintendent or other appropriate staff members to request additional information that may be deemed necessary to assist them in their decision making responsibilities.
Unless otherwise provided by law, when a vote is taken upon any measure before the Board, with a quorum being present, a majority of the votes cast shall determine its outcome. A vote of “abstain” or “present,” or a vote other than “yea” or “nay,” or a failure to vote, is not counted in determining whether a measure has been passed by the Board, unless otherwise stated in law . The sequence for casting votes shall be rotated. Such items may be added to the agenda at the beginning of a regular meeting upon unanimous approval of those Board members present. However, no action will be taken.
On all questions involving the expenditure of money and on all questions involving the closing of a meeting to the public, a roll call vote shall be taken and entered in the Board’s minutes. An individual Board member may request that a roll call vote be taken on any other matter; the President or other presiding officer may approve or deny the request but a denial is subject to being overturned by a majority vote of the members present.
The Secretary shall keep written minutes of all open and closed Board meetings, which shall be signed by the President and the Secretary.
The minutes shall include:
- The date, time, and place of the meeting;
- Board members recorded as either present or absent;
- A summary of discussion on all matters proposed, deliberated, or decided, and a record of any votes taken;
- On all matters requiring a roll call vote a record of who voted yea and nay;
- If the meeting is adjourned to another date, the time and place of the adjourned meeting;
- The vote of each member present when a vote is taken to hold a closed meeting or portion of a meeting and the reason for the closed meeting with a citation to the specific exception contained in the Open Meetings Act authorizing the closed meeting;
- A record of all motions, the member making the motion and the second;
- The type of meeting, including any notices and, if a reconvened meeting, the original meeting’s date.
Copies of the minutes of a meeting shall be sent to the members of the Board before the meeting at which they are to be approved. Corrections in the minutes may be made at the meeting at which they are to be approved. Permanent minutes shall be signed by the Secretary and President upon approval.
The official minutes are in the custody of the Secretary. Minutes for open meetings must be approved within 30 days after the meeting or at the second subsequent regular meeting, whichever is later. The Board’s open meeting minutes shall be posted on the District website within ten days after the Board approves them; the minutes will remain posted for at least 60 days.
The official minutes are in the custody of the Board Secretary. Open meeting minutes are available for inspection during regular office hours within ten days after the Board’s approval; they may be inspected in the District’s main office, in the presence of the Secretary, the Superintendent or designee, or any Board member.
Minutes - Closed Meeting
The Board Secretary shall keep in a punctual, orderly and reliable manner a general description of all issues presented and discussed and a record of any procedural votes taken. No final action votes may be taken during the closed meeting.
Closed meeting minutes should be read for possible edits and corrections prior to acceptance and approval by Board members.
Minutes of closed meetings shall be provided to Board Members for review by the next regularly scheduled Board meeting.
At least semi-annually in an open meeting, the Board: (1) reviews minutes from closed meetings that are currently unavailable for public release, and (2) decides which, if any, no longer require confidential treatment and are available for public inspection. The School Board may meet in a prior closed session to review the minutes from closed meetings that are currently unavailable for public release.
The Board’s meeting minutes must be submitted to the Board Treasurer at such times as the Treasurer may require.
Minutes from closed meetings are available, but only if the Board has released them for public inspection, except that Board members may access closed session minutes not yet released for public inspection (1) in the District’s administrative offices or their official storage location, and (2) in the presence of the Recording Secretary, the Superintendent or designated administrator, or any elected Board member. The minutes, whether reviewed by members of the public or the Board, shall not be removed from the District’s administrative offices or their official storage location except by vote of the Board or by court order.
Once the Board has determined the minutes of a closed meeting are no longer confidential, they shall become available for inspection at the office of the Superintendent during regular business hours in the presence of either the Board Secretary or the Superintendent or a Board member.
Verbatim Record of Closed Meetings
The Superintendent, or the Board Secretary when the Superintendent is absent, shall audio record all closed meetings. If neither is present, the Board President or presiding officer shall assume this responsibility. After the closed meeting, the person making the audio recording shall label the recording with the date and store it in a secure location.
The Superintendent shall ensure that: (1) an audio recording device and all necessary accompanying items are available to the Board for every closed meeting, and (2) a secure location for storing closed meeting audio recordings is maintained within the District Administrative Office.
During the Board’s semi-annual meetings to review the closed session minutes, the Board will also review the audio recordings of closed meetings in order to determine whether: (1) there continues to be a need for confidentiality, or (2) the recordings no longer require confidential treatment and are available for public inspection. At no time will an audio recording be released that would violate State or federal privacy or confidentiality requirements, including, but not limited to, and matter concerning: (1) a names student, (2) an employee’s or applicant’s personnel file and personal information, (3) school security plans, (4) communications between the Board and an attorney representing the District, and (5) all information exempted from disclosure under the Illinois Freedom of Information Act, 5 ILCS 140/1 et. seq.
After 18 months have passed since being made, the audio recording of a closed meeting is destroyed provided the Board approved: (1) its destruction, and (2) minutes of the particular closed meeting.
Individual Board members may access verbatim recordings in the presence of the Recording Secretary, the Superintendent or designated administrator, or any elected Board member.
Access to the verbatim recordings is available at the District’s administrative offices. Requests shall be made to the Superintendent or Board President. While a Board member is listening to a verbatim recording, it shall not be re-recorded or removed from the District’s main office or official storage location, except by vote of the Board or by court order.
Before making such requests, Board members should consider whether such requests are germane to their responsibilities, service to District, and/or Oath of Office. In the interest of encouraging free and open expression by Board members during closed meetings, the recordings of closed meetings should not be used by Board members to confirm or dispute the accuracy of recollections.
A Board member unable to attend a meeting will contact the Board President, and either the Board secretary or Superintendent, prior to the Board meeting to inform them of any absence.
A majority of the full membership of the Board shall constitute a quorum. Provided a quorum is physically present, a Board member may attend a meeting by video or audio conference if he or she is prevented from physically attending because of: (1) personal illness or disability, (2) employment or District business, or (3) a family or other emergency. If a member wishes to attend a meeting by video or audio means, he or she must notify the recording secretary or Superintendent at least 24 hours before the meeting unless advance notice is impractical. The recording secretary or Superintendent will inform the Board President and make appropriate arrangements. A Board member who attends a meeting by audio or video means, as provided in this policy, may participate in all aspects of the Board meeting including voting on any item.
The Board shall observe parliamentary procedure except as otherwise provided by law.
No Physical Presence of Quorum and Participation by Audio or Video; Disaster Declaration
The ability of the Board to meet in person with a quorum physically present at its meeting location may be affected by the Governor or the Director of the Ill. Dept. of Public Health issuing a disaster declaration related to a public health emergency. The Board President or, if the office is vacant or the President is absent or unable to perform the office’s duties, the Vice President determines that an in-person meeting or a meeting conducted under the Quorum and Participation by Audio or Video Means subhead above, is not practical or prudent because of the disaster declaration; if neither the President nor Vice President are present or able to perform this determination, the Superintendent shall serve as the duly authorized designee for purposes of making this determination.
The individual who makes this determination for the Board shall put it in writing, include it on the Board’s published notice and agenda for the audio or video meeting and in the meeting minutes, and ensure that the Board meets every OMA requirement for the Board to meet by video or audio conference without the physical presence of a quorum.
Broadcasting and Recording Board Meetings
Photographic and electronic audio and video broadcasting and recording devices may be used at regular and special Board meetings legally open to the public according to the following guidelines:
- Any person may record or broadcast an open Board meeting. Special requests to facilitate recording or broadcasting an open Board meeting, such as seating, writing surfaces, lighting, and access to electrical power, should be directed to the Superintendent at least 24 hours before the meeting.
- Persons operating cameras, broadcasting, and/or recording devices must do so with a minimum of disruption to those present at the meeting. The Board President may designate a location for recording equipment, may restrict the movements of individuals who are using recording equipment, or may take such other steps as are deemed necessary to preserve decorum and facilitate the meeting.
The Board may make the necessary arrangements to have audio and/or video recordings of all regular meetings and any special meetings that it deems appropriate. Audio recordings are not to be considered part of the minutes of any meeting.