0160 - MEETINGS

Chippewa Valley Schools

Bylaws & Policies

0160 - MEETINGS

0161	Parliamentary Procedure

	The Board shall be governed by the rules of procedures set forth in these bylaws. Neither Robert’s Rules of Order or the Standard Code of Parliamentary Procedure shall govern Board meetings. The President of the Board shall act as the decision maker in parliamentary procedure, subject to reversal by a vote of the majority of the Board.

	The president (or vice president in the absence of the president) shall preside at all meetings. In the absence of both the president and the vice president, the members present shall elect a president pro tempore who will serve only for that meeting or for that part of the meeting in which the president and vice president are absent.

	Any member of the Board who wishes to make a motion, second a motion or discuss pending business will first secure recognition of the Board president.

	The president will present each agenda item for discussion or designate the Superintendent or other staff member who will present the agenda items.

	All formal actions of the Board will be taken by ordinary motions unless a formal resolution is required.

	A motion must be before the Board in order to discuss an action agenda item, which has been presented by the Board President for consideration.

	The president of the Board or in his/her absence the Acting Chairperson shall bring all motion(s) for timely vote.

	The following motions will be in order:

	A.	to recess;

	B.	to take action;

	C.	to amend a motion made to take action, but such amending motion will be disposed of before any other motion to amend the main motion will be in order;


	D.	to defer action, either finally or to a specific time, date and place;

	E.	to go into closed session; and

	F.	to adjourn, either finally or to a specific time, date and place

0164.1	Time and Place (Regular Meetings)

	Regular monthly meetings shall be held in the Administrative Services Building of Chippewa Valley Schools on the first and third Mondays of each month as determined at the Board of Education’s Organizational meeting.

	Public notice of meeting schedule change in a regular meeting date, time or place shall be posted at least eighteen (18) hours before the meeting, as are notices of special meetings.

0164.4	Information and Study Sessions

	The Board may devote a part of each regular or special meeting or schedule a study meeting for the purpose of receiving information and discussing matters pertaining to the School District through presentations. A quorum is not needed for such sessions. Such sessions shall be open to the public, and notices properly posted and minutes taken.

0165	Notice

0165.1	Mailing of Written Notices to Other Than Board Members

	Upon oral or written request and payment of a fee as established by the Board, the schedule of regular meetings and the notice of special meetings or rescheduled meetings shall be delivered or sent to any person or business by first class mail. A person or business may obtain a subscription for such schedule and notices for a period of six (6) months or one (1) year at the option of the person by oral or written request and payment of a fee as established by the Board. Fees shall not exceed the reasonable estimated cost for printing and postage as determined by the Board. A newspaper, publisher, radio or television station located in this state shall not be required to pay a fee for such schedule or notices. If mailed the notices should be mailed ninety-six (96) hours before the meeting and in no case less than eighteen (18) hours before the meeting.


	Notification to Members

	The Board of Education shall hold regular meetings as fixed by resolution of the Board and placed on the records of the secretary of said Board. No notice of the meeting shall be required, the hours and place having been fixed by resolution. The Board shall hold at least one (1) regular meeting each month.

0165.3	Special Meetings

	Notice of Special Meeting shall be delivered to the home of each member at least twenty-four (24) hours in advance of the time for the meeting. In case the notice is sent by mail, it shall be deposited in a United States mail receptacle in the District at least seventy-two (72) hours before the time of the meeting.

	A Special Meeting of the Board of Education may be called by the President or upon the written request of any two (2) or more Board Members, stating a time and place and the business to be discussed.

	No other business shall be discussed until that for which the meeting has been called is completed.

	Public notice of special meetings, as with the schedule of regular meetings shall be posted at the main office of the School District at least eighteen (18) hours prior to the convening of the meeting.

	Revised 8/1/05

0165.4	Emergency Meetings

	The Board may meet in emergency session in the event of a severe and imminent threat to the health, safety or welfare of the public when two-thirds (2/3) of the members elect decide that delay would be detrimental to efforts to lessen or respond to the threat.


0165.5	Recess

	Any meeting of the Board may be recessed to another time and place. Any meeting which is recessed for more than thirty-six (36) hours shall be reconvened only after a notice stating the date, time, and place of the recessed meeting as well as the name, address, and telephone number of the District has been posted on the front door of the Administrative Office Building and such other place as the Board may determine for at least eighteen (18) hours prior to the time the meeting is to be reconvened.

	M.C.L.A. 15.265, 380.1201(3)(4)

0166	The Construction of the Agenda

	The agenda for regular Board meetings shall be prepared by the Superintendent and reviewed with the President or Vice President of the Board.

	The agenda for a special meeting shall, time permitting, meet the requirements as to preparation provided for regular meetings.

	Advance Delivery of Meeting Materials

	The agenda for a regular meeting shall be mailed or delivered to the members of the Board ninety-six (96) hours before the time of the meeting.

0166.1	Consent Agenda

	The Board of Education shall use a consent agenda to keep routine matters within a reasonable time frame.

	The following routine business items may be included in a single resolution for consideration by the Board.

	A.	Minutes of prior meetings

	B.	bills for payment

	C.	hiring of personnel

resolutions that require annual adoption, such as bank signatories, Michigan High School Athletic Association membership, etc.


	E.	resignations and leaves

	A member of the Board may request any item to be removed from the consent resolution and defer it for a specific action and more discussion. No vote of the Board will be required to remove an item from the consent agenda. A single member's request shall cause it to be relocated as an action item eligible for discussion. Any item on the consent agenda may be removed and discussed as a nonaction item or be deferred for further study and discussion at a subsequent Board meeting if the Superintendent or any Board member thinks the item requires further discussion.

0167	Conduct

0167.1	Voting

	All regular and those special meetings of the Board at which the Board is authorized to perform business shall be conducted in public. No act shall be valid unless approved at a meeting of the Board by a majority vote of the members elected to and serving on the Board and a proper record made of the vote. Meetings of the Board shall be public and no person shall be excluded therefrom. M.C.L.A. 380.1201

	Unless specifically authorized by Michigan conflict of interest laws, any Board member's decision to abstain shall be recorded and be deemed to acquiesce in the action taken by the majority. In situations in which there is a tie vote and the abstention represents the deciding vote, the motion shall fail for lack of a majority.

	All actions requiring a vote may be conducted by voice, show of hands, or roll call, provided that the vote of each member is recorded. Proxy voting shall not be permitted. Any member may request that the Board be polled.

	Roll call of the members shall be taken in the following order.

	A.	member who made the motion

	B.	member who seconded the motion

	C.	other members

	D.	the secretary (if not the initiator or supporter of the motion)

	E.	the president or chairman


0167.2		Executive Session

		The Board may meet in a closed session for the following purposes, provided that a roll-call vote of at least four (4) of the seven (7) members elected or appointed and serving shall be required to call a closed session.

		A.	to consider the dismissal, suspension, or disciplining of, or to hear complaints or charges brought against, or to consider a periodic personnel evaluation of, a Board Member (elected or appointed), employee, staff member, or individual agent, when such named person requests a closed hearing;

		B.	to consider the dismissal, suspension, or disciplining of a student when the student or student's parents request a closed hearing;

	C.		for strategy and negotiation sessions connected with the negotiation of a collective bargaining agreement if either negotiating party requests a closed hearing;

	The Board may meet in closed session for the following additional purposes, provided that a roll-call vote of five (5) of the seven (7) members elected or appointed and serving shall be required.

	A.		to consider the purchase or lease of real property up to the time an option to purchase or lease that real property is obtained

	B.		to consult with its attorney regarding trial or settlement strategy in connection with specific pending litigation, but only if an open meeting would have a detrimental financial effect on the litigating or settlement position of the Board.

	C.	to review the specific contents of an application for employment or appointment to a public office if the candidate requests that the application remain confidential. However, all interviews by a public body for employment or appointment to a public office shall be held in an open meeting pursuant to this policy.

		However, all interviews for employment or appointment of the Superintendent shall be held in an open meeting of the Board.


	D.	to consider material exempt from discussion or disclosure from state or Federal statute (e.g., the written legal opinion of counsel).

	The roll-call vote and the purpose or purposes of calling the closed session shall be entered into the minutes of the meeting at which the vote is made.

	In keeping with the confidential nature of closed sessions, no member of the Board shall disclose the content of discussions that take place during such sessions.

	M.C.L.A. 15.267, 15.268

0167.3	Public Participation at Board Meetings

	The Board of Education recognizes the value of public comment on educational issues and the importance of allowing members of the public to express themselves on District matters.

	Such requests shall be subject to the approval of the Board President.

	To permit fair and orderly public expression, the Board shall provide a period for public participation at every regular meeting of the Board and publish rules to govern such participation in Board meetings.

	The presiding officer of each Board meeting at which public participation is permitted shall administer the rules of the Board for its conduct.

	The presiding officer shall be guided by the following rules:

	A.	Public participation shall be permitted as indicated on the order of business.

	B.	Attendees must register their intention to participate in the public portion of the meeting upon their arrival at the meeting.

	C.	Participants must be recognized by the presiding officer and will be requested to preface their comments by an announcement of their name; address; group affiliation, if and when appropriate.


	D.	Each statement made by a participant shall be limited to five (5) minutes duration.

	E.	Participants shall direct all comments to the Board and not to staff or other participants.

	F.	All statements shall be directed to the presiding officer; no person may address or question Board members individually.

	G.	Complaints against identifiable school personnel may not be expressed in an open meeting. Such complaints should first be submitted in writing to the Board and aired in open or closed session according to the wish of the person(s) involved.

	The presiding officer may:

	A.	interrupt, warn, or terminate a participant's statement when the statement is too lengthy, personally directed, abusive, obscene, or irrelevant;

	B.	request any individual to leave the meeting when that person does not observe reasonable decorum;

	C.	request the assistance of law enforcement officers in the removal of a disorderly person when that person's conduct interferes with the orderly progress of the meeting;

	D.	call for a recess or an adjournment to another time when the lack of public decorum so interferes with the orderly conduct of the meeting as to warrant such action;

	E.	waive these rules with the approval of the Board when necessary for the protection of privacy or the administration of the Board's business.

	M.C.L.A. 15.263(4)(5)(6), 380.1808

	Revised 9/13/04

0168	Minutes

0168.1	Minutes of Board Meetings

	The Board shall keep minutes of each open meeting at which a Board quorum is present for the purpose of deliberating toward or rendering a decision on public policy. The minutes shall reflect at least all of the following: the date of the meeting, the time of the meeting, the place of the meeting, Board members present at the meeting, Board members absent from the meeting, all roll-call votes taken at the meeting, every decision made by the Board at the meeting, and the purpose or purposes for which a closed session is held.

	Minutes of all open meetings shall be public records open to public inspection and shall be available at the Board offices of the School District.

	Proposed minutes of an open meeting shall be available for public inspection not more than eight (8) business days after the meeting to which the minutes refer. Approved minutes shall be made available for public inspection not later than five (5) business days after the meeting at which the Board approves the minutes. Corrected minutes shall be made available no later than the next subsequent meeting after the correction. The corrected minutes shall show both the original entry and the correction. All corrections in minutes shall be made not later than the next meeting after the meeting to which the minutes refer.

	Minutes shall be presented for Board approval in an open meeting and copies shall be sent to all Board members prior to said meeting.

	M.C.L.A. 15.269, 380.1201, 380.1201(5)

0168.2	Closed Meeting

	A separate set of minutes shall be taken by a person designated by the Board at each closed session. The minutes shall be retained by the Superintendent, shall not be available to the public and may be disclosed only as required by court order. Minutes of closed sessions shall be retained for one (1) year and one (1) day after approval of the minutes of the meeting at which the closed session was authorized. Minutes of closed sessions may be destroyed after the expiration of the retention period. The minutes of the closed session shall reflect at least all of the following: the date of the meeting, the time of the meeting, the place of the meeting, Board members present, Board members absent, and the purpose or purposes of the closed session.

	M.C.L.A. 15.267, 15.269, 15.270-71, 15.273

	Board Comments

	Effective May 19, 1997, any Board comments made during the course of a Board of Education meeting, will not be reflected in the official minutes. Board of Education comments will only be reflected in the minutes should an individual member request that his/her comments concerning his/her vote on an action item be made a part of the official minutes. Such request will require a majority vote by the Board of Education (MOTION #05/23/97, May 19, 1997).