Kent City Community Schools
Bylaws & Policies
 

0160 - MEETINGS

0161

Parliamentary Authority

   
 

The parliamentary authority governing the Board of Education shall be Robert's Rules of Order, Newly Revised in all cases in which it is not inconsistent with statute, administrative code, or these bylaws, or the rules of order of this Board.

   

0162

Quorum

   
 

Four (4) members present at a meeting shall constitute a quorum, and no business shall be conducted in the absence of a quorum.

   

0163

Presiding Officer

   
 

The President shall preside at all meetings of the Board. In the absence, disability, or disqualification of the President, the Vice President shall act instead; if neither person is available, any member shall be designated by a plurality of those present to preside. The act of any person so designated shall be legal and binding. (M.C.L.A. 380.231)

   

0164

Call

   

0164.1

Regular Meetings

   
 

The Board shall hold a meeting once each month on a date and at a time and place determined annually by a resolution of the Board.

   

0164.2

Special Meetings

   
 

Special meetings of the Board may be called by the President or by any two (2) members of the Board provided there is compliance with the notice provision of these Bylaws.

0164.3

Emergency Meetings

   
 

In the event of a severe and imminent threat to the health, safety, or welfare of the District, its employees, or students, any member of the Board may call an emergency session provided three (3) members of the Board concur that delay would be detrimental to efforts to lessen or respond to the threat. No notice of any emergency meeting shall be required.

   
 

The Superintendent and those administrators directed by the Superintendent shall attend all meetings, when feasible. Administrative participation shall be by professional counsel, guidance, and recommendation - as distinct from deliberation, debate, and voting of Board members.

   
 

M.C.L.A. 15.264/265

   

0165

Notice

   

0165.1

Regular Meetings

   
 

Within ten (10) days after the organizational Board meeting, the Board shall cause to be posted on the front door of the Board of Education Administrative Building, and in such other places as it may direct, a notice listing the date, time, and place of each regularly scheduled meeting of the Board. The notice shall also contain the name and address of the District and its telephone number.

   

0165.2

Change of Regular Meetings

   
 

Within three (3) days after the Board adopts a resolution changing the date, time, or place of a regularly scheduled meeting, the meeting notice shall state the date, time, and place of the rescheduled meeting, as well as the name, address, and telephone number of the District. Said notice shall be posted on the front door of the Administrative Office Building and such other place(s) as the Board may determine. Said notice shall be posted at least eighteen (18) hours before the rescheduled meeting.

   
 

M.C.L.A. 15.264, 15.266

0165.3

Special Meetings

   
 

Said notice shall state the date, time, and place of such special meeting and the business to be transacted thereat, as well as the name, address, and telephone number of the District. A notice of any special meeting shall be posted at least eighteen (18) hours before said special meeting on the front door of the Administrative Office Building and such other places as the Board may determine. A copy of said notice shall be served upon each member of the Board by any responsible person by depositing the notice in a government mail receptacle, enclosed in a sealed envelope plainly addressed to such member at his/her last known address at least seventy-two (72) hours before said meeting is to take place.

   

0165.4

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

Agenda

   
 

The Superintendent shall prepare and submit to each Board member a written agenda prior to each regular meeting and each special meeting, unless otherwise directed by the Board. The agenda shall list the various matters to come before the Board and shall serve as a guide for the order of procedure for the meeting. Individual Board members may include items on the agenda upon the concurrence of the Board President.

   
 

The agenda of the regular monthly meeting or special meetings shall be accompanied by a report from the Superintendent on information relating to the District with such recommendations as s/he shall make.

 

Each agenda shall contain the following statement:

   
   

"This meeting is a meeting of the Board of Education in public for the purpose of conducting the School District's business and is not to be considered a public community meeting. There is a time for public participation during the meeting as indicated in the agenda."

 
   
 

The agenda for each regular meeting shall be mailed or delivered to each Board member so as to provide proper time for the member to study the agenda. Generally, the agenda will be available and/or mailed no later than three (3) calendar days prior to the meeting. The agenda for a special meeting shall be available and/or delivered at least twenty-four (24) hours before the meeting, consistent with provisions calling for special meetings.

   
 

The Board shall transact business according to the agenda prepared by the Superintendent and submitted to all Board members in advance of the meeting. The order of business may be suspended at any meeting by a majority vote of the members present.

   
 

Revised 12/9/96

   

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 or appointed to (of) 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. Failure to vote, absent a statutory exception, constitutes a breach of the Board memberís duty as a public official. In situations in which a specified number of affirmative votes is required and abstentions have been noted, the motion shall fail if the specified number of affirmative votes have not been cast. 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. 184 Mich App 681,  684 (1990)

   
 

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

   
 

Revised 6/06

 

Revised 6/27/13

   

0167.2

Closed Session

   
 

The Board may by means of roll call vote meet in a closed session, one closed to the public, for the following purposes:

     
 

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 public officer, staff member, or individual agent, if the named person requests a closed hearing (a majority vote is required)

     
 

B.

to consider the dismissal, suspension, or disciplining of a student (a majority vote is required)

     
 

C.

for strategy and negotiation sessions connected with the negotiation of a collective bargaining agreement if either negotiating party requests a closed hearing (a majority vote is required)

     
 

D.

to consider the purchase or lease of real property up to the time an option to purchase or lease that real property is obtained (a two-thirds (2/3's) vote is required)

     
 

E.

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 public body (a two-thirds (2/3's) vote is required)

     
 

F.

to consider material exempt from discussion by State or Federal statute (a two-thirds (2/3's) vote is required)

     
 

G.

to review the specific contents of an application for employment or appointment if the candidate requests that the application remain confidential. However, all interviews for employment or appointment shall be held in open meeting of the Board (a two-thirds (2/3's) vote is required)

   
 

It is expected that Board members shall not record nor communicate by any means, electronic or otherwise, with party or parties outside such meetings regarding the substance of such meetings either during or after the course of such meetings.

   
 

M.C.L.A. 15.267, 15.268

   
 

Revised 6/06

   

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.

   
 

Any person or group wishing to be on the agenda shall register their intent with the Superintendent no later than two (2) days prior to the meeting and include:

     
 

A.

name and address of the participant;

     
 

B.

group affiliation, if and when appropriate;

     
 

C.

topic to be addressed.

   
 

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

   
 

Denial of the opportunity to have an item placed on the agenda will not preclude an individual or group from the opportunity to speak during the public participation portion of the meeting.

   
 

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

Anyone with concerns related to the operation of the schools or to matters within the authority of the Board may participate during the public portion of a 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, and group affiliation, if and when appropriate.

     
 

D.

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

     
 

E.

No participant may speak more than once on the same topic unless all others who wish to speak on that topic have been heard.

     
 

F.

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

     
 

G.

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

     
 

H.

The presiding officer may:

     
 

1.

prohibit public comments which are frivolous, repetitive, or harassing;

     
 

2.

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

     
 

3.

request any individual to leave the meeting when that person behaves in a manner that is disruptive of the orderly conduct of the meeting;

     
 

4.

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;

     
 

5.

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;

     
 

6.

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

 
 

I.

The portion of the meeting during which the participation of the public is invited shall be limited to twenty (20) minutes, unless extended by a vote of the Board..

     
 

Tape or video recordings are permitted subject to the following conditions:

   
 

A.

No obstructions are created between the Board and the audience.

   
 

B.

No interviews are conducted in the meeting room while the Board is in session.

   
 

C.

No commentary, adjustment of equipment, or positioning of operators is made that would distract either the Board or members of the audience while the Board is in session.

 
 

The person operating the recorder should contact the Superintendent prior to the Board meeting to review possible placement of the equipment.

   
 

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

   
 

Revised 3/22/10

   

0167.4

Adjournment

   
 

The Board may at any time recess or adjourn to an adjourned meeting at a time, date, and place announced before the adjournment takes place. The adjourned meeting shall take up its business at the point in the agenda where the motion to adjourn was acted upon. (M.C.L.A. 15.265)

   

0168

Minutes

   

0168.1

Open Meeting

   
 

The Board shall designate a person to keep minutes of each meeting showing the date, time, place, members present, members absent, any decisions made at a meeting open to the public, and the purpose or purposes for which a closed session is called. These minutes must be approved by the Board and endorsed by the Secretary at the next meeting. The minutes shall include all roll call votes taken at the meeting. Proposed minutes shall be available for public inspection not later than eight (8) business days after the meeting to which the minutes refer. Approved minutes should be available for public inspection not later than five (5) business days after the meeting at which the minutes are approved. The minutes shall be available for inspection at the Superintendent's office and shall be available for purchase at a fee estimated by the business office to cover the cost of printing and copying.

   
 

The official minutes shall be bound together by years and kept in the office of the Board of Education.

 

Minutes of the preceding meetings shall be approved by the Board as its first order of business at regular meetings.

   
 

The minutes shall show only action taken.

   

0168.2

Closed Meeting

   
 

The Board shall designate a person to keep separate minutes of each closed meeting of the Board. These minutes shall be retained by the Secretary of the Board, but shall not be available to the public and shall only be disclosed if required by a civil action filed under M.C.L.A. 15.270 et seq. These minutes may be destroyed one (1) year and one (1) day after approval of the minutes of the regular meeting at which the closed session was approved.

   
 

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

 

0168.3

Committee Meetings

 
 

Any Board committee, whether standing or appointed ad hoc, which exercises governmental or proprietary authority must comply with the Open Meetings provisions in 0168.1 and 0168.2, and Public Participation provisions in 0167.3. Committees that are empowered to take action, make recommendations or otherwise deliberate in place of the Board are subject to this requirement.

   
 

Adopted 3/22/10

© Neola 2011