BC Board Meetings

                                                                                                    Board Policy Manual
                                                                                            DeKalb County School District




Board Policy BC: Board Meetings                                                                            Status: ADOPTED

Original Adopted Date: 02/15/2012 | Last Revised Date: 05/04/2015 | Last Reviewed Date: 05/04/2015


BOARD MEETINGS
  I. Procedures for Board Meetings

        A. Board Meeting Notification
            For all meetings of the DeKalb County Board of Education and any Board committee, a written notice
            stating the time, place, and date of the meeting shall be delivered to each member not less than 24 hours
            before the meeting.

            All notices of regular Board meetings shall be available to the general public, and posted in the lobby of
            the Board auditorium located at 1701 Mountain Industrial Boulevard, Stone Mountain, at least one week
            in advance, as well as on the Board website.
            Written notice shall be given at least 24 hours in advance of all other Board and committee meetings
            giving the time, place, and date of such meeting (1) to the official organ for legal announcements, (2) by
            posting written notice in the lobby of the Board auditorium located at 1701 Mountain Industrial
            Boulevard, Stone Mountain as well as on the Board website, and (3) to media representatives who have
            made a written request to receive such notices.

            When special or emergency circumstances occur and are so declared by the Board or committee, a
            meeting may be held with less than 24-hours’ notice upon giving such notice of the meeting and subjects
            expected to be considered at the meeting as is reasonable under the circumstances. Notice shall be
            given to the legal organ and to any other media representative who has made a written request to
            receive such notices within the previous calendar year. The reason for holding the meeting within 24
            hours and the nature of the notice shall be recorded in the minutes.

        B. Board Meeting Agendas
            The Board meeting agenda shall be properly developed consistent with a good order of business. The
            agenda shall include all matters expected to come before the Board or committee at such meeting. The
            agenda shall be available upon request and shall be posted at the meeting site, as far in advance of the
            meeting as reasonably possible, but shall not be required to be available more than two weeks prior to
            the meeting and shall be posted, at a minimum, at some time during the two-week period immediately
            prior to the meeting.
            The agenda shall be provided at least 24 hours prior to the meeting for members of the Board to have an
            opportunity to suggest items to be removed from or placed on the agenda and to ask for additional
            information on an agenda item. The Board shall use a consent agenda procedure when appropriate, and
            the agenda shall be followed once approved. The Board shall depart from the agenda only when it
            becomes necessary to do so as determined by the concurrence of a majority of the members present.
        C. Rules of Order
            Board meetings shall be conducted according to Robert’s Rules of Order Revised to the extent in
            conformance with state law. Board Policies shall take precedence when in conflict with Robert’s Rules of
            Order Revised.
            The Board attorney shall act as parliamentarian.

        D. Board Meeting Quorum
            Four members of the Board shall constitute a quorum at any meeting, monthly or special. If a quorum is
        not present at a meeting, the meeting shall be adjourned and reconvened at the call of the Chair. At
        such a called meeting, if a quorum is present, any business may be transacted which might have been
        transacted at the originally scheduled meeting.
     E. Electronic Participation of Board Members

        So long as a quorum is present in person, any members may participate in Board and committee
        meetings by teleconference if necessary due to reasons of health or absent from the
        jurisdiction. Members present at a duly constituted meeting of the Board must approve a member’s
        request for participation under the provisions of this Section E. Such participating member shall be
        included in votes recorded during the meeting. Absent emergency conditions or the written opinion of a
        physician or other health professional that reasons of health prevent a member’s physical presence, no
        members shall participate by teleconference more than twice in one calendar year under this Section E.
        There shall not be a majority of the Board members participating in any Board or committee meeting by
        electronic communication. Any provisions under state law which contradict the foregoing shall be
        controlling.
     F. Voting Method

        All members present at a meeting, whether physically or electronically participating under Section E
        above, shall be eligible to vote. There shall be no representation by proxy of any Board member at any
        meeting.
II. Types of Board Meetings
     A. Board Business Meetings
        There shall be a business meeting of the Board each month at a time and date determined annually by
        the Board and announced by advertisement in two consecutive issues of the official organ for legal
        announcements. Generally, Board Business Meetings shall be held on the first Monday of each
        month. The Board may modify this schedule as allowed by law.
        Such meetings shall be in accordance with the open meeting requirements of the State of Georgia, and
        at these meetings the Board shall transact business properly brought before it.
        If the date of a meeting falls on a legal holiday in Georgia, such meetings may be held on the next
        succeeding business day. The first meeting held in January of each year shall include any required
        organizational matters including, but not limited to, the election of a chair and vice-chair, affirmation of
        compliance with the Board ethics and conflict of interest policies and other items as required by law or
        policy.
     B. Board Work Sessions
        The Board may schedule work sessions as it deems appropriate.
        Such meetings shall be in accordance with the open meeting requirements of the State of Georgia, and
        these meetings shall be designed for the preparation of the consent agenda for the Business Meeting, to
        address other policy and legislative matters and for in-depth presentations on school system
        operations. It is the intent that Work Sessions are not designed for formal vote, but if action is needed
        on an emergency or time-sensitive item, specific action may be taken.
     C. Community Meetings
        Community meetings providing for public comments shall be conducted in accordance with Policy
        BCBI. Such meetings shall be in accordance with the open meeting requirements of the State of
        Georgia.
D. Special Board Meetings
   Special meetings of the Board for any purpose may be called by the Chair, by the Superintendent as
   secretary ex-officio to the Board, or through the Chair at the request of a majority of members. Such
   meetings shall be in accordance with the open meeting requirements of the State of Georgia.
E. Executive Sessions
   In compliance with the open meeting requirements of the State of Georgia, no closed meetings of the
   Board or any committee of the Board shall be devoted to the consideration, discussion or presentation
   of matters required by law to be presented, considered or discussed in open meetings. In the event that
   one or more persons in an executive session initiates a discussion that is not authorized by law, the Chair
   or presiding member shall immediately rule the discussion out of order and all present shall cease the
   questioned conversation. If one or more persons continue or attempt to continue the discussion after
   being ruled out of order, the presiding officer shall immediately adjourn the executive session.
F. Annual Retreat

   At least once each year, the Board and the Superintendent shall conduct a retreat to:
     1. Assess the strengths and weaknesses of the District;
     2. Consider any compelling problems or emerging issues;
     3. Study and explore trends, opportunities, and anticipated challenges;
     4. Develop and/or review goals;
     5. Reflect on its educational and leadership philosophy and performance; and
     6. Conduct a self-assessment of the Board’s activities and operations.
   Such retreat shall be held in accordance with the open meeting requirements of the State of Georgia.
G. Public Hearings
   The Board shall conduct public forums from time to time, especially when dealing with controversial
   issues or matters of deep community concern, to receive input from citizens on policy issues, the
   educational program, and school administration. Such forums shall be in accordance with the open
   meeting requirements of the State of Georgia.
H. Committee Meetings
   Ad hoc Board committee meetings shall held as set out in Board Policy BBC, Board Committees. Such
   meetings shall be in accordance with the open meeting requirements of the State of Georgia.