Clean Version Board Policy BC_ Board Meetings (1) - November 11, 2024 - DCSD Board Meeting Archive

Board Policy Manual
DeKalb County School District

Board Policy BC: Board Meetings Status: DRAFT

Original Adopted Date: 02/15/2012 | Last Revised Date: 08/20/2024 | Last Reviewed Date:
05/04/2015

Clean Version

BOARD MEETINGS

All meetings under this policy shall be in accordance with the open meeting requirements of the
State of Georgia.

A. Procedures for Board Meetings
Board Meeting Notification

All regular board meeting notices will be available to the general public, and posted
to the board website, as well as posted in the lobby of the board auditorium located
at 1701 Mountain Industrial Boulevard, Stone Mountain, GA at least one week
before the meeting.

Written notice will be given at least 24 hours in advance of all other board and
committee meetings to include the time, place, and date of such meeting (1) to all
Board of Education members, (2) to the district’s legal organ, (3) by posting written
notice in the lobby of the board auditorium located at 1701 Mountain Industrial
Boulevard, Stone Mountain, GA, (4) by posting on the board website, and (5) 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 will 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 will be recorded in the minutes.

B. Board Meeting Agendas

“The Chair and Superintendent shall confer to develop the agenda for Board
meetings. The agenda will include all matters expected to come before the board or
committee at such meeting. The agenda will be available upon request and will be
posted at the meeting site, as far in advance of the meeting as reasonably possible,
but will not be required to be available more than two weeks prior to the meeting
and will be posted, at a minimum, at some time during the two-week period
immediately prior to the meeting. Failure to include on the agenda an item which
becomes necessary to address during the course of a meeting will not preclude
considering and acting upon such item.

The agenda will 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 will
use a consent agenda procedure when appropriate, and the agenda will be followed
once approved. The board will 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 will be conducted according to Robert’s Rules of Order Revised to
the extent in conformance with state law. Board Policies will take precedence when
in conflict with Robert’s Rules of Order Revised.

The General Counsel will act as parliamentarian.

D. Board Meeting Quorum

Four members of the Board shall constitute a quorum at any meeting, monthly or
special called board meeting. If a quorum is not present, the meeting shall be
adjourned and reconvened by the Chair at a time when a quorum is present.

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. The board chair may approve if member provides
sufficient reason for attending by teleconference as set forth in the Open Meetings
Act. 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 will participate by teleconference more than twice in one calendar year.
Such participating member will be included in votes recorded during the meeting.

There will 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 will be controlling.

F. Voting Method

All members present at a meeting, whether in person or by teleconference will be
eligible to vote. There will be no representation by proxy of any board member at
any meeting.

II. Types of Board Meetings

A. Board Business Meetings

There will be a business meeting of the board each month at a time and date
determined annually in January by the board and announced by advertisement in
two consecutive issues of the district’s official legal organ. The board may modify
this schedule as allowed by law.

The first meeting held in January of each year will include any required organizational
matters including, but not limited to, the election of a chair and vice-chair,
affirmation of compliance with board policies about BH and BHA and other items as
required by law or policy.

B. Board Work Sessions

The Board will hold a Work Session on the same day as the Business Meeting, and at
such other times as needed.

These meetings will be designed to prepare the consent agenda for the Business
Meeting, to address other policy and legislative matters and for in-depth
presentations on school system operations. Work Sessions are not designed for
formal vote to be taken, but board action is allowed for emergency or time-sensitive
items.

C. Community Meetings

Community meetings allowing for public comments will be conducted in accordance
with Policy BCBI: Public Participation in Board Meetings.

D. Special Board Meetings

Special Meetings may be called for any purpose by the chair, the superintendent, or
through the chair at the request of a majority of board.

Executive Sessions

Executive session means a portion of a meeting lawfully closed to the public. In
compliance with the open meeting requirements of the State of Georgia, no closed
meetings of the board or any committee of the board will 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 will immediately rule the discussion out of order and all present will
cease the questioned conversation. If one or more persons continue or attempt to
continue the discussion after being ruled out of order, the chair will immediately adjourn
the executive session.

• reasons for closing the meeting include:
• Cybersecurity plans, procedures, contracts
• student discipline appeals
• real estate acquisitions
• individual personnel matters
• pending or potential litigations
• or any other matters that are required or permitted by law to be addressed in
closed meetings.

E. Board Retreats

At least once each year, the board and the superintendent will 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.

G. Public Hearings

The board will provide periodic public forums to receive input from citizens on policy
issues, the educational program, and school administration.

will

Policy Reference Disclaimer:
These references are not intended to be part of the policy itself, nor do they indicate the basis or authority
for the board to enact this policy. Instead, they are provided as additional resources for those interested in the
subject matter of the policy.

Note: To access the policy references, CLICK HERE: State of Georgia Terms and Conditions and close the
LexisNexis tab, which will return you to the policy. Click on the links below to be taken to each specific
code. You should only have to do this one time per session.

State Description
O.C.G.A. 20-02-0058 Regular monthly meeting of local boards; adjournment;
temporary presiding officer; notice of date; template for
financial review; open meetings
O.C.G.A. 50-14-0001 Open Meetings Act; notice; minutes; telecommunication
conferences

O.C.G.A. 50-14-0002 Open Meetings Act: Certain privileges not repealed

O.C.G.A. 50-14-0003 Excluded proceedings

O.C.G.A. 50-14-0004 Closed meeting procedures

O.C.G.A. 50-14-0005 Jurisdiction to enforce Open Meetings Act

O.C.G.A. 50-14-0006 Penalty for violation of Open Meetings Act; defense

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