Clean Board Policy BC Board Meetings

Board Policy BC: Board Meetings



CLEAN VERSION

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

  I.   Board Meeting Procedures

        A.   Board Meeting Notification

             1. Regular Board Meetings
             All regular board meetings will be open to the public, posted on the board
             website, and posted in the lobby of the board auditorium located at 1701
             Mountain Industrial Boulevard, Stone Mountain, at least one week prior to
             the meeting.
             Written notice will be given at least 24 hours in advance of all board and
             committee meetings. The notice will include the time, place, and date of the
             meeting, and will be given:

                 •   To all board members;

                 •   To the district's legal organ;

                 •   To media representatives who have made a written request to receive
                     such notices.

        2.   Emergency Board Meetings
             A meeting may be held with less than 24 hours' notice under special or
             emergency circumstances. The meeting notice will include the subjects to
             be considered. Written notice will be provided to the legal organ and any
             media representative who has made a written request for 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 Agenda
             The chair and superintendent will develop the agenda for board meetings.
             The agenda will include all matters expected to come before the board or
             committee. The agenda will be made available upon request and posted at
              the meeting site as soon as possible during the two-week period immediately
              prior to the meeting. Board members will be provided with the agenda at
              least 24 hours in advance and may request:

                    Items be removed from the agenda,

                    Items be added to the agenda, and

                    Additional information on agenda items.

Agenda items may be added with the consent of a majority of board members. The board
may use a consent agenda. Items not included on the agenda may be considered if
necessary, as determined by a majority of the members present.



   C. Rules of Order
      Board meetings will be conducted in accordance with Robert's Rules of Order Newly
      Revised, except when in conflict with state law or board policies. Board policies will
      take precedence when in conflict.

The general counsel will act as parliamentarian.

   D. Quorum
      Four members of the board will constitute a quorum. If a quorum is not present, the
      meeting will be adjourned and reconvened by the chair when a quorum is present.

   E. Electronic Participation of Matters
      As long as a quorum is physically present, members may participate by
      teleconference if necessary due to health reasons or absence from the jurisdiction.
      The board chair may approve teleconference participation if suƯicient reason is
      provided in accordance with the Open Meetings Act.
      Absent emergency conditions or a physician's written opinion that health reasons
      prevent physical presence, no member may participate by teleconference more
      than twice in one calendar year. No meeting will include a majority of members
      participating electronically. Any state law provisions that conflict with this section
      will take precedence.

   F. Voting Method
      All members present, whether in person or by teleconference, may vote. Proxy
      voting is not permitted.

 II.   TYPES OF BOARD MEETINGS
        A.    Business Meetings
              The board will hold a business meeting each month at a time and date
              determined annually in January and announced by advertisement in two
              consecutive issues of the district's oƯicial legal organ. The schedule may be
              modified as allowed by law.
              The first board meeting each January will address organizational matters,
              including the election of a chair and vice-chair, aƯirmation of compliance
              with Board Policies BH, and any other items required by law or policy.

        B.    Work Sessions
              The board will hold a work session on the same day as the business meeting
              and at other times as needed. Work sessions are intended for consent
              agenda preparation, policy and legislative matters, and in-depth
              presentations on operations. Formal votes are taken only in the case of
              emergency and time-sensitive items.

        C.    Community Meetings
              Community meetings, including public comment, will be conducted in
              accordance with Policy BCBI and state open meeting requirements.

        D.    Special Meetings
              Special meetings may be called by the chair, the superintendent, or by the
              chair at the request of a majority of board members.

        E.    Executive Sessions
              An executive session is a portion of a meeting lawfully closed to the public.
              The board may convene into executive session only for purposes authorized
              by law, including but not limited to:

   •   Student discipline appeals;

   •   Real estate matters;

   •   Personnel matters;

   •   Pending or potential litigation;

   •   Cybersecurity plans, procedures, or contracts; and

   •   Any other matters authorized by law.

A majority vote of board members present is required to convene into executive session.
The presiding oƯicer will ensure that discussions remain within the scope permitted by law.
If discussion strays outside permitted topics, the presiding oƯicer will rule the discussion
out of order. If the conversation continues, the presiding oƯicer will adjourn the executive
session.

Minutes will be maintained for all board meetings, including the time, date, place,
members present, and the vote to enter and exit executive session. Confidential
discussions held during executive sessions will not be recorded in detail but will be
referenced in accordance with state law.

Following each executive session, the presiding oƯicer and the board secretary will execute
and file an aƯidavit, aƯirming that the session was devoted only to matters lawfully exempt
from public disclosure. The aƯidavit will be included in the oƯicial meeting minutes and
maintained as part of the district's permanent records.


   F. Board Retreats

At least once each year, the board and superintendent will conduct a retreat to:

   •   Assess the strengths and weaknesses of the district;

   •   Consider compelling problems or emerging issues;

   •   Study and explore trends, opportunities, and anticipated challenges;

   •   Develop and review goals;

   •   Reflect on its educational and leadership philosophy and performance; and

   •   Conduct a self-assessment of board 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.