Williamsville Central School District

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Meeting of The Board of Education

Adoption Date: 7/7/2009, Revised: 7/10/2012; 05/22/2012
1000 - Bylaws

1510 REGULAR BOARD MEETINGS AND RULES (QUORUM AND PARLIAMENTARY PROCEDURE)

SUBJECT: REGULAR BOARD MEETINGS AND RULES (QUORUM AND PARLIAMENTARY PROCEDURE)

All Board of Education meetings must be open to the public except those portions of the meetings which qualify as executive sessions. A "meeting" is defined as an official convening of a public body for the purpose of conducting public business and a "public body" is defined as an entity of two (2) or more persons which requires a quorum to conduct public business, including committees and subcommittees. Reasonable efforts shall be made to ensure that all meetings are held in an appropriate facility which can adequately accommodate any and all members of the public who wish to attend.

Whenever such a meeting is to take place, there must be at least seventy-two (72) hours advance notice in accordance with the provisions of the Open Meetings Law. Notice of other meetings shall be given as soon as is practicable in accordance with law. When the District has the ability to do so, notice of the time and place of a meeting shall be conspicuously posted on the District's internet Web site.

Videoconferencing or online technology may only be used by a Board Member as a means to participate in a meeting when extenuating circumstances exist.   If a Board Member seeks to use videoconferencing or online technology that individual shall obtain permission from the Board of Education If the Board of Education approves videoconferencing or line technology to conduct a meeting, the public notice for the meeting shall inform the public that videoconferencing or online technology will be used, identify the locations for the meeting, and state that the public has the right to attend the meeting at any of the locations.

Regular meetings of the Board of Education of Williamsville School District shall take place on the day and time designated by the Board at the Annual Organizational Meeting, except as modified at subsequent meetings of the Board.

It is the responsibility of the Superintendent to prepare the agenda for each meeting of the Board. The Superintendent will review the draft agenda with the Board President. The review may include the Board Vice President and will include such officer in the absence of the President. The agenda for each meeting shall be prepared at least one (1) week prior to the meeting. The agenda shall be distributed to Board members no later than the Friday before such regular meeting.

During the Committee of the Whole agenda item, any member of the Board may request the Board to address a specific issue or topic. A Committee of the Whole proposal will not be automatically considered a Board action item, and does require support from a majority of the Board. The proposed request will be placed on the next regular meeting agenda and the Board Member making the request will be limited to no more than five minutes to explain the purpose of the proposal.

The District Clerk shall notify the members of the Board of Education in advance of each regular meeting. Such notice, in writing, shall include an agenda and the time of the meeting.

In the event that a meeting date falls on a legal holiday, interferes with other area meetings, or there is an inability to attend the meeting by Board members to the extent that a quorum would not be present, the Board shall select a date for a postponed meeting at the previous regular meeting, and shall direct the Clerk to notify all members.

Any meeting of the Board may be adjourned to a given future date and hour if voted by a majority of the Board present.

The Superintendent and members of his/her staff at the Superintendent's discretion shall attend all meetings of the Board. The Superintendent shall attend all executive session meetings of the Board except those that concern his/her evaluation, employment status, and salary determination. The Board may request the attendance of such additional persons as it desires.

Recording of Meetings

The Board recognizes that advances in technology allow public meetings to be photographed, broadcast, webcast and/or otherwise recorded, by means of audio or video, in a non-disruptive manner and supports the use of such technology to facilitate the open communication of public business. To that end, the Board may adopt rules addressing the location of the equipment and/or personnel used to photograph, broadcast, webcast and/or record such meetings to assure that its proceedings are conducted in an orderly manner. Such rules shall be conspicuously posted during meetings and written copies provided, upon request, to meeting attendees.

Public Expression at Meetings

Public expression at such meetings shall be encouraged and a specific portion of the agenda shall provide for this privilege of the floor. At its discretion, the Board may invite visitors to its meetings to participate in the Board's discussion of matters on the agenda.

The Board of Education welcomes attendance at its meetings by residents, persons who have a business within the boundaries of the school district, and persons who do business with the Board of Education.

A period of “Public Expression” shall be listed on each meeting agenda. Each person addressing the Board shall have three minutes each to make an oral presentation. Speakers who read from prepared texts are encouraged to present copies of that text to the Board Members or to make a copy available to the District Clerk within 24 hours after the conclusion of the meeting. Persons wishing to speak should first be recognized by the President, then identify themselves, any organization they may be representing at the meeting and the agenda topic they wish to discuss. In addition, the speaker may be required to record their name and address, in writing. Comments should be kept as brief as possible and relate to school matters.

The “Public Expression” period shall be limited to a total of 30 minutes unless the rules are suspended by a vote of the Board.

At the beginning of each “Public Expression” period, the Board President shall indicate that the members of the Board will listen to the remarks of the speakers and not reply to or engage in a discussion with speakers and that the Board’s policy is to take no action until such time as members of the staff have reported to the Board on any issues raised by the speaker. The Board will receive all matters for review and consideration and may, if the circumstances permit, direct the Superintendent or District Clerk to notify the speaker when the matter may be reported or acted upon at some future Board meeting.

The President is the spokesperson for the Board and is responsible for the orderly conduct of the meeting.

The Board of Education reserves the right to enter into executive session as specified in Policy #1540 -- Executive Sessions.

Quorum

The quorum for any meeting of the Board shall be *five (5) members. No formal action shall be taken at any meeting at which a quorum is not present. When only a quorum exists, the Board shall act by unanimous vote unless otherwise required by the laws of the State of New York.

Use of Parliamentary Procedure

The business of the Board of Education shall be conducted in accordance with the authoritative principles of parliamentary procedure as found in the latest edition of Robert's Rules of Order.

Education Law Sections 1708 and 2504
General Construction Law Section 4
Public Officers Law Article 7, Section 103(d), 104 and 107

Policy References:

  • Refer also to Policies #1520 -- Special Meetings of the Board of Education
  • #1540 -- Executive Sessions
  • #5410 -- Purchasing
  • #6211 -- Employment of Relatives of Board of Education Members
  • #8340 --Textbooks/Workbooks/Calculators/Instructional Computer Hardware Education Members
  • #8340 --Textbooks/Workbooks/Calculators/Instructional Computer Hardware
Policy Cross References:

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