006.  MEETINGS

Section 1.    Parliamentary Authority

        SC 407

        65 Pa. C.S.A.

        Sec. 701 et seq

All Board meetings shall be conducted in an orderly and business-like manner. Robert’s Rules of Order, Newly Revised, including group rules, shall govern the Board in its deliberations in all cases in which it is not inconsistent with law, state regulations or Board procedures.

Section 2.    Quorum

        SC 422

A quorum shall consist of a majority of the members of the Board.   No business shall be transacted at a meeting without a quorum, but the Board members present at such a meeting may adjourn to another time.

Section 3.    Presiding Officer

        SC 405, 426, 427,                 428

The President shall preside at all Board meetings. In the absence, disability or disqualification of the President, the Vice-President shall act instead. If neither person is present, a Board member shall be elected President pro tempore by a plurality of those present to preside at that meeting only.

Section 4.    Notice

        65 Pa. C.S.A.

        Sec. 703, 709

A schedule of all public Board meetings, including committee meetings and work sessions, shall be given annually, by publication of the date, place, and time of such meetings in the newspaper(s) of general circulation designated by the Board, by posting of monthly meeting notices at the administrative offices of the Board and by posting on the District’s website.

        65 Pa. C.S.A.

        Sec. 703, 709

a.        Notice of regular meetings shall be given by publication and posting of a         schedule showing the date, place and time of all regular meetings for the calendar year, at least three (3) days prior to the time of the first regular meeting.

        65 Pa. C.S.A.

        Sec. 703, 709

b.        Notice of all special meetings shall be given by publication and posting of         notice at least twenty-four (24) hours prior to the time of the meeting, except         that such notice shall be waived when a special meeting is called to deal with an         actual emergency involving a clear and present danger to life or property.

        65 Pa. C.S.A.

        Sec. 703, 709

c.        Notice of all rescheduled meetings shall be given by publication and posting of         notice at least twenty-four (24) hours prior to the time of the meeting.

        65 Pa. C.S.A.

        Sec. 703

d.        Notice of all recessed or reconvened meetings shall be given by posting a notice         of the place, date and time of meeting and sending copies of such notice to         interested parties.

        65 Pa. C.S.A.

        Sec. 709

e.        Notice of all public meetings shall be given to any newspaper(s) circulating in         Berks County and any radio or television station which so requests. Notice of all         public meetings shall be given to any individual who so requests and provides a         stamped, addressed envelope for such notification.

        SC 423

     65 Pa. C.S.A.

     Sec. 709

Notice of all rescheduled meetings and special meetings shall be given to Board members no later than twenty-four (24) hours prior to the time of the meeting.

Section 5.    Regular Meetings

        SC 421

        65 Pa. C.S.A.

        Sec. 701 et seq

Regular Board meetings shall be public and shall be held at specified places at least once every two (2) months.

a.        Agenda

        It shall be the responsibility of the Superintendent, in cooperation with the         Board President, to prepare an agenda of the items of business to come before         the Board at each regular meeting.

        The agenda, together with all relevant reports, shall be provided each Board         member at least three (3) days before the meeting.

        Any additions or changes to the prepared agenda may be requested by a         Board member or the Superintendent and must be approved by a majority vote of the Board members present.

b.        Order Of Business

        The order of business for regular meetings shall be as follows, unless altered by         the President or a majority of those present and voting:

Call to Order

Pledge of Allegiance

Roll Call

Approve Minutes

Treasurer’s Report

Approval of Bills

       Citizens Addressing the Board

Committee Reports

Federal Programs

Adjournment

Executive Session

Section 6.    Special Meetings

        SC 423, 426

      65 Pa. C.S.A.

        Sec. 701 et seq

Special meetings may be called for special or general purposes and shall be public except when conducted as an executive session for purposes authorized by the Sunshine Act.

        SC 426

     SC 423

The President may call a special meeting at any time and shall call a special meeting upon presentation of the written requests of three (3) Board members. Upon the President's failure or refusal to call a special meeting, such meeting may be called at any time by a majority of the Board members.

No business shall be transacted at any special meeting except that named in the call sent to members for such special meeting.

Section 7.    Public Participation

        65 Pa. C.S.A.

        Sec. 701 et seq

        Pol. 903

District residents present at a Board meeting may address the Board in accordance with law and Board procedures and policy.

Section 8.    Voting

All motions shall require for adoption a majority vote of those Board members present and voting, except as provided by statute or Board procedures.

All votes on motions and resolutions shall be by voice vote unless an oral roll call vote is requested by the President or another Board member.

a.        The following actions require the recorded affirmative votes of two-thirds of the         full number of Board members:

        SC 609, 687

        1.        Transfer of budgeted funds during the first three (3) months of the fiscal                         year.

        SC 687

        2.        Incur a temporary debt to meet an emergency or catastrophe.

        SC 324

        3.        Elect to a teaching position a person who has served as a Board member                         and who has resigned.

        SC 707

        4.        Convey land or buildings to the municipality co-terminus with the school                 district in accordance with law.

        SC 803

        5.        Adopt or change textbooks without the recommendation of the                                 Superintendent.

        SC 1129

        6.        Dismiss, after a hearing, a tenured professional employee.

b.        The following actions require the recorded affirmative votes of a majority of the         full number of Board members:

        SC 508

        1.         Fixing the length of school term.

        SC 508

        Pol. 108

       2.     Adopting textbooks recommended by the Superintendent.

        SC 508, 1071,                 1076

        3.        Appointing the district Superintendent and Assistant Superintendent(s).

        SC 508

        4.        Appointing teachers and principals.

        SC 508

        Pol. 604

       5.     Adopting the annual budget.

        SC 508

        Pol. 005, 606

        6.        Appointing tax collectors and other appointees.

        SC 508

        Pol. 605

       7.     Levying and assessing taxes.

        SC 508

        8.        Purchasing, selling, or condemning land.

      SC 508

           9.        Locating new buildings or changing the location of old ones.

        SC 508

        Pol. 107

        10.        Adopting planned instruction.

        SC 508

        11.        Establishing additional schools or departments.

        SC 508, 621

        12.        Designating depositories for school funds.

        13.        Expending district funds.

        SC 687

        Pol. 612

        14.        Authorizing the transfer of any unencumbered balance, or portion thereof,                 from one appropriation to another, or from one spending agency to another                 during the last nine (9) months of the fiscal year.

        SC 508

        Pol. 610

        15.        Entering into contracts of any kind, including contracts for the purchase of                 fuel or any supplies where the amount involved exceeds $100 (including                         items subject to $10,000 bid requirements).

        SC 508

        16.        Fixing salaries or compensation of officers, teachers, or other appointees of                 the Board.

        SC 224

        17.        Combining or reorganizing into a larger school district.

        SC 508

        18.        Entering into contracts with and making appropriations to the intermediate                 unit for the district's proportionate share of the cost of services provided or                 to be provided by the intermediate unit.

        SC 508, 514,                 1080

        19.        Dismissing, after a hearing, a non-tenured employee.

        SC 212

        20.        Adopting a corporate seal for the district.

        SC 702

        21.        Determining the location and amount of any real estate required by the                         school district for school purposes.

        SC 708

        22.        Vacating and abandoning property to which the Board has title.

        SC 1503

        23.        Determining the holidays, other than those provided by statute, to be                         observed by special exercises and those on which the schools shall be                         closed for the whole day.

        Pol. 004

        24.        Declaring that a vacancy exists on the Board by reason of the failure or                         neglect of a school director to qualify.

     

        Pol. 003

      65 Pa. C.S.A.

      Sec. 701 et seq

        25.         Adopting, amending or repealing Board procedures and policy.

Tele/Videoconferencing

Upon request, a Board member who is out of town, incapacitated or unable to attend a meeting because of a family or business emergency, will be able to participate in the meeting and cast his/her vote by teleconferencing (speakerphone) or videoconferencing, provided that s/he is able to participate in the entire discussion preceding a vote in terms of being able to hear and be heard by those physically in attendance at the meeting.

The Board President, in his/her discretion, may disapprove the request of a Board member to participate by tele/videoconferencing if the President believes that the Board member who made the request could, through reasonable effort, attend the meeting in person.  Specifically, it is the intent of this policy to provide a means for a Board member to attend a meeting when the Board member is unable to attend in person.  It is not the intent of this policy to permit attendance by teleconferencing or videoconferencing to accommodate the member’s preference not to attend a meeting in person or when it is merely inconvenient for the member to attend in person.

Only two (2) Board members will be permitted to participate in a meeting pursuant to this provision of the policy at any one (1) meeting.  Eligibility will be determined on a first notice/first serve basis.

No Board member shall be permitted to participate in a meeting by means of teleconferencing or videoconferencing more than two (2) times in any twelve-month period.

Any Board member who anticipates the necessity of participating in a meeting pursuant to the authorization of this policy must contact the Superintendent or Board Recording Secretary at least forty-eight (48) hours prior to the scheduled Board meeting, except in the case of an emergency, where prior notification need only be made by 3:00pm on the day of the meeting.

In the event it is determined by the President or Chair of the meeting that either (a) the Board member who is present by teleconferencing or video conferencing cannot be heard by all persons who are physically present at the meeting, or (b) all persons who are physically present at the meeting cannot be heard by the Board member who is present by teleconferencing or videoconferencing, then the teleconference or videoconference shall be terminated, and only those persons who are physically present at the meeting shall be permitted to participate and vote.

If, for any reason, the telephone/video connection with the absent member is terminated before the adjournment of the meeting, the meeting shall continue unless the resultant nonparticipation by the absent member results in the loss of a quorum, in which case, the meeting shall be adjourned.  Such adjournment shall not affect the validity of the actions taken by the Board prior to adjournment.

The cost of the telephone/video connection will be borne by the District.

Section 9.    Minutes

        SC 518

        65 Pa. C.S.A.

        Sec. 706

The Board shall cause to be made, and shall retain as a permanent record of the district, minutes of all open Board meetings. Said minutes shall be comprehensible and complete and shall show:

a.        Date, place, and time of the meeting.

b.        Names of Board members present.

c.        Presiding officer.

d.        Substance of all official actions.

e.        Actions taken.

        65 Pa. C.S.A.

        Sec. 705

f.        Recorded votes and a record by individual members of all roll call votes taken.

g.        Names of all residents who appeared officially and the subject of their         testimony.

        SC 407

The Board Secretary shall provide each Board member with a copy of the minutes of the last meeting prior to the next regular meeting.

        SC 433

The minutes of Board meetings shall be approved at the next succeeding meeting and signed by the Board Secretary.

        SC 407

        Pol. 800, 801

Notations and any tape or audiovisual recordings shall not be the official record of a public Board meeting but may be available for public access, upon request, in accordance with Board policy. Any notations and/or audiovisual recordings of a Board meeting shall be retained and disposed of in accordance with the district’s records retention schedule.

Section 10.    Recess/Reconvene

        65 Pa. C.S.A.

        Sec. 703, 709

        Pol. 006

The Board may at any time recess or reconvene to a reconvened meeting at a specified date and place, upon the majority vote of those present. The reconvened meeting shall immediately take up its business at the point in the agenda where the motion to recess was acted upon. Notice of the reconvened meeting shall be given as provided in Board policy.

Section 11.    Executive Session

        65 Pa. C.S.A.

        Sec. 707, 708

The Board may hold an executive session, which is not an open meeting, before; during; at the conclusion of a public meeting; or at some other time. The presiding officer shall announce the reason for holding the executive session; the announcement can be made at the public meeting prior to or after the executive session.

The Board may discuss the following matters in executive session:

a.        Employment issues.

b.        Labor relations.

c.        Purchase or lease of real estate.

d.        Consultation with an attorney or other professional advisor regarding potential         litigation or identifiable complaints that may lead to litigation.

e.        Matters that must be conducted in private to protect a lawful privilege or         confidentiality.

Official actions based on discussions held in executive session shall be taken at a public meeting.

Section 12.    Work Sessions

        65 Pa. C.S.A.

        Sec. 701 et seq

        Pol. 006

The Board may meet as a Committee of the Whole in a public meeting to vote on or to discuss issues. Public notice of such meetings shall be made in accordance with Board procedures.

A meeting of the Committee of the Whole, not regularly scheduled, may be called at any time by the President; the President shall call such a meeting when requested to do so by Board members. Public notice of the meeting shall be made in accordance with Board procedures.

        65 Pa. C.S.A.

        Sec. 703, 709

The Board Secretary shall provide notice of a meeting of the Committee of the Whole in accordance with Board procedures.

Section 13.    Committee Meetings

        65 Pa. C.S.A.

        Sec. 703, 709

        Pol. 006

Standing committee meetings may be called at any time by the committee chairperson, with proper public notice, or when requested to do so by five (5) members of the committee.

A majority of the total membership of a committee shall constitute a quorum.

        65 Pa. C.S.A.

        Sec. 701 et seq

Unless held as an executive session, standing committee meetings shall be open to the public, other Board members, and the Superintendent.

A majority of the committee or the chairperson may invite Board employees, consultants or other persons who have special knowledge of an area under discussion.

References:

School Code – 24 P.S. Sec. 212, 224, 324, 405, 407, 408, 421, 422, 423, 426, 427,         428, 433, 508, 514, 518, 609, 621, 634, 665, 671, 687, 702, 707, 708, 803, 1071,         1075, 1076, 1077, 1080, 1111, 1129, 1503

Sunshine Act – 65 Pa. C.S.A. Sec. 701 et seq.

Board Policy – 003, 004, 005, 006, 107, 108, 604, 605, 606, 610, 612, 800, 801, 903

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