parkland policy 006

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PARKLANDSCHOOL DISTRICT

No. 006

SECTION: LOCAL BOARD PROCEDURES

TITLE: MEETINGS

ADOPTED: February 19, 2002

REVISED: January 25, 2011

006. MEETINGS

Section 1. Parliamentary Authority

SC 40765 Pa. C.S.A.

Sec. 701 et seq

Roberts Rules of Order, Newly Revised shall govern the Board in its deliberationsin all cases in which it is not inconsistent with statute, regulations of the State Board

or Board procedures.

Section 2. Quorum

SC 422 A quorum shall consist of a majority of the members of the Board. No business shalbe transacted at a meeting without a quorum, but the directors at such a meeting mayadjourn to another time.

Section 3. Presiding Officer

SC 405, 426, 427,

428

The President shall preside at all meetings of the Board. In the absence, disability or

disqualification of the President, the Vice-President shall act instead; if neitherperson is present, a school director shall be elected President pro tempore by aplurality of those present to preside at that meeting only. The act of any person sodesignated shall be legal and binding.

Section 4. Notice

65 Pa. C.S.A.Sec. 703, 709

Notice of all open public meetings of the Board, including committee meetings andworkshop sessions, shall be given by the publication of the date, place, and time ofsuch meetings in the newspaper(s) of general circulation designated by the Boardand the posting of such notice at the administrative offices of the Board.

65 Pa. C.S.A.Sec. 703, 709

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


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65 Pa. C.S.A.Sec. 703, 709

b. Notice of all special meetings shall be given by publication and posting of noticat least twenty-four (24) hours prior to the time of the meeting, except that suchnotice 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 ofnotice 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 noticeof the place, date and time of meeting and sending copies of such notice tointerested parties.

65 Pa. C.S.A.Sec. 709

e. Notice of all public meetings shall be given to any newspaper(s) circulating inLehigh County or a radio or television station which so requests. Notice of all

public meetings shall be given to any individual who so requests and provides astamped, addressed envelope for such notification.

SC 42365 Pa. C.S.A.Sec. 709

The Board Secretary shall notify Board members in writing about a change in timeor place of a meeting at least five (5) days prior to the scheduled meeting. Writtennotice of a special meeting or a rescheduled meeting shall be given to Boardmembers and the Superintendent no later than twenty-four (24) hours before themeeting hour. In an emergency, this procedure may be waived by a majority ofBoard members, and a telephone notice accepted in lieu of a written one.

Section 5. Regular Meetings

SC 42165 Pa. C.S.A.Sec. 701 et seq

Regular business meetings of the Board shall be public and shall be held on the thirdTuesday of each month at 8:00 p.m., and the fourth Tuesday at 7:00 p.m., except asnoted at the Administration Center. Workshop sessions shall be held at 7:00 p.m.prior to regular meetings.

a. AgendaThe Superintendent shall have responsibility for preparing the agenda for allregular and special meetings. The agenda shall include items of policy orinterpretation or other matters as the directors, Board Secretary, or

Superintendent feel should be called to the attention of the Board for action.

The agenda for a regular meeting shall be prepared enough in advance so that thagenda will be in the hands of the school directors at least twenty-four (24) hourbefore the meeting is called.


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Items called to the attention of the directors, but not listed on the agenda, shall bdeferred for listing on the agenda of the succeeding meeting, except that anymatter may be placed on the agenda upon consent of the majority of the director

present.

b. Order of BusinessThe order of business shall be as follows, unless suspended by a majority vote ofdirectors present.

1. Call to Order.2. Pledge of Allegiance.3. Recognition of Students and Programs (as appropriate).4. Approval of Minutes.5. Report of Executive Sessions.6. Acceptance of Treasurers Report.7. Public Comment on Agenda Items.8. Action on Board Resolutions.9. Miscellaneous Business.10. Tax Exonerations.11. Payment of Bills.12. Public Comment on Nonagenda Items.13. Roundtable (Fourth Tuesday Workshop Only).14. Adjournment.


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c. Committee ReportsReports of standing committees, when requiring action of the Board, shall be in

the form of items on the agenda or addenda, whenever possible. Committeereports not requiring action of the Board shall be made at the proper time duringthe course of the meeting.

Section 6. Special Meetings

SC 423, 42665 Pa. C.S.A.Sec. 701 et seq

Special meetings may be called for special or general purposes and shall be publicexcept when conducted as an executive session for purposes authorized by theSunshine Act.

SC 426 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) school directors. Upon thePresident's failure or refusal to call a special meeting, such meeting may be called atany time by a majority of the school directors.

SC 423 No business shall be transacted at any special meeting except that named in the callsent to members for such meeting.

Section 7. Public Participation

65 Pa. C.S.A.Sec. 701 et seq

Pol. 903

A member of the public present at a meeting of the Board may address the Board inaccordance with law and Board policy and procedures, at the time designated on the

agenda.

Section 8. Voting

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

Voting shall normally be by voice vote, with the number of ayes and nays recordedin the minutes. The vote shall be polled upon request of one (1) of the directors, oron such matters as may be required.

SC 324 a. The following actions require the unanimous consent of all remaining membersof the Board:

1. Appoint as attorney or solicitor of the Board a school director who hasserved for two (2) consecutive terms of four (4) years each after resigninghis/her office.


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2. Appoint as Board Secretary a school director who has resigned his/heroffice.

b. The following actions require the recorded affirmative votes of two-thirds of thefull number of school directors:

SC 609, 687 1. Transfer of budgeted funds.SC 687 2. Transfer of any unencumbered balance, or portion thereof, from one

appropriation to another, or from one spending agency to another.

SC 634 3. Incur a temporary debt or borrow money upon such obligation.SC 687 4. Incur a temporary debt to meet an emergency or catastrophe.SC 324 5. Elect to a teaching position a person who has served as a school director an

who has resigned.

SC 707 6. Convey land or buildings to the municipality co-terminus with the schooldistrict.

SC 803 7. Adopt or change textbooks without the recommendation of theSuperintendent.

SC 1129 8. Dismiss, after hearing, a tenured professional employee.SC 671 9. Fix the fiscal year to begin on the first day of January.

c. The following actions require the recorded affirmative votes of a majority of thefull number of school directors:

SC 508 1. Fixing the length of school term.SC 508Pol. 108

2. Adopting new textbooks recommended by the Superintendent.

SC 508, 1071,1076

3. Appointing the district Superintendent and Assistant Superintendents.SC 508 4. Appointing teachers and principals.SC 508Pol. 604

5. Adopting the annual budget.


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SC 508Pol. 005, 606

6. Appointing tax collectors and other appointees.

SC 508Pol. 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 508Pol. 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 508Pol. 610

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

SC 508 15. Fixing salaries or compensation of officers, teachers, or other appointees ofthe Board.

SC 224 16. Combining or reorganizing into a larger school district.SC 508 17. Entering into contracts with and making appropriations to the intermediate

unit for the district's proportionate share of the cost of services provided orto be provided by the intermediate unit.

SC 508, 514,1080

18. Dismissing, after hearing, a nontenured employee.

SC 212 19. Adopting a corporate seal for the district.SC 702 20. Determining the location and amount of any real estate required by the

school district for school purposes.

SC 708 21. Vacating and abandoning property to which the Board has title.


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SC 1503 22. Determining the holidays, other than those provided by statute, which shallbe observed by special exercises and those on which the schools shall beclosed for the whole day.

Pol. 004 23. Removing a school director.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. 005 25. Removing an officer of the Board.Pol. 005 26. Removing an appointee of the Board.Pol. 003 27. Adopting, amending or repealing a procedure or policy of the Board.

Failure to comply with appropriate voting shall render such acts of the Board voidand unenforceable.

Section 9. Minutes

SC 51865 Pa. C.S.A.Sec. 701 et seq

The approved and signed minutes of the Board shall be kept by the Board Secretaryand shall be open for inspection by citizens. The Secretary shall keep in permanentform, a correct and proper record of all proceedings of the Board and shall supply acopy to each director, the Superintendent and solicitor.

The Board shall retain as a permanent record of the district the books containing theminutes of the Board.

SC 407Pol. 800, 801

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

Section 10. Recess/Reconvene

65 Pa. C.S.A.Sec. 703, 709Pol. 006

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


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Section 11. Executive Session

65 Pa. C.S.A.

Sec. 707, 708

The Board may adjourn any legal meeting for the purpose of holding an executive

session, as outlined in the Sunshine Law. An executive session may be held duringthe course of an open meeting, at the conclusion of an open meeting, or announcedfor a future time. The reason for holding an executive session must be announced atthe open meeting, either before or subsequent to the executive session. If anexecutive session is scheduled for a future time, Board members shall be notifiedtwenty-four (24) hours in advance of the meeting, including the specific time, date,location and purpose of the executive session.

An executive session may be held for one (1) or more of the following reasons:

2 Pa. C.S.A.

Sec. 101 et seq

a. To discuss any matter involving the employment; appointment; termination ofemployment; terms and conditions of employment; evaluation of performance;promotion or disciplining of any specific prospective public officer or employeecurrent public officer or employee employed or appointed by the Board, orformal public officer or employee. However, the individual employees orappointees whose rights could be adversely affected may request, in writing, thathe matter(s) be discussed at an open meeting. The Board's decision to discusssuch matters in executive session shall not serve to adversely affect the dueprocess rights granted by law, including those granted by Title 2 of thePennsylvania Consolidated Statutes, relative to administrative law andprocedure.

b. To hold information, strategy and negotiation sessions related to the negotiationor arbitration of a collective bargaining agreement, related to labor relations andarbitration.

c. To consider the purchase or lease of real property up to the time an option topurchase or lease the real property is obtained or up to the time an agreement topurchase or lease such property is obtained if the agreement is obtained directlywithout an option.

d. To consult with its attorney or other professional advisor regarding informationor strategy regarding potential litigation or identifiable complaints that may lead

to litigation.

e. To review and discuss business which if conducted in public would violate alawful privilege or lead to the disclosure of information or confidentialityprotected by law, including matters related to the initiation and conduct ofinvestigations of possible or certain violations of the law and quasi-judicialdeliberations.


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

Section 12. Committee Meetings

65 Pa. C.S.A.Sec. 703, 709Pol. 006

Committee meetings may be called at any time by the committee chairperson withproper public notice. Normally, committee meetings shall be held one (1) week prioto the regular meeting.

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, committee meetings shall be open to the publicother Board members, and the Superintendent.

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

Administrative Law And Procedure 2 Pa. C.S.A. Sec. 101 et seq.

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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