0164 - MEETINGS
Regular Meetings
The Board shall hold a meeting at least once each month.
Change of Regular Meetings
If the Board adopts changes the date, time, or place of a regularly scheduled meeting, the meeting notice shall state the date, time, place, and subject matter of the rescheduled meeting, as well as the name and address of the District. Said notice shall be posted.
Special Meetings
A special meeting of the Board shall be held upon the written request of any Board member provided there is compliance with the following notice provisions and State law.
The District Administrator and those administrators directed by the District Administrator shall attend all meetings, when feasible. Administrative participation shall be by professional counsel, guidance, and recommendation - as distinct from deliberation, debate, and voting of Board members.
Notice of Meetings
Public notice of all Board meetings, and other meetings subject to Policy 8309 - Open Meetings for Non-Board Committees, shall be given pursuant to statute. Such notice shall be given, without cost, to any news media which submits a written request for meeting notices and to a news medium likely to give notice in the District's geographic area. In addition, such notice shall be made public in at least one (1) of the following ways:
- posting the notice in at least three (3) public places likely to give notice to persons affected;
- posting the notice in at least one (1) public place likely to give notice to persons affected and on the governmental body's website; or
- by paid publication in a news medium likely to give notice to persons affected.
The notice shall be given, without cost, to the District's official newspaper, the Daily Jefferson County Union.
The notice shall list the date, time, place, and subject matter of each regularly scheduled meeting of the Board, including subjects intended for the consideration at any closed session, in the form which is reasonably likely to inform members of the public and the news media. To assure that notice of a meeting is specific enough to apprise the public of the purpose of the meeting, the following factors shall be considered: (1) the time and effort required to provide detailed notice; (2) the level of public interest in the particular subject; and (3) whether the meeting will involve routine or novel issues. The notice shall contain the name and address of the District and its telephone number. The notice shall be given at least twenty-four (24) hours prior to the meeting unless for good cause such notice is impossible or impractical, but in no case may the notice be less than two (2) hours in advance of the meeting.
The notice shall also contain the following statement:
"Upon request to the District Administrator, submitted twenty-four (24) hours in advance, the District shall make reasonable accommodation including the provision of informational material in an alternative format for a disabled person to be able to attend this meeting."
Cancellation of Meetings
If a regularly scheduled and legally noticed meeting needs to be canceled (e.g., inclement weather, electrical outage, broken water pipe, lack of quorum, etc.), the Board President or designee shall have the authority to cancel or reschedule the meeting. To the extent practical, a notice of cancellation should be provided, similar to the notice of the meeting.
Virtual Participation in Meetings
Generally, the Board does not allow virtual participation, unless otherwise determined by the Board President or due to an order by an authorized authority preventing in-person attendance at a meeting, Board members are expected to attend meetings in person at the location set by the Board for the meeting.
A Board member may attend virtually in instances where a member is unable to attend in person due to a scheduled absence from the District or due to an illness or a physical restriction preventing attendance. The Board member is responsible for making advance arrangements with the District administration to facilitate participation in the meeting.
A Board member may only attend closed session portions of meetings in person unless the Board member verbally represents that they are alone and their physical location is secure from any third parties overhearing the proceedings in closed session.
Any Board member attending a meeting remotely may vote in accordance with Bylaw 0167.1 – Voting.
Board members are not provided with technology to facilitate remote Board attendance unless the Board authorizes such expenditure.
Any Board member attending a meeting or who intended to attend a meeting remotely but is unable to attend or unable to maintain attendance due to technological complications, such as a poor connection or other equipment failures, will be considered absent for all or part of the meeting. The meeting may continue in the member’s absence provided that a quorum is still present.
Revised 11/13/24
T.C. 7/23/24
Revised 9/6/24
T.C. 1/7/25
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