Jerome Joint School District No. 261

THE BOARD OF TRUSTEES 1500P

School Board Meeting Procedure

Agenda

The basis of any productive meeting is a well-planned agenda. With the modern complexities of school board

work, and the amount of time donated by school trustee members, it is incumbent that the Board of Trustees of

Jerome Joint School District No. 261 make full use of its time when meeting in an official capacity. To do so

requires that an agenda be provided prior to meeting time, outlining the items to be considered during the

meeting. Such an agenda should be devised to preclude the Board having to make a spontaneous decision on any

matter, but also not expending valuable time on relatively routine matters. The Board Member is entitled to

knowledge upon which to make competent decisions in the best interest of the schools that can be defended to

the public.

Guidelines:

The agenda for any Board meeting shall be prepared by the Superintendent and Board Chairman. Items submitted

by the Board Chair or at least two (2) board members shall be placed on the agenda. Citizens may also suggest

inclusions on the agenda. Such suggestions must be received by the Superintendent at least Seven (7) days before

the Board meeting, unless of immediate importance. Individuals who wish to address the Board must also notify

the Superintendent, in writing, of the request. The request must include the reason for the appearance. Citizens

wishing to make brief comments about school programs or procedures or items on the agenda need not request

placement on the agenda, and must follow the procedure established for public input at Board meetings.

Regular Meeting Agendas - A forty-eight (48) hour agenda notice shall be required in advance of each regular

meeting. Notices and agendas must be posted in a prominent place at the principal office of the District, of if no

such office exists, at the building where the meeting is to be held. All meeting notices and agendas must be posted

on the District website.

Special Meeting Agendas – Special meetings require a twenty-four (24) hour meeting and agenda notice. The

agenda notice shall include at a minimum the meeting date, time and place. All meeting notices and agendas must

be posted on the District website.

Amending Agendas – An agenda may be amended provided that a good faith effort is made to include, in the

original agenda notice, all items known to be probable items of discussion.

AMENDING THE AGENDA MORE THAN 48 HOURS BEFORE REGULAR MEETING OR 24 HOURS BEFORE SPECIAL MEETING

If an amendment to an agenda is made after an agenda has been posted but forty eight (48) hours or more prior to

the start of a regular meeting, or twenty four (24) hours or more prior to the start of a special meeting, then the

agenda is amended upon the posting of the amended agenda.

AMENDING THE AGENDA LESS THAN 48 HOURS BEFORE REGULAR MEETING OR 24 HOURS BEFORE SPECIAL MEETING

If an amendment to an agenda is proposed after an agenda has been posted and less than forty eight (48) hours

prior to a regular meeting or less than twenty-four (24) hours prior to a special meeting but prior to the start of the

meeting, the proposed amended agenda shall be posted but shall not become effective until a motion is made at

the meeting and the Board votes to amend the agenda.

AMENDING THE AGENDA AFTER THE START OF A MEETING

An agenda may be amended after the start of a meeting upon a motion that states the reason for the amendment

and states the good faith reason the agenda item was not included in the original agenda posting.

Copies of the agenda shall be mailed or delivered, together with adequate data and backup information along with

copies of all minutes to be presented for approval and proposed resolutions, to all board members prior to each

regular meeting.

Copies of the agenda shall be available at the meeting for the convenience of visitors, and shall be posted in the manner required for posting notices for school board meetings.

The agenda will have the following items:

The order of business at all regular meetings shall be:

I. Call to Order and pledge of allegiance to flag.

II. Consent agenda.

III. Scheduled visitors.

IV. Communications.

V. Administrative reports.

VI. Unfinished Business.

VII. New Business.

VIII. Executive session.

IX . Adjournment.

Negotiation Meeting Notices

Notice of all negotiation sessions between the District and the local education organization shall be posted, at the

earliest time practicable on the front page of the district’s website. Additionally, if time permits, the district shall

post notice of the negotiation sessions within twenty-four (24) hours at the same physical locations the district

uses for posting its regular meetings.

Order of Business

The order of business will be determined by the Board Chairman and Superintendent with input from the Board.

Upon consent of the majority of the members present, the order of business at any meeting may be changed.

Consent Agenda

To expedite business at a Board meeting, the Board approves the use of a consent agenda, which includes those

items considered to be routine in nature. Any item which appears on the consent agenda may be removed by a

member of the Board. It is strongly suggested that any Board member who wishes to remove an item from the

consent agenda give advance notice in a timely manner to the Superintendent. The remaining items will be voted

on by a single motion. The approved motion will be recorded in the minutes, including a listing of all items

appearing on the consent agenda.

Action Items

All agenda items that require a vote shall be identified on the agenda as such. Final action may not be taken on

agenda item added after the start of a meeting unless an emergency is declared necessitating action at that

meeting. The declaration and justification shall be reflected in the Board minutes.

Minutes

In accordance with state statutes, the Board will maintain accurate records of the actions taken at each board

meeting. The board clerk is, by law, responsible for keeping minutes. The minutes shall include:

• The date, time and place of the meeting;

• The nature of the meeting, regular or special,

• The presiding officer;

• Board members recorded as absent or present;

• Approval of minutes of preceding meeting(s);

• All motions, resolutions, orders, or ordinances proposed and their disposition;

• The names of the members making and seconding motions, and a record of the members voting

"yea" and "nay" except in the case of unanimous votes.

• A record of the disposition of all matters on which the board considered but did not take action.

• Summary of remarks by the public in attendance at the meeting.

• Legal basis for recessing into executive session; and

• Time of adjournment.

When issues are discussed that may require a detailed record, the Board may direct the Clerk to record the

discussion verbatim.

Unofficial minutes shall be delivered to Board members in advance of the next regularly scheduled meeting of the

Board. Minutes need not be read publicly, provided that members have had an opportunity to review them before

adoption. The minutes will be signed by the clerk of the board following their approval by the board at the next

subsequent meeting.

A file of permanent minutes of Board meetings shall be maintained in the office of the Clerk, to be made available

within a reasonable period of time after a meeting for inspection upon the request.

Minutes of Executive Session

The Clerk shall keep written minutes of executive session. Said minutes shall be limited to a specific reference to

the Idaho code subsection authorizing the executive session and sufficient detail to provide the general subject

matter to identify the purpose and topic of the executive session. The roll class vote to go into executive session

shall be recorded in the minutes. The minutes shall not contain information that would compromise the purpose

of going into executive session.

Minutes of Negotiation Sessions

In all negotiation sessions between the District and the local education organization, the District shall cause to be

taken written minutes. All documentation exchanged between the parties during a negotiation session, including

all offers and counter-offers, shall be retained by the District and shall be subject to public writings disclosure laws.

Quorum

No business shall be transacted at any meeting of the Board unless a quorum of the members is present. A

majority of the full membership of the Board shall constitute a quorum, a majority of the quorum may pass a

resolution.

Meeting Conduct and Order of Business

General rules of parliamentary procedure are used for every Board meeting. The most current edition of Robert’s

Rules of Order may be used as a guide at any meeting. The order of business shall be reflected on the agenda. The use of proxy votes shall not be permitted. Voting rights are reserved to those Board members in attendance.

Voting shall be by acclamation or show of hands.

Legal Reference: I.C. § 67-2343 Notice of Meetings

I.C. § 67-2344 Written Minutes of Meetings

I.C. § 33-510 Annual meetings – Regular meetings – Boards of trustees

I.C. § 33-1273A Negotiations in Open Session

Policy History:

Adopted on: 09/26/2006

Revised on: 10/27/2009

Revised on: 08/27/2013

Revised on: 10/23/2018