Board meetings will be scheduled in compliance with the law and as deemed by the board to be in the best interests of the district and community. The board will function through (1) regular meetings, (2) special meetings, and (3) emergency meetings.

Regular Meetings
The School Board will annually approve the following year’s schedule of regular Board meetings not later than the second regular Board meeting each June. Regularly scheduled board meetings shall begin at 6:00 p.m. on the dates and in the locations approved by the Board.  The board may choose to have only one meeting in some months, depending on holidays, scheduling conflicts, and/or board conferences. Meetings will take place in the Board Room at the Educational Resource and Administrative Center (ERAC), and at other locations as determined by a majority vote of the board. If regular meetings are to be held at places other than the ERAC or are scheduled to begin at a time other than the 6:00 p.m. meeting time, or on days other than the dates approved in the annual schedule, notice of the meeting shall be made in the same manner as provided for special meetings. When a regular meeting date falls on a legal holiday, the meeting shall be held on the next business day, or on a date determined by the Board.

Special Meetings
Special meetings may be called by the president or on a petition of a majority of the board members. A written notice of a special meeting, stating the purpose of the meeting, shall be delivered to each board member not less than twenty-four (24) hours prior to the time of the meeting. Written notice shall also be sent not less than twenty-four (24) hours prior to the meeting to each newspaper and radio or television station that has filed a written request for such notices. Written notice may be delivered personally or by mail, facsimile, or electronic mail. Final disposition shall not be taken on any matter other than those items stated in the meeting notice.  Notice shall also be posted on the district’s website.

Emergency Meetings
In the event of an emergency involving fire, flood, earthquake, possible personal injury or property damage, the board may meet immediately and take official action without prior notification.

Public Notice
Agendas for Regular Board meetings shall be posted online at least 24 hours prior to the meeting.  Public notice shall be properly given for any special meeting; whenever a regular meeting is adjourned to another time; or, when a regular meeting is to be held at a place other than the ERAC.

All meetings shall be open to the public with the exception of executive sessions authorized by law. Final action resulting from executive session discussions will be taken during a meeting open to the public as required by law.

Individuals with disabilities who may need a modification to participate in a meeting should contact the superintendent's office no later than three days before a regular meeting and as soon as possible in advance of a special meeting so that special arrangements can be made.

During the interim between meetings, the office of the superintendent, as board secretary, shall be the office of the board. The district's public records shall be open for inspection in the manner provided by and subject to the limitation of the law.

Quorum
Three board members shall be considered as constituting a quorum for the transaction of business.

Meeting Conduct and Order Of Business
All board meetings will be conducted in an orderly and business-like manner using Robert’s

Rules of Order (Revised) as a guide, except when such rules are superseded by board bylaws or policies. The order of business will be that indicated in the agenda. Any additions or changes in the prepared agenda may be requested by the superintendent or a board member and must be approved by majority vote of the board members present.

At a special meeting final action may be taken only on that business contained in the notice of the special meeting.

Board members are not required to be physically present to attend a board meeting.  Any or all board members may attend a board meeting and vote via any communication platform -including video conference or teleconference-- that provides, at a minimum, simultaneous aural communication between those present, provided: 1) the meeting is properly noticed with any required passwords or authorization codes; 2) the meeting is accessible to the public; 3) the meeting accommodates any member of the public who wishes to participate and 4) the communication platform is generally known and accessible to the public. 

The board will establish its regular order of business, but may elect to change the order by a majority vote of the members present. All votes on motions and resolutions will be by “voice” vote unless an oral roll call vote is requested by a member of the board. All votes will be approved by majority of those present and voting, unless otherwise required by law. No action will be taken by secret ballot at any meeting required to be open to the public.

An oral roll call vote of all the members of the board is required for the election of board officers, filling a vacancy on the board, or for the selection of the school district superintendent, and a majority vote of all the members of the board is required for any person to be elected or selected for such positions.

During board meetings, board members will refrain from communicating electronically (e.g., by e-mail, text, social media) with their fellow board members.

Public Comment
The board recognizes the value of public comment on educational issues and the importance of involving members of the public in its meetings. In order to permit fair and orderly expression of such comment, the board will provide a period at the beginning of the meeting during which visitors may present to the board. If possible, such presentations should be scheduled in advance.

The board will also allow individuals to express an opinion prior to board action on agenda items that the board determines require or will benefit from public comment. Written and oral comment will be accepted by the board before the adoption or amendment of policies not expressly or by implication authorized by state or federal law, but which will promote the education of kindergarten through twelfth grade students in public schools or will promote the effective, efficient or safe management and operation of the district. Individuals wishing to be heard by the board will first be recognized by the chair/president.

Individuals, after identifying themselves, may make comments within the time limits established by the board and outlined in Policy 1430. Any representative of a firm eligible to bid on materials or services solicited by the board will also be entitled to express an opinion. The president may interrupt or terminate an individual’s statement when it is too lengthy, personally directed, abusive, obscene, or irrelevant. The board as a whole has the final decision in determining the appropriateness of all such rulings.

Cross Reference:
Board Officers and Duties of Board Members - Policy 1220
Executive or Closed Sessions - Policy 1410
Proposed Agenda and Consent Agenda- Policy 1420

Legal Reference:
Certain board elections, manner and vote required - RCW 28A.330.020
Directors - Bylaws for board and school government - RCW 28A.320.040
Office of board - Records available for public inspection - RCW 28A.330.070
Directors - Vacancies - RCW 28A.343.370
Directors - Meetings - RCW 28A.343.380

Directors - Quorum - Failure to attend meetings - RCW 28A.343.390
Meetings declared open and public - RCW 42.30.030
Interruptions - Procedure - RCW 42.30.050
Open Public Meetings - Voting by secret ballot prohibited -RCW 42.30.060
Time and places for meetings - Emergencies-Exception - RCW 42.30.070
Special meetings - RCW 42.30.080
Americans with Disabilities Act - 42 U.S.C. §§ 12101-12213

Management Resources:
Special Meetings Requirements - Policy News, June 2012
Special Meeting Notice Requirements - Policy News, June 2005

Highline School District 401
Adopted by the Board: March 1983
Revised by the Board 1.93, 8.03, 1.08, 9.08, 12.08, 5.10, 6.13, 1.14, 5.14
Classification: Essential