Policy BED: Procedures for Meetings

  A. AGENDA

The Superintendent of Schools, in consultation with the Chairperson,sets the meeting agenda at least one week before a meeting is scheduled.Persons desiring to place items on the agenda should request suchplacement from the Superintendent or the Chairperson at least one weekbefore the meeting. The agenda for each regular meeting will have atime allotted near the beginning of each meeting for comments orquestions from Committee members or the public on matters not on theagenda. For each major agenda item, a specific time will be indicatedfor presentations and comments, to be followed by Committee discussionand action on the agenda item. The agenda will be mailed or deliveredto members at least three days before scheduled meetings.

B. RULES OF ORDER

Meetings will be conducted according to Robert’s Rules of Order as interpreted by the Chairperson.

C. OPEN SESSION

All meetings will be conducted in open session except as outlined below.

In arriving at its decisions, the Committee shall seek information andrecommendations from the Superintendent (who serves as chief advisor tothe Committee) and all other persons and groups it deems appropriate.These may include district employees, parent councils, studentcommittees, municipal agencies, and sub-committees established toprovide information and recommendations. Committee members may consultwith individuals or groups of district employees for the purpose ofreceiving information and opinions. Such consultations may be public orprivate.

All Committee decisions on information or formal recommendations willonly be made in regularly scheduled open session, except for mattersappropriately made in executive session.

Names and telephone numbers of Committee members shall be postedprominently in each school. Parents shall receive this information eachyear. Names and telephone numbers of members of sub-committees shallalso be prominently posted in each school. This information shall alsobe distributed to local newspapers with a request that it be published.

Committee business will be conducted with the intent of terminatingmeetings no later than 10:00 p.m. The Chairperson is empowered to limitdiscussion according to the times indicated on the agenda and to remindparticipants of the time restraints on any one item during the meetings.The Committee may vote to extend the indicated times on any item.

Committees, sub-committees, and task forces may include SchoolCommittee members and other citizens, appointed by the School Committeeor school administrators. Such groups will conduct meetings in opensession, except under the provisions of D below, at publicly announcedtimes and places.

A summary of the open meeting law will be given to each groupChairperson, with the requirement that the Central Office announce andpost the times and locations of all meetings. The existence of suchgroups, their membership, and specific tasks will be announced publiclyat the time of appointment. The membership of each group, and thetelephone numbers of its School Committee and parent representatives,will be available from the Central Office and posted in each school.


D. EXECUTIVE SESSION

Executive session may be held as allowed by Chapter 39, Sections 23A, 23B and 23C. Examples of such occasions are:


1. When matters are being discussed which affect the public reputation of one or more persons.
2. When the financial interests of district taxpayers might be adversely affected.
3. When matters are being discussed relating to collective bargaining issues.

Executive sessions, which include major items for consideration andaction, will generally be scheduled at 6:30 p.m. prior to open session.Otherwise executive sessions will follow the open session.

Accurate records of the proceedings conducted in executive session willbe kept and remain secret only so long as their publication woulddefeat the purpose of the session. The Committees will review executivesession minutes for possible declassification at least once a year.

All votes taken in executive session will be recorded roll call votes and will become part of the minutes of executive session.

E. NOTICES OF MEETINGS

As required by law, a minimum of 48 hours advance notice will be givenfor any meeting of the School Committee. The only exception permittedis in case of emergency, which the law defines as "a sudden, generallyunexpected occurrence or set of circumstances demanding immediateaction."

Notification of the dates, times, and places of regular meetings willbe accomplished by periodic publication of the schedule for the ensuingmonths. Notification of a change in a regular meeting time or place andnotification of a special meeting will be filed with the town clerks atleast 47 hours in advance, as required by law.

LEGAL REF:

MGL 39:23A , 39:23B , 39:23C


Region Voted to Approve: 9/14/04
Amherst Voted to Approve: 9/21/04
Pelham Voted to Approve:
Effective Date: 9/14/04