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I. Introduction
This Board Rule defines the various types of Board Meetings and quorum for Board Meetings. The Board Rule also provides the processes for the remote participation of Board Members in said Meetings, and reviews the processes for the minutes of Board meetings.
II. Meeting Types
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Regular Meetings
In alignment with the Open Meetings Act 5 (ILCS 120/2.02(a)), the Board shall establish a schedule of Regular Meetings by the start of the fiscal year each year and shall state the regular dates, times, and places of such meetings.
An agenda for each Regular Meeting shall also be posted at the District’s Central Office and at the location where the meeting is to be held at least 48 hours in advance of the holding of the meeting.
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Special Meetings
Special Meetings may be held at any time on call of the President or any five Board Members. Such call shall be in writing, duly signed, and shall be presented to the Secretary who shall proceed immediately to prepare notices and an agenda on the same and shall cause them to be served on members of the public and the members of the Board of Education at least 48 hours prior to the day and hour set for said Special Meeting.
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Organizational Meetings
The Board shall hold an Organizational Meeting annually between January 15 and the first Regular Meeting of the Board, or in combination with the first Regular Meeting of the Board.
At the organizational meeting, the following shall occur:
- the Oath of Office will be taken by any new Board Members (in accordance with Board Rule 1-4.II)
- The Vice President of the Board shall be elected (in accordance with Board Rule 1-5.II.B)
- The membership of the Agenda Review Standing Committees shall be announced (in accordance with Board Rule 1-8.III)
- The Chair and Vice Chair of the Agenda Review Standing Committees shall be elected (in accordance with Board Rule 1-8.III)
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Closed Meetings
In alignment with the Open Meetings Act (5 ILCS 120/2a), the Board and Board Committees may hold a meeting closed to the public, or close a portion of a meeting to the public, upon a majority vote of a quorum present, taken at a meeting open to the public for which notice has been given as required by the Open Meetings Act. Only topics specified in the vote to close under 5 ILCS 120/2 may be considered during the closed meeting.
No final action may be taken at a closed meeting. Final action shall be preceded by a public recital of the nature of the matter being considered and other information that will inform the public of the business being conducted.
III. Quorum
In alignment with the Open Meetings Act (5 ILCS 120/1.02), a “meeting" means any gathering of a majority of a quorum of the members of a public body held for the purpose of discussing public business. A quorum for the Board of Education shall consist of a majority of the full membership then serving.
IV. Remote Participation of Board Members
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Generally
In alignment with the Open Meetings Act (5 ILCS 120/7), if a quorum of Board Members is physically present, a majority of the Board may allow a Board Member to attend the meeting by other means (video or audio conference) if the Member is prevented from physically attending because of:
- personal illness or disability;
- employment purposes or the business of the Board;
- a family or other emergency; or
- unexpected child care obligations.
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Process
If a Board Member wishes to attend a meeting by other means:
- the member must notify the Secretary before the meeting unless advance notice is impractical;
- a roll call vote will be taken during the Meeting; and
- the Secretary shall indicate in the meeting minutes whether the members of the Board were physically present for the meeting or present by means of video or audio conference.
V. Proceedings
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Generally
In alignment with the Open Meetings Act (5 ILCS 120/2.06), the Board shall keep written minutes of all meetings, whether open or closed, and a verbatim record of all closed meetings in the form of an audio or video recording. Minutes shall include, but need not be limited to:
- the date, time and place of the meeting;
- the members of the public body recorded as either present or absent and whether the members were physically present or present by means of video or audio conference; and
- a summary of discussion on all matters proposed, deliberated, or decided, and a record of any votes taken.
Any Board Member may direct that any of their remarks made during a meeting be included in the meeting minutes.
The Board shall approve the minutes of its open meeting within 30 days after that meeting or at the Board's second subsequent Regular Meeting, whichever is later. The minutes of meetings open to the public shall be available for public inspection within 10 days after the approval of such minutes by the Board. The Board shall post the minutes of a Regular Meeting open to the public on its website within 10 days after the approval of the minutes by the public body. Any minutes of meetings open to the public posted on the website shall remain posted on the website for at least 60 days after their initial posting.
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Closed Meetings
In alignment with the Open Meetings Act (5 ILCS 120/2.06(d)), the Board shall periodically meet to review minutes of all closed meetings. Meetings to review minutes shall occur every 6 months, or as soon thereafter as is practicable, taking into account the nature and meeting schedule of the Board.
Committees which are ad hoc in nature shall review closed session minutes at the later of: (1) 6 months from the date of the last review of closed session minutes or (2) at the next scheduled meeting of the ad hoc committee.
At such meetings a determination shall be made, and reported in an open session that (1) the need for confidentiality still exists as to all or part of those minutes or (2) that the minutes or portions thereof no longer require confidential treatment and are available for public inspection.
Policy References
Public Comment |
Pursuant to Board Rule 1.2 VI.B.1 this Chapter was subject to Public Comment from 11/2/24-12/2/24 and amended/adopted on an final basis at the December 12, 2024 Board Meeting [Board Report 24-1212-RU1]. Pursuant to Board Rule 1.2 VI.B.1 this Rule [1-10] was subject to Public Comment from 12/16/19-1/15/20 and amended/adopted on an interim basis at the December 11, 2019 Board Meeting [Board Report 19-1211-RU1]. |