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20.B - Board Meetings

Board Policy Code: 20.B
Adopted: 06/10/14
Revised/Readopted: Combined into one policy 06/10/14

"Meeting" means the convening of the Board of Education as the college's governing body to make a decision or to deliberate toward a decision on any matter. The Board has the authority to act only when a quorum is present at a duly called regular or special meeting.

Regular Meetings

All regular and special meetings of the Board will be open to the public except as provided by law. All meetings will be conducted in compliance with state and federal statutes. All Board Meetings will be held within the college boundaries. No meeting will be held at any place where discrimination on the basis of disability, race, creed, color, gender, age or national origin is practiced.

If requested to do so at least 48 hours before a meeting held in public, the Board shall provide an interpreter for hearing impaired persons. Such other appropriate auxiliary aids and services will be provided upon request and appropriate advance notice. Communications with all qualified individuals with disabilities shall be as effective as communications with others.

The first regular meeting after July 1 of each year will be an organizational meeting to elect Board officers for the coming year and to establish the year's schedule of Board Meetings.

One regular Board Meeting will be held at 6:00 p.m. on the second Tuesday of each month. Additional special meetings may be called at any time. The meeting schedule will be established at the organizational meeting in July but may be changed by the Board with proper notice. The purpose of each monthly meeting will be to conduct the regular Board business. The Board chairman will conduct the meeting, or in his/her absence, the vice chairman will conduct the meeting. If both are absent, the person with the longest period of service on the Board will conduct the meeting.

Private or Social Meetings

Private or social meetings of a quorum of the Board for the purpose of making a decision or to deliberate toward a decision on any matter are prohibited by the Public Meetings Law.

Adjourned Meetings

A Board Meeting may be adjourned to another time if a quorum is not present or if additional business needs to be conducted at the regular time of adjournment. The time, date and place of the adjourned meeting will be specified and appropriate notice given.

All meetings held in public shall comply with the Oregon Indoor Clean Air Act and the smoking provisions contained in the Public Meetings Law.

Work Sessions

The Board of Education may schedule work sessions in order to provide its members with opportunities for planning and thoughtful discussion without action. Topics for discussion and study will be announced publicly, and work sessions will be conducted in accordance with the Public Meetings Law.

Organizational Meeting

At the regularly scheduled July meeting, the Board of Education shall meet to organize for the year.

The organizational meeting shall consist of:

  • Election of the Board Chairman
  • Election of the Board Vice-Chairman
  • Establishing the time and place of regular meetings

The following business may be conducted at the organizational meeting:

  • Signing of bonds for the President and Business Manager
  • Nomination of candidates to fill vacancies on the District Budget Committee
  • Development of a meeting calendar other than the regular Board Meeting dates
  • Designation of depository for district funds for the fiscal year
  • Appointment of legal counsel
  • Appointment of agent of record
  • Appointment of official auditor
  • Distribution of agendas and minutes
  • Appointment of Budget Officer
  • Appointment of Assistant to the Board
  • Designation of official newspapers
  • Designation of authorized check signatures
  • Designation of Board members whose terms of office are expiring

Quorum

A quorum will consist of the majority of the members of the elected Board.

Vote Needed for Exercise of Powers

The affirmative vote of four members of the Board will be necessary for the exercise of any of the Board’s powers.

Board Member Voting

The vote of each member on all motions will be recorded in the minutes.

Abstaining From Vote

If a Board member chooses to abstain from voting, such abstention will be recorded. “Members of the Board are elected to make decisions. To abstain is to fail to perform a most important function given to Board members. Except for compelling circumstances (i.e., conflict of interest), Board members should not abstain from voting. (Oregon Public Meetings Law, Appendix C.)

Parliamentary Procedure

Official business of the Board will be transacted by motion or resolution at duly called regular or special meetings.

Except as otherwise provided by state law and/or Board policy, the rules of parliamentary procedure comprised in Robert’s Rules of Order Newly Revised, will govern the Board in its deliberation.

The chairman will decide all questions relative to points of order, subject to an appeal to the entire Board.

Notification of Board Meetings

The Board will provide for and give public notice, reasonably calculated to give actual notice to interested persons, of the time and place for regular meetings and of the principal subjects to be considered.

Notices to individuals with disabilities shall be given in an appropriate form upon request and with appropriate advance notice. Auxiliary aids and services available to ensure equally effective communications with qualified persons with disabilities may include large print, Braille, audio recordings and readers. Primary consideration will be given to the requests of the person with a disability in the selection of appropriate auxiliary aids and services.

If only an executive session will be held, the notice will state the specific provision of law authorizing the executive session.

No special meeting will be held without at least 24 hours notice to the Board members and the general public except in the case of emergency.

In the case of emergency, a meeting may be held upon such notice as is appropriate under the circumstances, but minutes will explain the emergency situation.

Dates of regular meetings of the Board will be provided to employees, interested members of the public, and the news media.

Agenda

The President will prepare an agenda for all regular meetings of the Board. Items of business may be suggested by any Board member, staff member, student, or citizen of the district by so notifying the President at least seven working days prior to the meeting.

The agenda will be established following a general order established by Board resolution. Opportunities for the audience to be heard will be included. The Board will follow the order of business set up by the agenda unless the order is altered by a consensus of the Board.

Items of business not on the agenda may be discussed and acted upon if the majority of the Board agrees to consider them.

The agenda, together with supporting materials, will be distributed to Board members at least two full working days prior to the meeting. The agenda will be available to the press and to interested patrons through the President’s office at the same time it is available to the Board members. Copies of the agenda for the press and public will not contain any confidential information included in the Board members’ packets.

Members of the public may request a copy of the agenda at the President’s Office.

Individuals visually impaired will receive an agenda, any related supporting materials available to the general public and minutes in an appropriate alternative format upon request of at least 48 hours notice prior to and/or following a public meeting.

Appropriate auxiliary aids and services[1] available to ensure equally effective communications with qualified persons with disabilities may include large print, Braille, audio recordings and readers. Primary consideration will be given to the requests of the person with a disability in the selection of appropriate auxiliary aids and services.

Auxiliary aids and services for persons with disabilities will be available at no charge to the individual.

Should the Board demonstrate such requests would result in a fundamental alteration in the service, program or activity or in undue financial and administrative burdens, alternate, equally effective communications will be used.

[1]Auxiliary aids include, but are not limited to, such services and devices as qualified interpreters, assistive listening systems, note takers, readers, taped texts, Brailled materials and large print.

Distribution of Agendas and Minutes

  • Meeting Notices/Agendas: The Dalles Chronicle and Hood River News
  • Minutes/Agendas: Posted online
  • Complete Board Packet: Board of Education, the president, the Executive Leadership Team, and the director of board and executive services.

Minutes

A record of all transactions of the Board of Education and the Budget Committee will be kept by the Assistant to the Board in the official minutes file located in the President's Office as a permanent, official record of college legislation and will be open to inspection by the staff and public.

The minutes will record the name of the person making a motion, the name of the person seconding it, and the vote. Voting will be by voice. A member voting against a proposition may state his/her reasons and may have them recorded in the minutes if he/she so requests. In any motion where the vote is not unanimous, the names and votes of the Board members shall be recorded. Minutes shall be signed by the Assistant to the Board after approval by the Board or Budget Committee.

Minutes shall be distributed within a "reasonable time" (ORS 192.650 (1)) following a meeting to all college administrators and designated staff. Minutes will be mailed to the Board in the agenda and packet mailing for the next meeting.

Public Hearings

The Board will hold such public hearings as are required by law and will follow the appropriate procedures.

The Board will establish procedures, as appropriate, for such other hearings as may be required by the Board to ascertain the ideas and opinions of the community on an item of interest, or to facilitate the orderly resolution of questions or concerns of the Board or community.

  1. The Board Chairman will open the public hearing by declaring it in session.
  2. The Chairman will ask if there are any comments from the public, and will divide the comments into two groups: proponents and opponents.
  3. The proponents will be given an opportunity to address the Board of Education and speak for their position.
  4. The opponents will be given an opportunity to address the Board of Education and speak for their position.
  5. The proponents will be given an opportunity to rebut any statements given by the opponents.
  6. The Chairman may ask questions of proponents, opponents, staff and others.
  7. The Chairman will close the public hearing.
  8. The Board of Education may or may not discuss any of the comments presented. At this point, the requirement for the public hearing is completed.

Public Participation in Board Meetings

The public is invited to participate in Board Meetings, with the exception of Executive Sessions. A regular item on the agenda is provided for members of the public to discuss an item. The Board of Education does not, however, obligate itself to act upon any proposal raised unless such request is submitted to the President in writing at least 72 hours before the meeting. The Board members must then be notified of the issue 48 hours before the scheduled meeting.

Under the Public Meetings Law, ORS 192.610 to 192.690, the right of public attendance does not include the right to participate. The presiding officer has the inherent authority to keep order and to impose any restrictions necessary for the efficient and orderly conduct of a meeting. Any person failing to comply with reasonable rules of conduct or who causes a disturbance may be asked or required to leave and upon failure to do so becomes a trespasser.

It is the intent of the Board to ensure communications with individuals with disabilities are as effective as communications with others.  Individuals with hearing, vision or speech impairments will be given an equal opportunity to participate in Board meetings. Primary consideration will be given to requests of qualified individuals with disabilities in selecting appropriate auxiliary aids[1] and services.

Auxiliary aids and services for persons with disabilities will be available at no charge to the individual.

All auxiliary aids and/or service requests must be made with appropriate advance notice. Should the Board demonstrate such requests would result in a fundamental alteration in the service, program or activity or in undue financial and administrative burdens, alternative, equally effective means of communication will be used.


[1]Auxiliary aids include, but are not limited to, such services and devices as qualified interpreters, assistive listening systems, note takers, readers, taped texts, Brailled materials and large print.

Duties of the Assistant to the Board

The designated Assistant of the Board of Education shall be the Columbia Gorge Community College President’s Assistant, or someone designated by the Clerk to perform this function. The minutes of the meetings shall be kept by the Assistant, and will include all resolutions considered by the Board of Education, the name of the member initiating the resolution, and the second thereto, as well as the record of the vote. Background information leading to the resolution shall appear in the minutes when pertinent.