Glenbard Township High School District 87
Board of Education
Board of Education Meeting Procedure
The agenda for Board of Education meetings shall be prepared by the Superintendent in consultation with the President. The Board President is responsible for focusing the Board meetings’ agendas on appropriate content.
Items submitted by Board of Education members to the Superintendent or the President shall be placed on the agenda. District residents may suggest inclusions on the agenda. Such suggestions must be received by the Superintendent at least one week before the Board of Education meeting.
The Superintendent shall designate a portion of the agenda as a consent agenda for those items that usually do not require discussion or explanation before School Board action. Any Board member may request the withdrawal of any item under the consent agenda for independent consideration.
Each Board meeting agenda shall contain the general subject matter of any item that will be the subject of final action at the meeting. Items submitted by Board members to the Superintendent or the President shall be placed on the agenda for an upcoming meeting. District residents may suggest inclusions for the agenda. The Board will take final action only on items contained in the posted agenda. Items not on the agenda may still be discussed. considered during the meeting.
The Superintendent shall provide a copy of the agenda, with adequate data and background information, to each Board of Education member at least 48 hours before each meeting, except a meeting held in the event of an emergency. Agendas for regular meetings of the Board of Education shall be posted on the District’s website in accordance with the provisions of Board Policy 2:200, Notice and Conduction of School Board Meetings.
The Board President shall determine the order of business at regular Board meetings. Upon consent of a majority of members present, the regular order of business at any meeting may be changed.
Unless otherwise provided by law, when a vote is taken upon any measure before the Board of Education, with a quorum being present, a majority of the votes cast shall determine its outcome. When votes are entered in the minutes, "present" or "abstain" votes shall be recorded as such.
A vote of “abstain” or “present”, or a vote other than yea or nay, or a failure to vote, is counted for the purposes of determining whether a quorum is present. A vote of “abstain” or “present,” a vote other than yea or nay, or a failure to vote, however, is not counted in determining whether a measure has been passed by the Board, unless otherwise stated in law.
The sequence for casting votes shall be rotated.
On all questions involving the expenditure of money and on all questions involving the closing of a meeting to the public, a roll call vote shall be taken and entered in the Board's minutes.
Any Board of Education member may request that his/her vote be recorded and, with the approval of the other Board members, may append a statement indicating the reason for the vote.
Any Board of Education member may request that his/her vote be changed before the result of the vote is announced by the President.
The Board Secretary shall keep written minutes of all Board of Education meetings, which shall be signed by the President and the Secretary.
The minutes include:
1. The date, time, and place of the meeting;
2. Board of Education members recorded as either present or absent;
3. A summary of discussion on all matters proposed, deliberated, or decided, and a record of any votes taken;
4. On all matters requiring a roll call vote, the "yeas" and the "nays" shall be recorded;
5. If the meeting is adjourned to another date, the time and place of the adjourned meeting;
6. The vote of each member present when a vote is taken to hold a closed meeting or portion of a meeting, and the reason for the closed meeting with a citation to the specific exception contained in the Open Meetings Act authorizing the closed meeting;
7. A record of all motions, the member making the motion and the second; and
8. The type of meeting, including any notices and, if a reconvened meeting, the original meeting's date.
The minutes should be submitted to the Board of Education at the next regularly scheduled open Board meeting for approval or modification. Minutes for open meetings must be approved within 30 days after the meeting or at the second subsequent regular meeting, whichever is later.
At least semi-annually in an open meeting, the Board:
1. Reviews minutes from closed meetings that are currently unavailable for public release, and
2. Decides which, if any, no longer require confidential treatment and are available for public inspection. The School Board may meet in a prior closed session to review the minutes from closed meetings that are currently unavailable for public release.
The School Board’s meeting minutes must be submitted to the Board treasurer at such times as the Treasurer may require.
The official minutes are in the custody of the Board Secretary. Open meetings’ minutes are available for inspection during regular office hours within 10 days after the Board's approval, in the office of the Superintendent, in the presence of the Secretary, the Superintendent, or School Board member.
Minutes of from closed meetings are likewise available, but only if the School Board has released them for public inspection. Only minutes that have been approved by the Board are available. The minutes shall not be removed from the Superintendent's office except by vote of the School Board or by court order.
Verbatim Record of Closed Meetings
The Superintendent, or the Board Secretary when the Superintendent is absent, shall audio record all closed meetings. If neither is present, the Board President or presiding officer shall assume this responsibility. After the closed meeting, the person making the audio recording shall label the recording with the date and store it in a secure location. The Superintendent shall ensure that:
1. An audio recording device and all necessary accompanying items are available to the Board for every closed meeting, and
2. A secure location for storing closed meeting audio recordings is maintained close to the Board’s regular meeting location.
After 18 months have passed since being made, the audio recording of a closed meeting is destroyed provided the Board approved:
1. Its destruction, and
2. Minutes of the particular closed meeting.
Individual Board members may listen to verbatim recordings when that action is germane to their responsibilities, e.g., in order to check the accuracy of minutes. In the interest of encouraging free and open expression by Board members during closed meetings, the recordings of closed meetings should not be used by Board members to confirm or dispute the accuracy of recollections.
Quorum and Participation by Absent Board Members
A majority of the full membership of the Board of Education shall constitute a quorum.
The Board may take action only when a quorum is physically present at the location of the duly noticed open meeting. Four members shall constitute a quorum for the transaction of business by the Board. In the event no quorum is physically present at the time of the scheduled meeting, the present Board members shall set a later meeting date, and all Board members and the public shall be notified of the day and the hour of the rescheduled meeting.
A Board member that is physically absent from a Board meeting for a valid reason, as recognized by this Policy, may still attend the meeting by audio or video conference provided that: (1) the meeting satisfies all provisions of the Illinois Open Meetings Act; and (2) a quorum of Board members are physically present at the Board meeting.
A Board member may participate by audio or video conference at a Board meeting in accordance with this policy only if one of the following valid reasons has caused the Board member's absence:
(1) Personal illness or disability;
(2) Employment purposes or the business of the School District; or
(3) A family or other emergency.
If a Board member wishes to attend a Board meeting by audio or video conference in accordance with this policy, the Board member must notify the Board Secretary before the Board meeting unless advance notice is impractical. If the Board Secretary is unavailable or if the Board member seeking to participate by audio or video conference is the Board Secretary, the Board member must notify the Superintendent. A Board member, who attends a meeting by audio or video conference, as provided in this Policy, may participate in all aspects of the Board meeting including voting on any item.
Broadcasting and Recording Board Meetings
Any person may record or broadcast an open Board of Education meeting. Requests for special needs, such as seating, writing surfaces, lighting, and access to electrical power, should be directed to the Superintendent a minimum of one working day prior to the meeting.
Recording meetings shall not distract or disturb Board members, other meeting participants, or members of the public. The Board President may designate a location for recording equipment, may restrict the movements of individuals who are using recording equipment, or may take such other steps as are deemed necessary to preserve decorum and facilitate the meeting.
LEGAL REF.: 5 ILCS 120/2a, 120/2.02, 120/2.05, 120/2.06.
105 ILCS 5/10-6, 5/10-7, 5/10-16.
CROSS REF.: 2:200 (Notice and Conduction of School Board Meetings),
2:210 (Organizational School Board Meeting)
2:230 (Public Participation at Board of Education Meetings and Petitions to the Board)
ADOPTED: December 8, 1997
REVISED: January 23, 2006
REVIEWED: May 10, 2010
REVISED: June 28, 2010
REVIEWED: February 4, 2013
REVISED: March 4, 2013