Meetings of the Board Policy 112.00
Series: 100 Board of Trustees
Section: Meetings of the Board
Cross-Reference: Meetings of the Board Operating Procedure 112.00
1. Organizational Meeting
The annual organization of the board will take place at the July Regular Meeting of the Board of Trustees.
2. Regular Meetings
The Board of Trustees shall meet at least once each month at regularly scheduled meetings. Formal board action may be taken at any regularly scheduled meeting or special meeting on any item listed in the board's agenda or on any item which the board by majority vote adds to the agenda at the meeting. The regular meeting date and time may be changed by majority consent of the Board of Trustees.
3. Special Meetings
The Board of Trustees may schedule special meetings as may from time to time be necessary for the efficient operation of the college. A special meeting of the board may be called by the board chair or by a majority of the members of the board. The board shall maintain procedures for determining how a special meeting may be called by a board majority. Notice of special meetings shall be provided as required by college policy and state law.
4. Study Sessions/Workshops/Retreats
From time to time, the board may meet informally with members of the college staff to familiarize itself with various aspects of college operations. At any time that a quorum of the board is expected to be present, the meetings will be handled in strict compliance with K.S.A. 75-4317 et seq. Such meetings will be open. However, no official business of the college will be conducted except at regular or special meetings designated for such purpose.
The president of the college, in consultation with the secretary and chair of the board, will prepare the agenda for all regular and special meetings of the board. Provision will be made for petitions or communications from interested citizens. Unless by unanimous consent of all members present, board action will take place only on items on the agenda. Members desiring to have an item placed on the agenda should notify the chair prior to the meeting. The agenda and supporting material for each regular board meeting will be delivered to each board member at least four working days prior to the meeting time. The agenda and supporting material for special meetings will be made available at or prior to the board meeting as time permits.
6. Notice of Meeting
Notice of the date, time and place of any regular or special meeting of the board will be furnished to any person requesting such information.
A majority of duly qualified and serving board members shall be a quorum for conducting business at official board sessions. A majority vote of the quorum will constitute board action.
8. Procedure During Meetings
a. The secretary will record the name of the trustee initiating and seconding each motion. The disposition of each motion including the vote of each member will be recorded.
b. The board may expect split votes on controversial issues. On such occasions it is expected that all board members will actively support all official actions of the board.
c. The absence of a board member from any official meeting will be recorded in the minutes.
d. Parliamentary authority will be Scott, Foresman Robert's Rules of Order Newly Revised, 1991.
9. Executive Session
a. Upon formal motion made, seconded and carried, the board may recess to a closed or executive session. Any motion to recess for a closed or executive session shall include a statement of the justification for closing the meeting, the subjects to be discussed during the closed or executive meeting, and the time and place at which the open meeting shall resume. Such motion, including the required statement, shall be recorded in the minutes of the meeting and shall be maintained as part of the permanent records of the board. Discussion during the closed or executive meeting shall be limited to those subjects stated in the motion. Conduct of closed or executive sessions shall be in accordance with K.S.A. 75-4317 et seq. No closed or executive meetings shall be taped or otherwise recorded.
b. The only subjects which may be discussed at any closed or executive meeting are those enumerated in the Open Meetings Act (K.S.A. 75-4317 et seq.), which generally include:
(1) The following matters relating to individual nonelected personnel: hiring, termination of employment and other forms of discipline, performance evaluations and complaints and grievances against such personnel;
(2) Consultation with an attorney for the body or agency which would be deemed privileged in the attorney-client relationship;
(3) Matters relating to employer-employee negotiations, whether or not in consultation with the representative or representatives of the body or agency;
(4) Matters relating to actions adversely or favorably affecting a person as a student, patient or resident of a public institution, except that any such person shall have the right to a public hearing if requested by the person;
(5) Preliminary discussions relating to the acquisition of real property; and
(6) Matters relating to the security of a public body or agency, public building or facility or the information system of a public body or agency, if the discussion of such matters at an open meeting would jeopardize the security of such public body, agency, building, facility or information system.
c. No binding action shall be taken during closed or executive sessions.
10. Authority of Members of the Board of Trustees
The board members have authority for official board action only during official meetings. No member of the board shall have the power to act in the name of the board unless authorized to do so by the majority of the board in an official meeting.
Revised: 03/23/1992, 08/04/1992, 04/15/1993, 05/26/1993, 06/16/1994, 07/20/1995, 07/13/2000, 09/17/2009