Virtual Board Meeting Procedures

Procedures to Accommodate Electronic Participation

By Board Member(s) Absent from Board Meetings

Due to a Medical Condition or Due to a Statewide or Local

State of Emergency Declared

Effective October 21, 2020 – December 31, 2021

In the event a Board member cannot participate in person due to a medical condition, the Board member will be asked to submit a doctor's statement noting such and will be permitted to participate virtually. The District will follow all procedures as outlined below.

The Superintendent (or designee) will arrange for a computer at the in person Board meeting whereby virtual board member(s) and in person board member(s) can see and communicate with one another.

The Superintendent (or designee) will arrange for a zoom meeting for Board of Education members, appropriate staff and the community wishing to participate. Zoom allows for participants to use closed captioning. Should this be necessary, the participant must access this through their own Zoom settings.

For public notice, the Superintendent (or designee) will post 18 hours in advance of the meeting, on the District website, open and virtual meeting information, as well as each member who will be meeting electronically and how to contact each. The notice of a meeting held electronically must explain as follows:

1. Why the individual Board member(s) are meeting electronically.
2. How members of the public may participate in the meeting electronically, including provision of the specific telephone number, internet address, or both needed to participate.
3. How members of the public may contact member(s) of the Board to provide input or ask questions on any business that will come before the Board at the meeting.
4. How persons with disabilities may participate in the meeting.

The Superintendent (or designee) will post on the District website the agenda for the meeting.

The Superintendent (or designee) will post on the District website information for the community to participate in the virtual meetings
The Superintendent (or designee) will manage the zoom meeting, as well as the virtual audience participation. Anyone attending the meeting virtually and wishing to address the Board may either type public comments during the meeting that will be read to the Board members by the Superintendent, or they may raise their hand virtually during the meeting and wait until called to speak. However, the Board President will respond on behalf of the Board, unless staff input is required and possible at that time.

During roll call, virtual Board member(s) will make the following statement: “I am present and participating remotely from ______________ (location).”

This information will be included in the meeting minutes.

The Superintendent (or designee) will not mute any virtual audience member until their comments are complete, unless directed otherwise by the Board President.

Members of the public will not be allowed to participate in any closed sessions during the meetings held electronically.

Procedures to Accommodate Electronic Participation

By Board Member(s) Absent from Board Meetings

Due to a Medical Condition or Due to a Statewide or Local

State of Emergency Declared

Effective October 21, 2020 – December 31, 2021

In the event of a declared emergency, the entire Board will meet virtually via zoom meetings and the District will follow all of the procedures outlined below.

The Superintendent (or designee) will arrange for a zoom meeting for Board of Education members, appropriate staff and the community wishing to participate. Zoom allows for participants to use closed captioning. Should this be necessary, the participant must access this through their own Zoom settings.

For public notice, the Superintendent (or designee) will post 18 hours in advance of the meeting, on the District website, virtual meeting information, as well as each member who will be meeting electronically and how to contact each. The notice of a meeting held electronically must explain as follows:

1. Why the Board is meeting electronically.
2. How members of the public may participate in the meeting electronically, including provision of the specific telephone number, internet address, or both needed to participate.
3. How members of the public may contact members of the Board to provide input or ask questions on any business that will come before the Board at the meeting.
4. How persons with disabilities may participate in the meeting.

The Superintendent (or designee) will post on the District website the agenda for the meeting.

The Superintendent (or designee) will post on the District website information for the community to participate in the virtual meetings. Anyone wishing to address the Board may either type public comments during the meeting that will be read to the Board members by the Superintendent, or they may raise their hand virtually during the meeting and wait until called to speak.

Members of the public shall not be required to register, other than stating their name and address in their typed public comment.

The Superintendent (or designee) will manage the zoom meeting, as well as the virtual audience participation. However, the Board President will respond on behalf of the Board, unless staff input is required and possible at that time.

At the beginning of each meeting, the Board President will make the following statement: “This Board of Education meeting is being held electronically due to current MDHHS orders and the Board of Education majority vote on November 18, 2020 to hold virtual meetings.”

During roll call, each member will make the following statement: “I am present and participating remotely from ______________ (location).”

This information will be included in the meeting minutes

The Superintendent (or designee) will not mute any audience member until their comments are complete, unless directed otherwise by the Board President.

Members of the public will not be allowed to participate in any closed sessions during the meetings held electronically.