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Policy Manual

0160 - Meetings


Parliamentary Authority


The parliamentary authority governing the Board shall be the most recent edition of Robert's Rules of Order, Newly Revised, except as otherwise provided by special Board rules and regulations or statutes.


The Board Attorney shall serve as parliamentarian at all Board meetings unless the Chair appoints another parliamentarian.



Presiding Officer


The Chair shall preside at all meetings of the Board. In the absence, disability, or disqualification of the Chair, the Vice-Chair shall act instead. If neither person is available, any member shall be designated to preside by a majority of those present. The act of any person so designated shall be legal and binding.



Notice of Meetings


A schedule of the time and place of all regular meetings shall be published as required by Florida statutes.


Notice of special meetings shall be made as required by Florida statutes. The notice shall contain the date, time, place, and purpose of the meeting.


F.S. 1001.372





The Board will hold at least one regular meeting each month for the transaction of business, according to a schedule arranged by the Board and will convene in special session when called pursuant to law. All meetings of the Board will be open to the public except as otherwise provided by law.


F.S. 1001.372(1)


Special Meetings


The Board will convene in special session when called by the Superintendent, or by the Superintendent on the request of the Chair, or at the request of a majority of the members of the Board.


In the event that the Superintendent fails to call a special meeting when requested to do so pursuant to this rule, then such a meeting may be called by the Chair or a majority of the members of the Board by giving two days written notice of the time and purpose of the meeting to all members and the Superintendent. In such case the minutes of the meeting will set forth the facts regarding the procedure in calling the meeting and the reason therefor and will be signed by the Chair or a majority of the members of the Board. All actions taken by the Board in a special meeting will have the same force and effect as if taken at a regular meeting.


The agenda shall be followed unless altered by the presiding officer or a majority of those present and voting.





The Board may, upon a motion, second, and majority vote, adjourn a meeting to a specified date and time at any time during a meeting.



Meetings to Which the Public Meeting Law Does not Apply


By law, the Board may meet in executive session in four situations. They are as follows:



All discussions between the Superintendent and/or the Superintendent's representative(s) and the Board relative to collective bargaining are exempt from the requirements of public meeting.



When the Board's attorney desires advice from the Board concerning pending litigation, the attorney will inform the Board of that need in a public meeting. The notice will include the time and date of the meeting, its estimated length, and the persons who will attend. The meeting will be held in private. A transcript of the entire meeting will be produced. The transcript will be subject to disclosure at the conclusion of the litigation. All discussions at the meeting will be on the record and will be confined to discussion of settlement negotiations or strategy related to litigation expenditures. At the conclusion of the private meeting the Board will reconvene in public session and the Chair will announce the termination of the meeting.



Pursuant to the Hillsborough County Teacher Tenure Act, which allows teachers appealing the termination of their employment to have a private hearing, the Board will conduct such a hearing in private if requested to do so by the teacher appealing the termination.



That portion of a meeting that would reveal a security system or plan or portion thereof is exempt from the requirement of public meetings.


F.S. 286.011(8), 447.605
Hillsborough County Teacher Tenure Act, 2863011(1)





Workshops are meetings of the Board called to discuss, investigate, explore, or otherwise consider specified topics without taking action on the matters. Workshops may be called by the Superintendent, the Chair, or a majority of members of the Board. Workshops will be public meetings but the Board will not vote or take other official action. Notice of workshops will be provided to the public and to each member of the Board in sufficient time to allow all Board members to attend. The notice will state the topic or topics to be discussed at the workshop. Public comment will not be heard at workshops unless a majority of the Board votes to hear such comment.


F.S. 1001.41





Except as provided by statute, a motion is adopted after a second, and upon a majority vote of those present and voting. Where, by law, a supermajority is required, a supermajority shall mean five members. Upon the request of any member of the Board, the vote shall be recorded by roll call.


Pursuant to Florida statutes, a Board member may not abstain from voting, except as provided by law.


All actions requiring a vote may be conducted by voice vote, electronically, or show of hands, unless a roll-call vote is requested or required. At the conclusion of the vote, the Chair shall announce the outcome of the vote and the identity of the members voting in the minority. Each vote and abstention shall be recorded. Proxy voting is prohibited.


F.S. 112.311, 112.313, 112.3143, 286.012





The Superintendent shall act as secretary and shall cause to be kept official minutes of all School Board meetings showing the time and place, the members present, the subjects considered, the actions taken, the vote of each member on roll-call votes, and any other information required by law to be shown in the minutes. Minutes shall be made available to the public. Recordings shall be made of each meeting of the Board and shall be preserved as public documents as required by State statute.


The Board shall approve the minutes of Board meetings. The approved minutes shall be signed by the Superintendent and the Chair and shall be open to public inspection.


F.S. 1001.42





A majority of the members of the School Board will constitute a quorum. No official action will be taken by the Board unless a quorum is present, except that the Board may, in the absence of a quorum, vote to adjourn until a quorum is present. The requirements for a quorum do not apply to workshops or to meetings called to discuss collective bargaining or pending litigation.


F.S. 1001



Public Participation at Board Meetings


The School Board recognizes the value of public comment on educational, financial, administrative, and other issues related to the Board's work.


The Board therefore provides a period for public participation at each public meeting of the Board and publishes rules to govern such participation in Board meetings.


The presiding officer of the meeting shall administer the Board's rules for that participation.


No Board action shall be taken on requests made during public discussion unless the Board declares the matter to be an emergency in accordance with current law. Other issues shall be placed on the agenda for a subsequent meeting.

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