Your Board President calls you to let you know that an issue has come up and wants you to call a special meeting. You suspect this has to do with your football coach, because you’ve heard some rumors he wants more money. And, your Board President hates your head football coach.

Your Board President calls you to let you know that an issue has come up and wants you to call a special meeting. Can this be handled in a regular meeting, or is it urgent enough to require a special meeting? More importantly, who decides?

Remember that special meetings cannot be set sooner than 48 hours since notice has to be given to the county clerk. Agenda has to be posted for 24 hours. If you call a special meeting, you can’t have new business – so your items for discussion or action have to be more definite.

You suspect this has to do with your football coach, because you’ve heard some rumors he wants more money. What do you do? What does your Board President know? Is s/he biased? And, does it matter?

You know you need to word your agenda so that a particular issue can be brought into executive session. A teacher has resigned on the first day of school, and you need to replace her right away. We want to discuss it privately.

 Another common question we get is: “How do I get this in executive session?” If it doesn’t already fit into one of the exceptions in the law (25 O.S. section 307(B)), it won’t fit. Don’t get creative.

 (1) – to discuss employment issues  (2) – to negotiate  (3) – to discuss purchase/appraisal of real property  (4) – talk with attorney  (5) – to discuss specific student suspension  (7) – to discuss something otherwise protected as confidential

 25 O.S. § 307(B)(4) allows your board to discuss pending litigation with your attorney. No requirement that the attorney drive out to your school district for this to happen. Use your phone!  Once the attorney is off the phone, you stop talking about it!

 Be sure to list all topics to be discussed in executive session clearly on the agenda with legal citation for each.  For example: › Proposed executive session to discuss  the resignation and employment of 5 th grade teacher pursuant to 25 section 307(B)(1), and  The purchase of real property pursuant to 25 section 307 (B)(3).

A special meeting is called for Friday at 6 p.m. Proper notice is given to the county clerk. Your secretary drafted the agenda from your notes but obviously didn’t understand what you wanted. The agenda is a mess. And, a board member says he can’t be there until probably 6:30 p.m.

Agenda Special Meeting Friday, August 24, :00 School Gym Agenda Special Meeting Friday, August 24, :00 School Gym

Agenda Special Meeting Friday, August 24, 2013 – Date is wrong! 6:00 – AM or PM? School Gym – Need address

One of the board members says he can’t be there until probably 6:30 p.m. but the agenda says the meeting starts at 6 p.m. It depends on whether you have a quorum. If yes, then call at 6 p.m. If no, then can’t call until he gets there.

The agenda has been fixed to indicate the correct information, and luckily, it was done before the 24 hour period began to run. At 6:15 p.m., all board members have arrived for the meeting, and it is called to order. And up comes this item: Public comment on any agenda item pursuant to school board policy.

 Remind your board members ahead of time to keep a straight face and don’t react.  Stick to your policy with reference to time allowed, topics allowed, etc.  This is not a time for your board engage in discussion with the public.

A lady approaches the podium after properly signing up to speak. She states that she wants to discuss with the board how cheerleaders are chosen, because her daughter made it last year but not this year. And, she thinks it’s because the sponsor doesn’t like her daughter.

It’s preferable to have a policy on public comment that allows you to “weed out” potential issues that should be handled administratively and/or might bias your board. Communicate up front with the board what is allowed and what’s not when it comes to public comment.

 If the Open Meeting Act relates to how we conduct meetings, why is it BAD for the board members to know too much?  The heart of OMA & ORA is that the public be made aware of how public funds are spent and how business is conducted with it.

 You should educate your board members about the parameters of what can and cannot be known.  Encourage them to bring issues to YOU for YOU to investigate or handle.  Remind them that rumors can get the board in trouble.

 Your best bet is to discuss recusal from certain discussion and action items.  This not only relates to personnel but also student matters. › Is your board member a parent? Grandparent?  The choice is up to your board member.

 Board to vote yes or no on employment or demotion of support employees.  Possible board discussion and action to hire transportation staff for the school year.

 Tip #1: › Agenda language should be clear enough that the public knows exactly what you are discussing or deciding – while still giving enough leeway for your board to actually decide rather than just follow the agenda verbatim.

 Tip #2: › Remember that the board will want to discuss some issues before taking any action.  Tip #3: › The board can always table an item they aren’t ready to address.  Tip #4: › State clearly what you are trying to say without a lot of unnecessary jargon.

 Board vote to approve or not approve the hiring of a 5 th grade teacher › This allows you to vote yes or no without any discussion!  Possible board discussion and vote to approve or not approve the hiring of a 5 th grade teacher › This allows you to discuss, vote yes or no

 Be very careful about following go-bys: › Friday, August 24, 2013  Wrong day and date!! Fatal error! › Board action on employment contracts  It should be obvious this is an error. Board could table the item for another meeting or realize this is an obvious error and ensure it’s correct in the minutes. Likely not fatal!

 If your district has a website, state law requires that agenda, time, date and place of each regularly scheduled meeting be posted there  Have two people check agenda for mistakes

 “Old business” is not an appropriate agenda item  “New Business” should be on every regular meeting agenda › Not known about at time agenda posted

 The meeting is going rather smoothly now, and only a few items are left. Then, there’s a large thunder crash, and the power goes out. It can be seen that the cafeteria lights are on in the next building.

 Reconvening the meeting would allow the board to move locations in order to complete the meeting. › Move to recess and reconvene in 5 minutes in the cafeteria.  Adjourning the meeting ends it! You’d have to provide notice and start all over.

 Who takes the Minutes? › Minutes clerk › Can also be treasurer  Who cannot take the Minutes? › Superintendent › Board Members › Board Clerk

 Should accurately reflect what took place during the meeting  Minutes should reflect all motions made and seconded, the person making the motions, and the results of a vote. Motions that do not receive a second should not be included in the minutes.

 Details of discussion or opinion – Absolutely NOT  Seconders of motions  Motions withdrawn

 Simple ratification of previous unlawful actions not sufficient  Must reconsider and give due consideration  Disavowing statements

 After reconvening in the cafeteria and covering remaining items, the board adjourns until next time...

 OSSBA attorneys available by phone or during the week  Monday Night Legal 1 st & 2 nd Mondays from 4:30 – 9 p.m.

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