Policy: 1400
By-Laws of the Board
Meeting Conduct, Order of Business and Quorum
Board meetings will be scheduled in compliance with the law, and as deemed by the Board to be in the best interests of the district and community. The Board will function through (1) regular meetings and (2) special meetings.
All Board meetings will be held in a physical location where the public can attend, with the following exception:
If a local state, or federal emergency has been declared and the district determines it cannot hold an in-person meeting, the meeting can be fully remote.
- If required by the emergency, the district can either fully prohibit or limit in-person public attendance at the meeting.
- If the meeting is held remotely or the public attendance is limited or prohibited, the district will provide a cost-free option to attend in real-time, either by telephone or another readily available alternative.
The District is not precluded from offering the public remote attendance options while also holding a Board meeting in a physical location. While a Board meeting must be held in a physical location and must allow the public to attend in person (absent an emergency), any or all members of the Board can choose to attend the in-person meeting remotely by a phone or other electronic means that allows for real-time verbal communication and effective participation.
Regular Meetings
Regular meetings are held at 6:00 p.m. on the third Wednesday of each month unless that date conflicts with a school designated holiday or vacation (Thanksgiving, Spring Break, etc.). If a conflict exists, the board meeting will be moved to a different day during the month. Proper notice to the public will be given in advance. Meetings will be held in the Board room or at other times and places as determined by the presiding officer or by a majority vote of the Board. An agenda of business to be transacted must be posted on the district website not less than twenty-four (24) hours in advance of the published start time of the meeting.
If regular meetings are to be held at places other than the Boardroom, notice of the meeting will be made in the same manner as provided for special meetings. All regular meetings of the Board will be held within the district boundaries.
Adjournment (Rescheduling) of In-Person Meetings
A regular or special Board meeting can be rescheduled (“adjourned”) to a different time and place, so long as the appropriate notice is given. If an in-person meeting is adjourned (i.e., rescheduled) a copy of the order or notice of adjournment must be posted immediately after adjournment on or near the door where the meeting was held. If the meeting was held remotely, no notice of adjournment is required.
Special Meetings
Special meetings may be called by the chair/president or at the request of a majority of the board members. A written notice of a special meeting, stating the time and place of the special meeting and the business to be transacted will be delivered to each Board member. Written notice will also be delivered to each newspaper and radio or television station that has filed a written request for such notices. Written notice may be delivered personally or by mail, facsimile or electronic mail. The notice must be posted on the district's website unless the district 1) does not have a website, 2) employs no full-time equivalent employees; or 3) does not have an employee whose job description or employment contract provides a duty to maintain or update the website.
The district must also prominently display the notice at the main entrance of the district's principal location for meetings held in person as well as at the location of the meeting if the meeting is held at a location other than the principal location.
All required notices must be delivered or posted not less than twenty-four (24) hours prior to the meeting.
Special meeting notice is not required for the following:
- Special meetings called to deal with an emergency involving injury or damage to person or property or the likelihood of such injury or damage when time requirements of such notice would make notice impractical and increase the likelihood of such injury or damage; or
- When the notice cannot be posted or displayed with reasonable safety.
However, special meeting notice is required to be posted on the district’s website for any special meetings that are being held remotely due to a declared emergency or where public attendance must be restricted regardless of the number of employees or whether the district employs personnel whose duty is to update or maintain the website.
The written notice requirement will be deemed waived if a Board member:
- Submits a written waiver of notice to the Board secretary at or prior to the time the meeting convenes. The waiver may be given by telegram, fax, or electronic mail; or
- Is actually present at the time the meeting convenes.
Final disposition will not be taken on any matter other than those items stated in the meeting notice.
| Type of Notice (required at least 24 hours in advance of meeting | Exception |
|---|---|
| Personal notification to each member of the governing body | If a waiver is on file or they are present at the meeting |
| Notification to news media if there is a request on file | None |
| Agency website posting | If the District: (1) Does not have a website; or (2) does not share a website with another agency; or (3) employs no full-time equivalent employees; or (4) does not employ personnel whose duty it is to maintain or update the website. |
| In print at the main entrance of the district's principal location for meetings held in person | If notice cannot be posted with reasonable safety (such as during a snowstorm or other hazard) |
Public Notice
Public notice will be properly given for any special meeting; whenever a regular meeting is adjourned to another time; or when a regular meeting is to be held at a place other than the Board room.
All meetings will be open to the public with the exception of executive or closed sessions authorized by law. Final action resulting from executive session discussions will be taken during a meeting open to the public as required by law.
Individuals with disabilities who may need a modification to participate in a meeting should contact the superintendent’s office no later than three (3) days before a regular meeting and as soon as possible in advance of a special meeting so that special arrangements can be made.
During the interim between meetings, the office of the superintendent, as Board secretary, will be the office of the Board. The district’s public records will be open for inspection in the manner provided by and subject to the limitation of the law.
Quorum
Three Board members will be considered as constituting a quorum for the transaction of business.
Meeting Conduct and Order of Business
All Board meetings will be conducted in an orderly and business-like manner using Roberts Rules of Order (Revised) as a guide, except when such rules are superseded by Board bylaws or policies. The order of business will be that indicated in the agenda. Any additions or changes in the prepared agenda may be requested by the superintendent or a Board member and must be approved by majority vote of the Board members present. At a special meeting, final action may be taken only on that business contained in the notice of the special meeting.
The Board will establish its regular order of business but may elect to change the order by a majority vote of the members present. All votes on motions and resolutions will be by “voice” vote unless an oral roll call vote is requested by a member of the Board. All votes will be approved by a majority of board members attending in-person and/or remotely and voting unless otherwise required by law. No action will be taken by secret ballot at any meeting required to be open to the public.
An oral roll call vote of all the members of the Board is required for the election of Board officers, filling a vacancy on the Board, or for the selection of the school district superintendent, and a majority vote of all the members of the Board is required for any person to be elected or selected for such positions. During Board meetings, Board members will refrain from communicating electronically (e.g., by e-mail, text, social media) with their fellow Board members.
Public Comment
The Board recognizes the value of public comment on educational issues and the importance of involving members of the public in its meetings and that public comment at regular Board meetings where final action is taken is required by law. In order to permit fair and orderly expression of such public comment, the Board will either provide a period of during the regular Board meetings during which visitors may present oral comments to the Board or allow for written comment prior to or at the regular Board meetings. Public comments must be scheduled in advance. Public comment is not required in emergency situations even when final action is taken. If oral comment is allowed and an individual, who has difficulty attending the meeting in-person requests an opportunity to provide oral comment remotely, the district will provide this opportunity when feasible.
Individuals wishing to give public comment to the Board will first be recognized by the chair/president or designee. Individuals, after identifying themselves, will proceed to make comments within the time limits established by the Board. Any representative of a firm eligible to bid on materials or services solicited by the Board will also be entitled to express an opinion. The chair/president or designee may interrupt or terminate an individual's statement when, but not limited to, it is too lengthy, personally directed, abusive, obscene, uncivil or irrelevant. The Board as a whole has the final decision in determining the appropriateness of all such rulings.
Recording Regular Meetings
The Board may make an audio or video recording of the regular Board meetings and make those recordings available on the district’s website for a minimum of six (6) months or as called for by the Washington State Records Retention Act.
Cross References:
1420 – Proposed Agenda and Consent Agenda
1410 – Executive or Closed Sessions
1220 – Board Officers and Duties of Board Members
1440 – Minutes of Board Meetings
Legal References:
RCW 28A.330.020 Certain board elections, manner and vote required – Selection of personnel, manner
RCW 28A.320.040 Bylaws for board and school government
RCW 28A.330.070 Office of board – Records available for public inspection
RCW 28A.343.370 Vacancies
RCW 28A.343.380 Meetings RCW 28A.343.390 Quorum – Failure to attend meetings
RCW 42.30.030 Meetings declared open and public
RCW 42.30.050 Interruptions – Procedure
RCW 42.30.060 Ordinances, rules, resolutions, regulations, etc., adopted at public meetings – Notice – Secret Voting prohibited
RCW 42.30.070 Times and places for meetings – Emergencies – Exception RCW 42.30.080 Special Meetings
42 U.S.C. 12101-12213 Americans with Disabilities Act
HB 1329
Management Resources:
2014 – June Issue
2013 – April Issue
2014 – June Issue
Policy News, June 2005 Special Meeting Notice Requirements
Revised: June 2025