2017 March Board Book

Special Meetings

In order to provide State bodies with a means ofholding a meeting on short notice because of the occurrence of an unforeseen event, the Act allows for "Special Meetings" with a 48-hour notice with copies to all national wire services. The purposes for which a body can call a special meeting are quite limited. Examples include pending litigation, legislation and certain personnel actions. Meeting notice must include: • Date, time and place meeting is to be held • A specific agenda for the meeting • If there will be a Closed Session, must be on the agenda and must cite Code Section and Subsection providing legal authority for Close Session. • Notice that any agenda item will be discussed and that board action may occur on any agenda item. • Must list a contact person for questions concerning the agenda or for needed special accommodations. • See example attached. The Agenda should allow opportunity for public comment on each agenda item. Members of the Public should also have opportunity to offer comments on subjects not listed on the agenda (reasonable time limits can be applied) In most cases, there are only two authorized reasons for Closed Sessions for our programs: • Personnel Issues • Pending Litigation - Attorney should be present with ··· ············-············ ____ memo ___ p re p ared _ for _ the __ board __ of _ directors. ··-·······-·-·-·-----·-----·--·· ---·-·-····-·-·-·-·-···· • Chair must announce in open session that the Board is entering into closed session and state the purpose of the closed session • Only board members and people necessary to conduct the business of the closed session should be present • When closed session adjourns, open session must be reconvened and the nature of any actions taken in closed session must reported • Minutes of the closed session must be prepared and kept in confidential file - ··-·--·-·-·-·- - -·- ·-· ··-·--"··- .. ··-·- ··-·--·-·- --------

Notice Content

Comments from Public

Closed Sessions

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Closed Session Process

Rights of the Public:

• To attend meetings free from conditions • To tape, record or broadcast meetings • To comment on any agenda item (may post a time limit) • To make comments regarding non-agenda items (may impose time limit) • To have access to documents provided to board members • To receive notice to all meetings of the board or its committees including agenda • Assurance that the meeting will not begin before the time stated on the notice