{"id":23505,"date":"2019-06-10T10:46:25","date_gmt":"2019-06-10T14:46:25","guid":{"rendered":"http:\/\/www.wpcc.edu\/policy-manual\/?page_id=23505"},"modified":"2022-04-21T16:42:56","modified_gmt":"2022-04-21T20:42:56","slug":"01-01-060-board-meetings-and-meeting-procedures","status":"publish","type":"page","link":"https:\/\/www.wpcc.edu\/policy-manual\/01-01-060-board-meetings-and-meeting-procedures\/","title":{"rendered":"01.01.060 Board Meetings and Meeting Procedures"},"content":{"rendered":"[et_pb_section fb_built=&#8221;1&#8243; fullwidth=&#8221;on&#8221; admin_label=&#8221;section&#8221; _builder_version=&#8221;3.22&#8243; global_colors_info=&#8221;{}&#8221;][et_pb_fullwidth_header title=&#8221;Policy&#8221; subhead=&#8221;01.01.060 Board Meetings and Meeting Procedures &#8221; text_orientation=&#8221;right&#8221; content_max_width=&#8221;none&#8221; _builder_version=&#8221;3.24&#8243; title_font_size=&#8221;44px&#8221; subhead_font_size=&#8221;24px&#8221; background_color=&#8221;#346fab&#8221; 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button_two_letter_spacing__hover_enabled=&#8221;on&#8221; button_two_letter_spacing__hover=&#8221;0&#8243; button_one_bg_color__hover_enabled=&#8221;off&#8221; button_one_bg_color__hover=&#8221;null&#8221; button_two_bg_color__hover_enabled=&#8221;off&#8221; button_two_bg_color__hover=&#8221;null&#8221;]\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n[\/et_pb_fullwidth_header][\/et_pb_section][et_pb_section fb_built=&#8221;1&#8243; admin_label=&#8221;section&#8221; _builder_version=&#8221;3.22&#8243; global_colors_info=&#8221;{}&#8221;][et_pb_row column_structure=&#8221;1_3,2_3&#8243; admin_label=&#8221;row&#8221; _builder_version=&#8221;3.25&#8243; background_size=&#8221;initial&#8221; background_position=&#8221;top_left&#8221; background_repeat=&#8221;repeat&#8221; global_colors_info=&#8221;{}&#8221;][et_pb_column type=&#8221;1_3&#8243; _builder_version=&#8221;3.25&#8243; custom_padding=&#8221;|||&#8221; global_colors_info=&#8221;{}&#8221; custom_padding__hover=&#8221;|||&#8221;][et_pb_sidebar area=&#8221;et_pb_widget_area_93&#8243; _builder_version=&#8221;3.24&#8243; z_index_tablet=&#8221;500&#8243; header_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; header_text_shadow_vertical_length_tablet=&#8221;0px&#8221; header_text_shadow_blur_strength_tablet=&#8221;1px&#8221; body_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; body_text_shadow_vertical_length_tablet=&#8221;0px&#8221; body_text_shadow_blur_strength_tablet=&#8221;1px&#8221; box_shadow_horizontal_tablet=&#8221;0px&#8221; box_shadow_vertical_tablet=&#8221;0px&#8221; box_shadow_blur_tablet=&#8221;40px&#8221; box_shadow_spread_tablet=&#8221;0px&#8221; text_shadow_horizontal_length_tablet=&#8221;0px&#8221; text_shadow_vertical_length_tablet=&#8221;0px&#8221; text_shadow_blur_strength_tablet=&#8221;1px&#8221; global_colors_info=&#8221;{}&#8221;][\/et_pb_sidebar][\/et_pb_column][et_pb_column type=&#8221;2_3&#8243; _builder_version=&#8221;3.25&#8243; custom_padding=&#8221;|||&#8221; global_colors_info=&#8221;{}&#8221; custom_padding__hover=&#8221;|||&#8221;][et_pb_text _builder_version=&#8221;4.14.4&#8243; background_size=&#8221;initial&#8221; background_position=&#8221;top_left&#8221; background_repeat=&#8221;repeat&#8221; z_index_tablet=&#8221;500&#8243; text_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; text_text_shadow_vertical_length_tablet=&#8221;0px&#8221; text_text_shadow_blur_strength_tablet=&#8221;1px&#8221; link_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; link_text_shadow_vertical_length_tablet=&#8221;0px&#8221; link_text_shadow_blur_strength_tablet=&#8221;1px&#8221; ul_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; ul_text_shadow_vertical_length_tablet=&#8221;0px&#8221; ul_text_shadow_blur_strength_tablet=&#8221;1px&#8221; ol_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; ol_text_shadow_vertical_length_tablet=&#8221;0px&#8221; ol_text_shadow_blur_strength_tablet=&#8221;1px&#8221; quote_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; quote_text_shadow_vertical_length_tablet=&#8221;0px&#8221; quote_text_shadow_blur_strength_tablet=&#8221;1px&#8221; header_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; header_text_shadow_vertical_length_tablet=&#8221;0px&#8221; header_text_shadow_blur_strength_tablet=&#8221;1px&#8221; header_2_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; header_2_text_shadow_vertical_length_tablet=&#8221;0px&#8221; header_2_text_shadow_blur_strength_tablet=&#8221;1px&#8221; header_3_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; header_3_text_shadow_vertical_length_tablet=&#8221;0px&#8221; header_3_text_shadow_blur_strength_tablet=&#8221;1px&#8221; header_4_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; header_4_text_shadow_vertical_length_tablet=&#8221;0px&#8221; header_4_text_shadow_blur_strength_tablet=&#8221;1px&#8221; header_5_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; header_5_text_shadow_vertical_length_tablet=&#8221;0px&#8221; header_5_text_shadow_blur_strength_tablet=&#8221;1px&#8221; header_6_text_shadow_horizontal_length_tablet=&#8221;0px&#8221; header_6_text_shadow_vertical_length_tablet=&#8221;0px&#8221; header_6_text_shadow_blur_strength_tablet=&#8221;1px&#8221; box_shadow_horizontal_tablet=&#8221;0px&#8221; box_shadow_vertical_tablet=&#8221;0px&#8221; box_shadow_blur_tablet=&#8221;40px&#8221; box_shadow_spread_tablet=&#8221;0px&#8221; use_border_color=&#8221;off&#8221; global_colors_info=&#8221;{}&#8221;]\n<p>All official business conducted by the Board of Trustees shall be conducted at a duly noticed, official meeting of the Board.\u00a0 Pursuant to North Carolina law, a \u201cmeeting\u201d of the Board occurs whenever a majority of the members of the Board meet, in person or by some electronic means, in order to: conduct a hearing, deliberate, take action, or otherwise transact public business.\u00a0 All Board meetings must be called pursuant to the proper notice and all meetings are open to the public expect for closed session.<\/p>\n<p>1.<strong> Board Meetings<\/strong><\/p>\n<p>Pursuant to applicable North Carolina law, the Board is allowed to conduct four types of official meetings: regular meetings, special called meetings, emergency meetings and recessed meetings.\u00a0 All meetings are public meetings unless designated as a closed session meeting.<\/p>\n<p><strong>A. Types of Meetings<\/strong><\/p>\n<ul>\n<li><strong>Regular Meeting<\/strong>.\u00a0 At its annual meeting in May, the Board shall establish a meeting schedule for all regular meetings for the upcoming year.\u00a0 The Board shall maintain a copy of the schedule for its regular meetings on its website and a hard copy shall be filed with the Board\u2019s Secretary and shall be posted in a centralized location on campus.\u00a0 If the schedule is revised, the Board\u2019s Secretary shall cause to have the website updated and revise the posted copy of the schedule as soon as possible.\u00a0 Any changes to the regular meeting schedule, except for the cancellation of a meeting, shall require seven (7) days\u2019 notice.The Board\u2019s Secretary shall keep the minutes for all regular meetings and the minutes shall be approved by the Board at its next regular meeting.<\/li>\n<li><strong>Special Called Meeting.\u00a0 <\/strong>A special-called meeting may be called by either the Board Chair or the College President.\u00a0 The Board\u2019s Secretary shall prepare the notice for the special called meeting.\u00a0 The notice must be sent to Board members at least 48 hours in advance and the notice must state the time, place and purpose(s) for the special call meeting.\u00a0 The notice will be sent via electronic mail to the Board members\u2019 email address of record.\u00a0 If there is a bulletin board with Board meeting schedules, the special called meeting notice must be posted there at least 48 hours prior to the special called meeting.\u00a0 If no bulletin board is used, the Board\u2019s Secretary shall post the notice on the door of the Board\u2019s meeting room at least 48 hours prior to the special called meeting.\u00a0 If, 48 hours prior to the meeting, the public does not have access to either the bulletin board or interior door of the Board\u2019s meeting room because the building is closed (e.g., if the special called meeting occurs on Monday but the building is closed over the weekend), the Board\u2019s Secretary shall post the notice on the front of the exterior door to the building where the Board\u2019s meeting room is located.\u00a0 The notice shall also be posted on the College\u2019s website prior to the scheduled time of the meeting.\n<p>In addition, the Board\u2019s Secretary shall deliver the notice by email to each person who has submitted a written request for notices of the Board\u2019s meetings.<\/p>\n<p>The Board\u2019s Secretary shall keep minutes of all special-called meetings and the meeting shall be approved by the Board at its next regular meeting.<\/p>\n<\/li>\n<li><strong>Emergency Meeting.\u00a0 <\/strong>In the event of a generally unexpected circumstances and require the Board\u2019s immediate consideration and a meeting is necessary without 48 hours\u2019 notice, the Board Chair or the College President may call an emergency meeting.\u00a0 The Board\u2019s Secretary shall prepare the notice of the time and location for the meeting.\u00a0 The notice shall be sent via electronic mail to Board members\u2019 email address of record.\u00a0\u00a0\u00a0\u00a0\u00a0 <strong>\u00a0\u00a0<\/strong>\u00a0\u00a0\u00a0\u00a0\u00a0<strong>\u00a0\u00a0<\/strong>\n<p>In addition, the Board\u2019s Secretary shall deliver the notice by email to each person who has submitted a written request for notices of the Board\u2019s meetings.<\/p>\n<p>The Board\u2019s Secretary shall keep minutes of all special-called meetings and the meeting shall be approved by the Board at its next regular meeting.<\/p>\n<\/li>\n<li><strong>Recessed Meeting.\u00a0 <\/strong>If proper notice was given at the original meeting and if the time and place of the recessed session were set during open session, no further notice is required, except, notice shall be posted on the College website prior to the scheduled recess meeting.<\/li>\n<\/ul>\n<p>B. <strong>Closed Session Meetings<\/strong><\/p>\n<p>The Board may conduct business in closed session when permitted by the reasons enumerated in N.C.G.S. \u00a7 143-318.11(a)(1)-(9) or as otherwise permitted by law.\u00a0 The Board may hold a closed session upon a motion duly made and adopted during the open portion of the meeting.\u00a0 Every motion shall site the legal reason for going into closed session and the law that renders the information confidential or privileged.\u00a0 A motion based on the need to consult with an attorney employed by the Board regarding the handling or settlement of a lawsuit must identify the parties in the lawsuit.<\/p>\n<p>Unless otherwise designated by the Chair, the Board\u2019s Secretary shall keep minutes of all special-called meetings and the meeting shall be approved by the Board at its next regular meeting.\u00a0 \u00a0\u00a0<\/p>\n<p>C.<strong> Electronic Meetings<\/strong><\/p>\n<p>The Board may conduct a meeting by use of conference telephone or other electronic means indicated by N.C.G.S. \u00a7 143-318.13(a).\u00a0 The Board shall provide a location and means whereby the public may listen to the meeting.<\/p>\n<p>2.<strong> Committee Meetings<\/strong><\/p>\n<p>In accordance with the Trustees\u2019 By-Laws, the Board may establish standing or ad hoc committees as necessary.\u00a0 The Chair shall appoint the members of the committees as well as the committee chairs.\u00a0 Committees established by the Board, including the Executive Committee, are subject to this policy except that a majority of the committee\u2019s members, present and in attendance at the meeting, shall constitute a quorum of the committee.<\/p>\n<p>3. <strong>Meeting Procedures<\/strong><\/p>\n<ul>\n<li>\n<p><strong>Parliamentary Procedures.\u00a0 <\/strong>When conducting its meeting, the Board shall use the parliamentary procedures consistent with the most updated version of <em>Roberts Rules of Order<\/em>.\u00a0 As part of his\/her official duties, the Board Chair shall serve as the parliamentarian officer and shall rule on issues and questions concerning parliamentary procedure.\u00a0 As needed, the Board Chair shall consult with the Board\u2019s attorney regarding matters of parliamentary procedure.<\/p>\n<\/li>\n<li>\n<p><strong>Meeting Agenda.<\/strong>\u00a0 The President will prepare a proposed agenda for each Board meeting with advice and consent of the Board Chair.\u00a0 A request to have an item of business placed on the agenda must be received at least five (5) business days before the meeting.\u00a0 Each Board member will receive a copy of the proposed agenda forty-eight (48) hours prior to the meeting and the agenda will be available for public inspection and\/or distribution immediately after being made available to Board members.\u00a0 At the meeting, other items may be added to the agenda with the consent of the Chair.<\/p>\n<\/li>\n<li><strong>Quorum.\u00a0 <\/strong>Seven (7) voting members of the Board in actual attendance at meetings shall constitute a quorum for the transaction of business.\u00a0 Unless otherwise stated, no business shall be transacted without a majority vote of the quorum.\u00a0 A Board member may participate by remote or electronic access as allowed by law.\u00a0 A majority of the full Board is required for the adoption, amendment or repeal of policies, rules or regulations; for the establishment or termination of programs or services; or the election, non-renewal or termination of the College President.<\/li>\n<li><strong><strong>Ethics Statement.\u00a0 <\/strong><\/strong>At the beginning of each Board meeting (including Board committee meetings), the Chair shall remind all members of their duty to avoid any conflict of interest and shall inquire as to whether there is any known conflict of interest with respect to any matters coming before the Board (or Board committee) at that time.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>Adopted: April 10, 2018 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/p>\n<p>Legal Reference:\u00a0 Chapter 143, Article 33C of the North Carolina General Statutes; N.C.G.S. \u00a7 138-15(e)<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section]\n","protected":false},"excerpt":{"rendered":"<p>&nbsp; &nbsp; &nbsp; &nbsp; All official business conducted by the Board of Trustees shall be conducted at a duly noticed, official meeting of the Board.\u00a0 Pursuant to North Carolina law, a \u201cmeeting\u201d of the Board occurs whenever a majority of the members of the Board meet, in person or by some electronic means, in order [&hellip;]<\/p>\n","protected":false},"author":6,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"","_et_gb_content_width":"","_monsterinsights_skip_tracking":false,"footnotes":""},"class_list":["post-23505","page","type-page","status-publish","hentry"],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO 5.0.0.1 - aioseo.com -->\n\t<meta name=\"description\" content=\"Policy 01.01.060 Board Meetings and Meeting Procedures Section 1: Board of Trustees and Governance 01.01.060 Board Meetings and Meeting Procedures All official business conducted by the Board of Trustees shall be conducted at a duly noticed, official meeting of the Board. 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