ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

The time, date, and place of regular meetings of the Rogue Community College (RCC) Board of Education (Board) will be arranged at its annual organizational meeting in July. The time, date, and place of a regular meeting may be changed by action of the Board, provided that the Board secretary notifies every Board member. In case of a change in time, date, or place of a regular meeting or the scheduling of a special session (see I.D.020 – Special Board Meetings), the Board secretary shall take appropriate steps to inform the public of the change in advance of the meeting.

Previous Policy No.: 1342
Amended: March 15, 1978
Amended: March 15, 1996
Adopted: June 14, 1997
Amended: April 18, 2006
Adopted: May 16, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

Special Board meetings may be called at any time upon written or printed notice issued by the college president, by order of the Board chair; or, upon request of three or more members of the Board, at least 24 hours before such meeting is to be held. No official business except that called for or listed in the agenda may be transacted in any special meeting. In case of actual emergency, a meeting may be held upon such notice as is appropriate to the circumstances.

Previous Policy No.: 1342
Amended: March 15, 1978
Amended: March 15, 1996
Adopted: June 14, 1997
Amended: April 18, 2006
Adopted: May 16, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

Policy 030: Parliamentary Procedure, Quorum and Board Discussion

Robert’s Rules of Order, Revised shall be used in conducting RCC Board meetings, unless otherwise noted on Board policy.

Four (4) members will constitute a quorum for the transaction of business at a Board meeting. And, an affirmative vote of four (4) members will be required for passing a motion.

Board members’ discussions will be unlimited as long as the discussions apply to the motion of the matter under discussion before the Board. The Board may vote to limit discussion, in which case the chair shall limit discussion. The chair may seek input from the public or college staff and may limit the time allowed for public comment, so all who wish to be heard may speak.

Previous Policy No.: 1342
Amended: March 15, 1978
Amended: March 15, 1996
Adopted: June 14, 1997
Amended: April 18, 2006
Adopted: May 16, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

Policy 040: Executive Session

The RCC Board reserves the right to interrupt a regular or special meeting for the purpose of holding an executive session. An “executive session is defined as “any meeting or part of a meeting of a governing body which is closed to certain persons for deliberation on certain matters.” These sessions are held for the purpose of discussing:

1. Employment of Public Officers, Employees and Agents (ORS 192.660(2)(a)) – Employment of a public officer, employee, or staff member, if the body has satisfied certain prerequisites, or to discuss employment of an individual agent.
   
   The employment of an officer, employee, staff member or agent if the job has been publicly advertised, regularized procedures for hiring have been adopted, and public input has been received about the employment. For hiring a chief executive officer, the standards, criteria and policy to be used must be adopted in an open meeting in which the public had an opportunity to comment. This reason for executive session may not be used to fill vacancies on any public committee, commission or other advisory group, or to consider general employment policies.
   
2. Discipline of Public Officers and Employees (ORS 192.660(2)(b)) - Dismissal or disciplining of a public officer, employee, staff member or individual agent, or hear complaints or charges brought against such a person, unless that person requests an open hearing.
   
   
3. Performance evaluations of Public Officers and Employees (ORS 192.660(2)(i)) – To review and evaluate the job performance of a chief executive officer, other officers, and employees, and staff, pursuant to standards, criteria and policy directives adopted by the governing body.”
   
   Does not allow discussion of an officer’s salary to be conducted in executive session in connection with the job performance evaluation of that officer.
   
   
4. Labor Negotiations (ORS 192.660(2)(d)) – Does not authorize a governing body to meet in executive session with the employees’ negotiator.
   
   
5. Exempt Public Records (ORS 192.660(2)(f)) – To consider records “that are exempt by law from public inspection,” including, but not limited to written advice from the Board’s attorney.
   
   
6. Legal Counsel (ORS 192.660(2)(h)) – Consultation with counsel concerning legal rights and duties regarding current litigation or litigation likely to be filed.
   
   
7. Real Property Transactions (ORS 192.660(2)(e)) – Negotiate real property transactions.

Note: The Public Meetings Law list (above) of matters appropriate for executive session is not exclusive.

Any action required as a result of the executive session must be taken in the regularly convened meeting. Only items referred to in open session by statutory reference should be discussed in executive session.

Representatives of the news media shall be invited to attend executive sessions except when the purpose of the executive session is to conduct deliberations concerning the authority of persons designated by the Board to carry on labor negotiations. The Board may require that specific information discussed during the executive session be undisclosed.

ORS 192.660(5) provides: “No executive session may be held for the purpose of taking any final action or making any final decision.”

Instead of written minutes, a record of RCC Board executive sessions will be kept in the form of a sound tape recording which need not be transcribed unless otherwise provided by law. (ORS 192.660(5)(2).

Authority: ORS 192.660
Previous Policy No.: 1343.1
Amended: June 19, 1978
Revised: November 1996
Amended: April 18, 2006
Adopted: May 16, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

The order of business at all meetings of the Board of Education shall include:

Call to Order
Determine Presence of Quorum
Introduction of Guests and Public Comments
Presentations/General Discussion
Committee Advisory Reports
Approval of Consent Agenda
Other Action/Information Items
President’s Report
Executive Session (when needed)
Old Business
New Business
Board Round Table
Adjournment

With the consensus of the board members present, the chair may deviate from this order of business.

Previous Policy No.: 1347.1
Amended: April 19, 1978
Amended: March 16, 1983
Adopted: June 14, 1997
Amended and Approved: July 18, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

Except as provided otherwise in this policy, all votes on motions and resolutions before the Board of Education shall be by voice and YEAS and NAYS must be taken and recorded in the minutes. A member voting against a proposition may state reasons and may have them recorded in the minutes if requested. Any member may abstain from voting by the simple request to be recorded as abstaining and may state the reasons for the record.

Authority: ORS 192.650
Previous Policy No.: 1310
Amended: April 19, 1978
Amended: March 16, 1983
Adopted: June 14, 1997
Reviewed and Approved: July 18, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

Policy 090: Procedure of Board Meetings

As a general rule, Robert’s Rules of Order shall be followed at Board of Education meetings.

1. The chair shall call the meeting to order promptly at the appointed hour.
2. The chair shall not wait for a discussion of a motion if none is readily forthcoming, but shall proceed to call the vote.
3. The chair has the same duty to vote as other members of the board. The chair may request a member to put the motion in writing.
4. The chair may discuss items under consideration without
   relinquishing the gavel.
5. As a general rule, verbal presentations requiring board action shall become agenda items for later meetings.
6. Items on the agenda, which require extended deliberation, may be taken up at legally designated special meetings.
   
   

Previous Policy No.: 1612
Amended: May 17, 1978
Adopted: June 14, 1997
Amended and Approved: July 18, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

Policy 100: Formulation, Adoption, Amendment, Suspension
and Distribution of Policies

The formulation and adoption of written policies shall constitute the basic method by which the Board of Education shall exercise its leadership in the operation of Rogue Community College. Only those written statements adopted and recorded in the minutes shall be regarded as official board policies. The study and evaluation of reports concerning the execution of its written policies shall constitute the basic method by which the Board of Education shall exercise its control over the operation of the college.

Unless circumstances require immediate action, a policy shall not be voted on at the first meeting during which it is discussed.

The policies of the Board of Education shall be subject to adoption, amendment, or repeal only upon a majority vote of the members of the board at a meeting in which the proposal has been described in writing, or upon the vote of four members of the board when no such written notice has been given.

The policies of the board shall be subject to suspension only upon a two-thirds vote of the membership of the board.

The president shall make policies, procedures, and amendments available to Rogue Community College staff employees and other interested persons via electronic or printed media. Copies of policies and procedures will be on file in the President’s office and on the college’s website.

Previous Policy No.: 1320.1
Confirmed: April 19, 1978
Amended: May 17, 1978
Amended: March 16, 1983
Adopted: June 14, 1997
Amended and Approved: September 19, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

Except in emergencies, the Board of Education shall not attempt to decide upon any question before examining and evaluating all information any person requests the board to consider. The president shall be given an opportunity to examine and to evaluate such information and to recommend action before the board attempts to make a decision.

Previous Policy Numbers: 1330.1; 1616 and 1343
Confirmed: I.D. 130, April 19, 1978; 140, May 17, 1978 and 150, April 19, 1978
Adopted: June 14, 1997 (All)
Amended and Approved: November 21, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

All meetings except for executive sessions are open to the public. The Board of Education may consider items not on the agenda during the meeting. The board; however, will generally not consider any request unless such items are submitted to
the president in writing at least 72 hours before the meeting. The board chair, board member, or president may add any item to the agenda for consideration. The board chair may limit citizen comment.

The board chair will welcome public comment and will provide a sign-up sheet. All participants must sign in.

Previous Policy Numbers: 1330.1; 1616 and 1343
Confirmed: I.D. 130, April 19, 1978; 140, May 17, 1978 and 150, April 19, 1978
Adopted: June 14, 1997 (All)
Amended and Approved: November 21, 2006

ARTICLE I: BOARD OF EDUCATION
SECTION D: MEETINGS

A record of all transactions of the Board of Education will be set forth in the meeting files kept by the president/clerk as a permanent official record of College policy and will be open to inspection by college staff and the public.

In accordance with State regulations, the governing body of a public body shall provide for the sound, video or digital recording or the taking of written minutes of all its meetings.  Neither a full transcript nor a full recording of the meeting is required, except as otherwise provided by law, but the written minutes or recording thereof must give a true reflection of the matters discussed at the meeting and the views of the participants.  All minutes or recordings shall be available to the public within a reasonable time after the meeting, and shall include at least the following information:

1. All members of the governing body present;
2. All motions, proposals, resolutions, orders, ordinances and measures proposed and their disposition;
3. The results of all votes and, except for public bodies consisting of more than 25 members unless requested by a member of that body, the vote of each member by name;
4. The substance of any discussion on any matter; and
5. Subject to state regulations relating to public records, a reference to any document discussed at the meeting.                                 

Authority:  ORS 192.650
Previous Policy No.:  1348
Amended:  April 19, 1978
Amended:  March 16, 1983
Approved:   June 14, 1997
Amended and Approved:  February 20, 2007