-- 1300 -- OCAG Board Meeting Policies

All meetings of the governing board shall be held in accordance with Florida government in the Sunshine laws. Except for special meetings described below, notice of all meeting and agenda shall be posted no less than three (3) calendar days prior to each meeting. The agenda will be prepared by the school operations manager with input from the chairman. Input into the agenda should consist only of the placement of items on it and not used as a means to circumvent the Sunshine law. A working agenda will be distributed to board members seven (7) calendar days prior to the meeting for input prior to the distribution of the final agenda except for special meetings as described below. These meetings will be held at the school or other such place as designated by the chair.

A.  Governance Meetings

The governing board shall fulfill these duties by meeting no less than semi-annually. In compliance with the Florida law the board publishes the schedule of its meetings and holds them in open session. The board will meet in accordance with the Florida Sunshine law, section 286.011 and shall meet in executive session only when and to the extent permitted by Florida law.

B.  Annual Meeting

The annual meeting of the governing board shall be held in July of each year. At the annual meeting the new board members will be elected.

C.  General Meetings

An annual schedule of general meetings will be set by the governing board and made available for public review.

D.  Special Meetings

Special meetings of the board may be called by the chairman or any two voting members of the board. The person(s) calling such meeting may set the location of the meeting as a conveniently accessible place for all board members and the public. Special meetings must be scheduled with no less than one (1) day prior notice and must be established to discuss only a single issue.

E.  Audience Participation

At all operational board meetings any non-board member may elect to speak on each agenda item for up to three minutes. The posted agenda shall outline a time and procedure for individuals wishing to address the board. Any audience member who becomes unruly or disruptive to the proceedings may be removed from the meeting.

F.  Voting by Proxy

Board members may not vote by proxy. In circumstances where attendance at the meeting is impossible, the board member may participate electronically provided that all members and the public are able hear all discussion and votes.

G.  Notice of Board Meetings    

Pursuant to FS 002.33(9)(p)3, notice of meetings of the governing board, including committees of the board as described elsewhere within these policies, will be given in a manner to reasonably inform the public of the matters to be considered by the board.

Notice of the time, date, and place of the meeting as well as the tentative agenda will be provided at least three (3) days prior to regularly scheduled meetings of the governing board. For special meetings or committee meetings the notice must be given at least twenty-four (24) hours prior to the meeting.

In order to maximize public participation, notice of board meetings will be posted on the school’s calendar, on the school’s website and when possible in school publications such as newsletters. Upon request, members of the media will be provided with notice of the meeting at the same time notice is provided to members of the board.

H.  Records Of Proceedings

The minutes of the governing board and all committees with board delegated powers shall contain:
  1. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.
  2. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.
  3. A written memorandum from the interested person explaining the nature of the interest to be filed within 15 days after the vote to which she/he had exercised recusal steps under policy as described above.

Adopted: 02/06/2024