BED ©
MEETING  PROCEDURES

Board  President  Role

The President of the Board is responsible for the orderly conduct of the meeting and shall rule on such matters as the time to be allowed for public discussion, the appropriateness of the subject being presented, and the suitability of the time for such a presentation.  All such rulings are subject to review by the Board at a subsequent meeting, properly noticed, as long as the matter is included on the agenda.

Rules  of  Order

The Board decides on rules for its meetings.  One (1) example follows:

A.  It shall hold a regular meeting at least once each month during the regular school year and may hold other meetings as often as called.

B.  Each action item shall require a motion, and all motions shall require seconding.

C.  The President may make or second motions and may vote on all motions.

D.  A motion to adjourn is in order at any time.  Such a motion shall require a second and a majority vote.  No discussion is in order.

E.  A motion to table is in order at any time.  Such a motion requires a second and is limited to being considered only once on any given agenda item.  No discussion is in order.

F.  Rules of order may be subject to suspension only upon a majority vote of the members of the Board present at a meeting.

G.  The Governing Board President may recess the meeting without a vote of the Governing Board in order to maintain decorum and Governing Board meeting rules of order.

Voting  Method

Votes on all motions and resolutions shall be by ayes, nays or abstentions.

At the discretion of the Board President or on the request of a member, a show-of-hands or roll-call vote, including an electronic roll-call vote, shall be made and the vote of members shall be recorded.  On a show-of-hands or roll-call, an indication of how each member voted, the names of the members who propose each motion and the names of the persons, as given, who make statements or present material to the public body and a reference to the legal action about which they made statements or presented material shall be recorded.

All motions shall be carried by a majority of the members who vote, or as otherwise required by law.

Minutes

Written or recorded minutes shall be taken of all regular and special Board meetings, including executive sessions, and shall include the information required by A.R.S. 38-431.01.  The written minutes or recording shall be available for public inspection three (3) working days after the date of the meeting, except for confidential executive session minutes.  Written minutes or a recording not yet approved by the Governing Board shall be marked as "draft" or "unapproved."  The minutes or recording shall not be withheld from the public pending approval and must be in a form readily accessible to the public.

Copies of unapproved written minutes or a recording shall be distributed to all Board members prior to the next meeting.  The Board will take action at a subsequent meeting to amend and/or approve the written minutes.

The Superintendent shall oversee the preparation of written or recorded minutes of all executive sessions, as required by A.R.S. 38-431.01.  The Superintendent will provide confidential copies of unapproved written minutes or a recording to appropriate Board members per A.R.S. 38-431.03 prior to the next meeting.

The Superintendent shall assure that permanent archival files of all approved Governing Board meeting minutes and related required materials are maintained in accordance with A.R.S. 39-101 and standards established by Arizona State Library, Archives and Public Records (ASLAPR).  Regular and special Board meeting minutes should be filed separately from Board executive session minutes.

Adopted:  June 30, 2025

LEGAL REF.:
A.R.S.
1-216
15-321
15-341
15-843
38-421
38-431
38-431.01
38-431.03
39-101
39-121
39-122
A.G.O.
I78-237
I80-198
Attorney General Arizona Agency Handbook, Chapter 7,Open Meetings 
ASLAPR General Retention Schedule for School Districts and Charter Schools

CROSS REF.:
BEDA - Notification of Board Meetings
BEDB - Agenda
BEDH - Public Participation at Board Meetings and News
                 Media Services at Board Meetings
BGB - Policy Adoption, Revision and Repeal