Butte School District

THE BOARD OF TRUSTEES

1400

Board Meetings

Notice of Meetings Unless otherwise required by law and policy, the District shall publish an agenda for each type of meeting included in this policy with a minimum of 48 hours’ notice to the public as follows:

A. if a newspaper of general circulation in the county where the District is located publishes electronic notices and links to meeting agendas free of charge to the District on the newspaper's website, the District shall provide the notice and agenda to the newspaper to post on the newspaper's website;

B. if the District does not have an option to post notices and links to meeting agendas free of charge, the District shall provide adequate notice of a meeting by doing at least one of the following:

1. posting a link to the meeting agenda on the District’s primary website; or

2. posting the agenda on the social media site of the District.

C. In addition to the above-noted electronic postings, the District shall post a physical copy of the meeting agenda at the entrance to each school in the district and at the following location in the community: School Administration Building, 111 N. Montana St.

Regular Meetings

Unless otherwise specified, all meetings will take place in the Administration Building. Regular meetings shall take place at 5:00 p.m. on the third (3rd) Monday of each month, or at other times and places determined by a majority vote. Except for an unforeseen emergency, meetings must be held in school buildings or, upon the unanimous vote of the trustees, in a publicly accessible building located within the District. If regular meetings are scheduled at places other than the stated above or are adjourned to times other than the regular meeting time, notice of the meeting shall be made in the same manner as provided for special meetings. The trustees may meet outside the boundaries of the District for collaboration or cooperation on educational issues with other school boards, educational; agencies, or cooperatives. Adequate notice of the meeting, as well as an agenda, must be provided to the public in advance. Decision making may only occur at a properly noticed meeting held within the District’s boundaries. When a meeting date falls on a school holiday, the meeting may take place the next business day.

Emergency Meetings

The 48-hour notice requirement for a special Board meeting is waived in an unforeseen emergency or to consider a violation of the student code of conduct, as defined in accordance with District policy, within a week of graduation. For the purposes of this policy, "unforeseen emergency" means a storm, fire, explosion, community disaster, insurrection, act of God, or other unforeseen destruction or impairment of school district property that affects the health and safety of the trustees, students, or district employees or the educational functions of the district.

Budget Meetings

Between July 1st and August 10th of each year, the Clerk shall publish a notice stating the date, time, and place the trustees will meet for the purpose of considering and adopting the final budget of the District, stating that the meeting of the trustees may be continued from day to day until the final adoption of the District’s budget, and stating that any taxpayer in the District may appear at the meeting and be heard for or against any part of the budget. This notice shall be published in the Montana Standard.

On the date and at the time and place stated in the published notice (on or before August 20th), the trustees shall meet to consider all budget information and any attachments required by law. The meeting may continue from day to day; however, the Board must adopt the final budget not later than August 25th.

Committee Meetings

Each Board committee established under Policy 1130; each District committee with a trustee as a member; and each District committee made up of district employees, administrators, or officials deliberating on matters for report to the Board for final decision shall meet as needed in accordance with the directive issued to the committee or trustees and noticed to the public consistent with the requirements of this policy.

Special Board Meetings

Special Board meetings may be called by the Chair or by any two (2) trustees. A written notice of a special meeting, stating the purpose of the meeting, shall be delivered to each trustee and noticed to the public consistent with the requirements of this policy. The forty-eight (48) hour notice is waived in an unforeseen emergency as stated in § 20-3-322(5), MCA. Business transacted at a special meeting will be limited to that stated in the notice of the meeting.

Closed Sessions

Under Montana law, the Board may hold closed or executive sessions to consider matters of individual privacy. The possibility of a closed session shall be noted on the respective agenda item appearing on the public noticed published in accordance with this policy. The individual whose right of privacy will be considered during the possible closed session shall be notified in writing of the meeting. Prior to closing the meeting, the presiding officer must determine that the demands of individual privacy exceed the merits of public disclosure. The Board may also close a meeting to discuss a strategy to be followed with respect to litigation, when an open meeting would have a detrimental effect on the litigating position of the District. This exception does not apply if the litigation involves only public bodies or associations as parties. Prior to closing a meeting for litigation purposes, the District may to consult with legal advice on the appropriateness of this action. No formal action shall take place during executive session.

Legal Reference:
§ 2-3-103, MCA          Public participation – governor to insure guidelines adopted.
§ 2-3-104, MCA          Requirements for compliance with notice provisions
§ 2-3-105, MCA          Supplemental notice by radio or television
§ 2-3-201, MCA          Legislative intent – liberal construction
§ 2-3-203, MCA          Meetings of public agencies and certain associations of public agencies
                                    to be open to public – exceptions
§ 20-1-305, MCA        School Holidays
§ 20-3-322, MCA        Meeting and quorum
§ 20-9-115, MCA        Notice of final budget meeting.
§ 20-9-131, MCA        Final budget meeting
10.55.701, ARM         Board of Trustees

Policy History:
Adopted on: 10/18/04
Revised on: 3/19/12, 2/20/24