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2512 George Mason Drive • P.O. Box 6038 Virginia Beach, Virginia 23456-0038   757.263.1000 • 757.263.1240 TDD

Policies and Regulations

School Board of the City of Virginia Beach
Bylaw 1-36


Open Meetings and Closed Meetings

  1. Open Meetings

    Meetings of the School Board shall be open to the public except those meetings when the School Board adjourns to a closed meeting by a majority vote of the School Board. Such meetings shall be conducted in accordance with the legal references to this Bylaw.

  2. Closed Meetings
    1. Authority/Attendees

      The Code of Virginia permits closed meetings in order to discuss specific topics in private. Closed meetings must be convened by polled vote of the majority of the Members in attendance in public session. No action may be taken in closed meetings. In open session immediately following any closed meeting, the School Board Members must certify by a polled vote that no matter was discussed in closed meeting that was not encompassed in the topics authorized in the motion to convene in closed meeting.

      Closed meetings are attended by School Board Members. The School Board may invite persons to attend closed meetings to provide necessary information.

    2. Minutes

      The School Board Clerk shall attend closed meetings (unless expressly excused) for the purpose of taking brief minutes. These minutes which shall be part of the School Board's official minutes shall include:

      1. Date, time and place of meeting;
      2. Record of all persons in attendance;
      3. Motion for Closed Meetings;
      4. Certification of Closed Meetings
      5. Any action taken;

      Closed meetings shall not be tape recorded with the exception of student discipline hearings which may be recorded by the School Board.

  3. Electronic communication meetings

    The School Board may meet by electronic communication means without a quorum of the School Board physically assembled at one location when the Governor has declared a state of emergency and the following conditions are met: 1) the catastrophic nature of the declared state of emergency makes it impracticable or unsafe to assemble a quorum in a single location; and 2) the purpose of the meeting is to address the emergency. The School Board must give public notice using the best available method given the nature of the emergency, which notice shall be given contemporaneously with the notice provided to School Board Members. Agenda packets and all nonexempt materials should be available at all locations where public access will be provided and at the same time as the meeting. Arrangements must be made for the public to access the meeting. The meeting minutes must state the nature of the emergency, the fact that the meeting was held by electronic communication means, and the type of electronic communication means by which the meeting was held. Votes taken during any such meeting shall be recorded by the name in the roll-call fashion and included in the minutes. The Clerk of the School Board will make a written report of such meeting as required by the Virginia Freedom of Information Act.

  4. Remote location participation

    School Board Members may participate in School Board Meetings through electronic communication means from a remote location that is not open to the public only under the following conditions: on or before the day of a meeting, a School Board Member must (1) notify the Chairman that he or she is unable to attend the meeting due to an emergency or personal matter; (2) identify, with specificity, the nature of the emergency or personal matter; and (3) the School Board records in its minutes the specific nature of the emergency or personal matter and the remote location from which the member participated.

    Each School Board Memberís remote location participation shall be limited to two (2) meetings or twenty five percent (25%), whichever is fewer, each calendar year. In any meeting at which one or more School Board Members participates from a remote location, the following conditions must be met: (1) a quorum of the School Board must physically assemble at the primary or central meeting location and (2) the School Board must make arrangements for the voice of the remote participant(s) to be heard by all persons at the primary or central meeting location. School Board Members may not participate from a remote location in any closed session meeting.

Editor's Note

For requirements regarding meetings of Board committees see Bylaw 1-28.

Virginia Freedom of Information Act, Code of Virginia §2.2-3700, et seq., as amended.

Adopted by School Board: July 21, 1992
Amended by School Board: September 5, 1995
Amended by School Board: August 17, 1999
Amended by School Board: February 20, 2001
Amended by School Board: May 14, 2002
Amended by School Board: December 2, 2008
Amended by School Board: September 1, 2015
Amended by School Board: August 2, 2016