Purpose
The Eastern North Carolina School for the Deaf (ENCSD) Board of Trustees is committed to conducting the business of the school in an open and transparent manner consistent with the requirements of the North Carolina Open Meetings Law. Because ENCSD serves students who are Deaf and hard of hearing in a K-12 residential environment, the Board also strives to ensure that meetings are accessible to stakeholders, including through appropriate communication access when necessary.
This policy establishes procedures to ensure that all meetings of the Board are conducted in accordance with applicable law while promoting public awareness, participation, and trust in the governance of the school.
Policy Statement
All official meetings of the ENCSD Board of Trustees will be conducted in compliance with the North Carolina Open Meetings Law, N.C. Gen. Stat. § 143.318.18. Board meetings will be open to the public except as permitted by law. The Board recognizes the importance of conducting public business openly and encourages community awareness of its decision-making process.
The Board will provide reasonable public notice of meetings, maintain accurate minutes, and ensure that deliberations and actions occur in a manner consistent with legal requirements.
Definitions
- Open Meeting: A meeting of the Board of Trustees or any committee thereof at which a majority of members gather to conduct, deliberate, vote upon, or otherwise transact public business.
- Close Session: A portion of a meeting that is closed to the public in accordance with specific statutory exceptions permitted under the North Carolina Open Meetings Law.
Meeting Notice Requirements
The Board will provide notice of its meetings in accordance with state law.
- Regular Meetings: The schedule of regular meetings will be established annually and posted in accordance with law. Notice will include the date, time, and location of the meeting.
- Special Meetings: Special meetings may be called as permitted by law. Notice of the meeting, including the purpose of the meeting, will be provided in accordance with statutory requirements.
- Emergency Meetings: Emergency meetings may be held when immediate action is required. Notice will be provided to the extent practicable under the circumstances.
- Accessibility Considerations: In keeping with ENCSD’s mission as a school serving students who are Deaf and hard of hearing, reasonable efforts will be made to ensure meetings are accessible to individuals who rely on visual communication methods. This may include providing interpreting services or other appropriate accommodations when feasible.
Minutes
Accurate minutes will be maintained for all meetings of the Board, including closed sessions. Minutes will record the actions taken by the Board and will be retained in accordance with applicable records retention requirements.
Closed session minutes will be withheld from public inspection only as long as necessary to preserve the confidentiality of the matters discussed.
Closed Sessions
The Board may enter closed session only for purposes permitted by law, including but not limited to:
- Preventing disclosure of confidential student or personnel information
- Discussing matters relating to attorney-client privilege
- Considering personnel matters
- Discussing matters relating to school safety or security
- Considering acquisition or disposition of real property
Before entering closed session, the Board will adopt a motion citing the specific statutory authority permitting the closed session.
Electronic Communication and Deliberation
Board members will not use electronic communications, including email, text messaging, or other digital platforms, in a manner that circumvents the Open Meetings Law by conducting deliberations or decision-making outside a properly noticed meeting.
Compliance and Training
Members of the Board of Trustees are expected to understand and comply with the requirements of the North Carolina Open Meetings Law. The Superintendent or designee will provide guidance and resources to support compliance.
Legal References
- N.C. Gen. Stat. §143-318.9 through §143-318.18 (Open Meetings Law)