June 11, 2024 at 4:00 PM - Working Committees

Discussion:  In Safdie's absence, Hamby asked for the minutes to be approved from the last B&G/Safety committee. Stull made the motion. 

Discussion:  Hamby said she didn't feel comfortable voting on this since Safdie was not present and she had no information on it. Stepp asked her what information she would like that he could help her out. Stepp told the committee that it's a project being donated by a local oncologist and they don't need to wait another month. Hamby asked if he was donating all the funds. Stepp said yes. Hamby then made the motion to approve. There was no second on the motion. 

Discussion:  Policy 1.200-Method of Election of Officers-Hamby opened the policy portion of the meeting letting everyone know that this was put on the agenda because last year they ended up with no chairman or vice chairman when new board members came on/current board members left, and they would also be in the same situation again this year. She recommended the changes to make the policy more clear and the board could move forward the first week of September when this occurs. Nichols said that Robert Rules of Order said the board is to nominate temporary officers. Stout and Hamby said yes they could. Hamby said there's not a reason to do that since board members leave the end of August and officers are elected the first week of September. Nichols asked what changed in the policy. Hamby read the portion that was recommended that stated if vacancies occur in both the chair and vice chair positions and leave the board with no executive committee, a special called meeting will be held the first of September to elect the officers. Stout said that previously they decided that they would elect the positions at the first board meeting. She had checked with other districts' policies and that is how theirs read. Hamby said after last year's issue, a policy had been revised to add wording so they didn't have this issue again. She said again that from the end of August until the end of September, which is the board meeting, that they would have no executive committee in place again this year. Stout said she would suggest electing a pro-temp the end of August to be in place until the September meeting since this is not a usual occurrence. Hamby asked for Patton's advice. Patton said if the Board has interest in electing a chair, he doesn't know if there's a preference for that as long as someone is in place. He said that was the difficulty last time-not having anyone to fill in last time when both positions became vacant and there just needs to be something in place. Hamby said she doesn't understand why they need to do a pro-temp just for a month, just fix the problem and let the Board run smoothly. Stout said she gets where Hamby is coming from but not to change and override policy for a situation that doesn't happen often and may not occur for many more elections. Hamby said she understood that the parliamentarian opens the meeting if no chair and vice chair and Stout and Nichols said they read where the secretary opens meetings if no chair and vice chair. King verified this per Robert's Rules of Order and said after meeting came to order that the secretary would elect a chair pro-temp for that meeting only. Patton said the bigger issue he's hearing is not so much running a meeting, but rather having no executive committee in place. Hamby said yes, that's her concern. King said if the need arose they could call a meeting just for that purpose. Stepp asked Patton if the Robert's Rules of Order not their safety net. Patton said sure, but Robert's Rules or Order is a policy and it doesn't prescribe a method to create an executive committee without a chairman or vice chair in place. Hamby said since it seems there can't be an agreement, she is just going to table this and move on. 

Discussion:  Hamby told everyone that these were all policies recommended by TSBA due to new legislation dropping. 
1.500-Hamby presented-no discussion. 
1.800-Hamby presented-no discussion. 
2.403-Hamby presented-no discussion. 
2.806-Hamby presented-no discussion. 
3.202-Hamby presented-no discussion. 
3.205-Hamby presented-she asked Stepp if he had anything for line 28 of the policy. Stepp said they were working on that currently. She said they will discuss at full board meeting since Stepp indicated they should be done with the safety assessments this week. 
3.400-Hamby presented-and asked for it to be tabled, so Patton could look at it more. Stepp said he will talk to Patton about it. 
4.201-Hamby presented-no discussion. 
4.213-Hamby presented-no discussion. 
4.215-Hamby presented and told the committee that this is a brand-new policy. She asked Stepp how line 6 should read. Stepp said Director or designee. Hamby told every one that more policies would be coming regarding AI. Hamby asked what Stepp would suggest for local expectations. He said they are working on it and it will be a process. Hamby said they will table this until Stepp can put more information together to present to board. 
Hamby made the motion to pass 1.500, 1.800, 2.403, 2.806, 3.202, 3.205, 4.201, 4.213 to the bull board for first and second reading. She made the motion to table 3.400 and if Patton and Stepp come up with how the certificate should read, they can present to full board. She recommended to table 4.215 until July policy meeting. Nichols with the second. 
Hamby adjourned the policy committee meeting at 4:20 p.m. 

Discussion:  King opened this portion of the meeting in Davis' absence. 

Discussion:  King asked for a motion to approve minutes. Stout with the second. 

Discussion:  Committees were adjourned at approximately 4:28 pm with a motion from Hamby and a second from Nichols.