Board members may attend and participate by electronic means in regular, special, or study session meetings of the Board in accordance with this policy and state law. For purposes of this policy, "electronic means" is defined as attendance via telephone, video, or audio conferencing, or other electronic device.Board members may attend and participate by electronic means in a regular or special Board meeting only when extenuating circumstances prevent a Board member from physically attending the meeting. For purpose of this policy, examples of extenuating circumstances include a Board member's job, military service, a Board member's personal health condition, a family emergency, or a state of emergency that requires the Board member to be out of the District or away from District property at the time of the meeting.
A meeting at which one or more Board members attend and participate by electronic means shall be open to the public, except for periods in which the Board is in executive session. A quorum of the Board, including members physically present and members attending electronically, is required to convene a meeting.
The electronic means used shall allow the public to hear any comments made by the Board member(s) participating by electronic means and allow the Board member(s) to hear the comments made by the public. A Board member participating by electronic means will be included in the recording of the Board meeting.
A Board member who attends and participates by electronic means in a Board meeting shall have access to any materials that are presented and available to members who are physically present at the meeting.
A Board member who seeks to attend and participate by electronic means in a regular or special Board meeting shall notify the Board President and Superintendent at least three (3) business days prior to a meeting and shall explain the extenuating circumstances that prevent the Board member from physically attending the meeting. If such notification is not possible under the circumstances, the Board member shall notify the Board President and Superintendent as soon as is reasonably possible of the request to attend by electronic means. Prior notice is not required if the District is closed due to extenuating circumstances and all Board members are participating electronically.
If the request is approved, a Board member who attends and participates in a regular or special Board meeting by electronic means shall identify for the recording the location from which he or she is participating, those present, and the extenuating circumstances that prevented the Board member from physically attending the meeting. If the Board convenes in executive session, the Board member attending and participating by electronic means shall ensure confidentiality during that portion of the meeting.
A Board member may attend and participate by electronic means in a maximum of two (2) regular or special Board meetings per school calendar year unless extenuating circumstances justify an increase of this maximum and necessitate additional electronic appearances. Unless otherwise approved by the Board due to extenuating circumstances, additional requests to attend and participate by electronic means will be denied. The Board may elect to have all members appear electronically under extenuating circumstances.
In accordance with state law, the Board shall declare a vacancy if a Board member fails to attend three (3) consecutive regular Board meetings, unless the Board member's absences is otherwise excused by the Board.
A Board member's failure to comply with this policy may result in the Board's refusal to allow that Board member to participate by electronic means in Board meetings.
Adoption Date: February 08, 2016
Last Revised: March 23, 2020
| Cross References: | BE - School Board Meetings/Regular Meetings/Special Meetings |
| Legal References: | C.R.S. § 22-31-129 (Board Vacancies) |
| C.R.S. § 22-32-108(7)(a) (Board Must Adopt Policy Allowing Electronic Participation) | |
| C.R.S. § 22-32-108(7)(b) (policy requirements if electronic participation is permitted) | |
| C.R.S. § 24-6-401 et seq. (Open Meetings Law) | |