Purpose
The Eastern North Carolina School for the Deaf (ENCSD) Board of Trustees recognizes the importance of conducting Board meetings in a manner that is transparent, orderly, lawful, and accessible. This policy establishes expectations for the conduct of Board meetings in alignment with applicable federal and state laws, while ensuring accessibility and effective communication for Deaf and hard of hearing students, families, employees, and members of the public.
I. Policy Statement
The Board of Trustees shall conduct its meetings in accordance with applicable North Carolina law, Board of Trustees bylaws, and adopted procedures governing ENCSD. Board meetings shall be structured to promote effective governance, informed decision making, public participation as required by law, and respect for due process. All official actions of the Board shall occur in properly noticed meetings and be recorded as required by law.
II. Types of Board Meetings
The Board of Trustees may hold the following types of meetings, as permitted by law:
- Regular meetings
- Special meetings
- Emergency meetings
- Closed sessions
All meetings shall be conducted in compliance with the North Carolina Open Meetings Law and other applicable state requirements, including notice and recordkeeping requirements.
III. Quorum and Voting
A quorum, as defined by applicable law and Board of Trustees bylaws, shall be required for the Board to conduct official business.
Board actions shall be taken by majority vote of the members present and voting, unless a greater vote is required by law.
Board members shall vote in open session except as permitted by law.
IV. Public Participation
The Board of Trustees values appropriate public input and shall provide opportunities for public comment in accordance with Board of Trustees adopted procedures.
Public participation shall be conducted in an orderly manner and may be subject to reasonable time, place, and manner restrictions to ensure the efficient conduct of Board business.
V. Accessibility and Effective Communication
ENCSD shall ensure that Board meetings and related communications are accessible to Deaf and hard of hearing individuals and other persons with disabilities.
This includes, as appropriate:
- Provision of qualified interpreters, captioning, or other auxiliary aids and services
- Use of accessible and plain-language meeting materials
- Accessible meeting locations and virtual participation options when available
- Advance notice of meetings and agendas in accessible formats
Requests for accommodations shall be handled in accordance with applicable law and ENCSD procedures.
VI. Closed Sessions
The Board of Trustess may enter closed session only for purposes permitted by North Carolina law, including but not limited to matters involving personnel, student records, attorney-client privilege, and confidential information.
Closed sessions shall be conducted in accordance with statutory requirements, and no final action shall be taken in closed session unless permitted by law.
Board members shall maintain the confidentiality of information discussed in closed session.
VII. Legal Compliance and Due Process
Board meetings shall be conducted in compliance with all applicable federal and state laws, including due process requirements.
This policy shall not be interpreted to limit rights or remedies available under the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, or other applicable laws.
The Board shall ensure that its meeting practices uphold fairness, transparency, and the integrity of the governance process.
Legal References
- North Carolina General Statutes §§ 143-318.9 through 143-318.18 (Open Meetings Law)
- North Carolina General Statutes § 115C-142 (Governance of the Eastern North Carolina School for the Deaf)
- Americans with Disabilities Act (ADA), 42 U.S.C. § 12101 et seq.
- Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794