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SHIPMAN-RECOMMENDED POLICY UPDATE
Under the Freedom of Information Act, public agencies, including boards of education, must make
their meetings, other than executive sessions, open to the public. We have revised this policy in
light of June Special Session, Public Act No. 21-2, which requires boards of education to provide
board members with the opportunity to participate in public meetings by means of electronic
equipment. The new law also allows, but does not require, until April 30, 2022, public agencies to
hold public meetings that are accessible to the public through electronic equipment, or through
electronic equipment in conjunction with an in-person meeting. Accordingly, Section 5 of the
revised bylaw, Procedures for Public Participation by Means of Electronic Equipment, is optional.
However, if boards do not adopt this section of the revised bylaw, they should be prepared to
accommodate any changes necessitated by pandemic-related conditions in the event that such
conditions warrant a return to fully remote board meetings.
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BYLAWS OF THE BOARD
MEETING CONDUCT
1. Definitions
For purposes of this policy:
A. “Electronic equipment” means any technology that facilitates real-time public
access to meetings, including, but not limited to, telephonic, video, or other
conferencing platforms.
B. “Electronic transmission” means any form or process of communication not
directly involving the physical transfer of paper or another tangible medium,
which (A) is capable of being retained, retrieved and reproduced by the
recipient, and (B) is retrievable in paper form by the recipient.
2. Meeting Conduct
A. Meetings of the Board of Education shall be conducted by the Chairperson in
a manner consistent with the provisions of the Freedom of Information Act
and the adopted bylaws of the Board.
B. All Board meetings shall commence at, or as close as practicable to, the
stated Time, provided there is a quorum.
MEETING CONDUCT Page 1 of 4
C. All regular and special Board meetings shall be guided by an agenda which
will have been prepared and delivered in advance to all Board members and
other designated persons.
D. The Board of Education may recess any regular or special meeting to a
specified time and place.
E. Protocol for meetings of the Board of Education follows parliamentary rules
and procedures as outlined by Robert’s Rules of Order.
3. Procedures for Electronic Participation
A. Effective July 1, 2021 until April 30, 2022, Board members may participate in
meetings electronically (e.g., conference call, video conferencing, etc.) under
the conditions set forth herein. When such conditions are met, any Board
member participating telephonically shall be counted for the purpose of
constituting a quorum. The Board is not required to adjourn or postpone a
meeting if a Board member loses the ability to participate because of an
interruption, failure, or degradation of that member’s connection by
electronic equipment, unless the member’s participation is necessary to
form a quorum. Conditions for participation are as follows:
1. Any Board member participating electronically must identify
themselves during roll call and again prior to their first comments or
questions. Board members are encouraged to identify themselves
prior to subsequent comments or questions. Board members shall
also identify themselves as part of any Board voting.
2. Any physical or demonstrable material that is used in the course of
the proceedings must be present in the place where the public is
located; and
3. All those in attendance at the meeting, at whatever location, must be
able to hear and identify all participants in the proceeding, including
their individual remarks and votes.
4. After April 30, 2022, Board member participation in meetings by means
of electronic equipment shall be governed by all applicable laws, rules,
regulations, and guidance, as appropriate, in effect at the time of such
participation.
B. When a Board member is participating in a meeting electronically, the
Chairperson shall take the necessary steps to ensure that a Board member
participating telephonically has adequate opportunity to express
himself/herself in Board discussion, including the opportunity to take the
floor and make motions.
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4. Citizens’ Comments
A. The Board may permit any individual or group to address the Board concerning
any subject that lies within its jurisdiction during the portion of any Board
meetings so designated for such purpose. Citizens’ Comments shall be subject
to the following guidelines:
1. Three (3) minutes will be allotted to each speaker on each subject
matter, and a maximum of fifteen (15) minutes will be allotted to each
subject matter. The Board may decide by a majority vote to extend the
15 minutes of time allotted to each subject matter, but in no event shall
the total time allotted to each subject matter exceed 30 minutes. The 3
minutes of time allotted to each speaker cannot be extended. Time not
used by a speaker cannot be retained for later use by that speaker and
cannot be allotted to another speaker. Speakers may provide written
testimony or handouts to the Board, which will become part of the
public meeting record. Speakers are not permitted to make
presentations to the Board using PowerPoint, overhead projectors, or
other electronic/digital programs.
2. A Board of Education member shall be appointed by the Chairperson to
act as timekeeper for the meeting, if deemed necessary by the
Chairperson.
3. All speakers must identify themselves by name and address.
4. The Board will not respond to comments made during Citizens’
Comments, with the exception that the Chairperson only may respond
if, in the discretion of the Chairperson, such comments require an
immediate response.
5. The Board may not limit the subject of a citizen’s comments, except that
formal charges or formal complaints must be initiated in writing only in
accordance with Policy 1312P General Complaint Procedures.
Reasonable standards for decorum are expected.
6. No inappropriate or disrespectful conduct or personal attacks shall be
permitted at any Board of Education meeting. Persistence in such
conduct shall be grounds for summary termination, by the Chairperson,
of that person's privilege of address. The Chairperson may also ask such
person to leave the meeting.
7. If a meeting of the Board of Education is interrupted by disturbances or
inappropriate or disrespectful conduct and order cannot be restored,
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the Chairperson may order the room cleared and then continue with
the meeting. Members of the press and members of the public not
participating in such disturbance and/or not participating in such
inappropriate or disrespectful conduct may be allowed to remain.
5. Actions by the Board
No action will be taken at a special meeting unless the subject acted upon was listed in
the agenda published for that meeting. Additions may be made to the agenda at a
regular meeting for which action may be considered.
All motions and each member's vote taken by the Board shall be identified clearly in
minutes of the Board meeting as provided in Bylaw 9326: Minutes.
Legal Reference: Connecticut General Statutes
18-a Definitions. 1-19 Access to public records. 1-21
Meetings of government agencies to be public. 1-21a
Recording, broadcasting or photographing meetings.
1-21d Adjournment of meetings. 1-21g Executive
sessions. 1-21h Conduct of meetings. 1-21i Denial of
access to public records or meetings. 10-224 Duties of
the secretary.
Bylaw adopted by the Board: November 18, 1997
Bylaw revision: January 8, 2013
Bylaw revision: August 12, 2014
Bylaw revision: August 10, 2021
Bylaw revision: December 14, 2021
COLCHESTER PUBLIC SCHOOLS
Colchester, Connecticut
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