Policy 1305: Electronic Meetings

The Grand Rapids Board of Education may hold electronic meetings either telephonically or via video conferencing consistent with the provisions of the Michigan Open Meetings Act or other applicable law. 

Board Remote Meetings 

The entire Board may hold a public meeting and the public may participate remotely under the following circumstances:

1. Before March 31, 2021, the board may hold an electronic meeting for any reason.
2. After March 31, 2021 through December 31, 2021, the Board may hold an electronic meeting if there is a local state of emergency or state of disaster if the area affected is where the Board usually holds its meetings, or if convening a meeting in the physical location of the affected area would risk the personal health or safety of the board or the public. 

Board Member Attendance at Remote Meetings 

A Board member may attend an in-person Board meeting electronically, be counted toward a quorum, and participate in the same manner as if he or she were in person for the following reasons:

1. Before March 31, 2021 a. for any reason
2. After March 31, through December 31, 2021
   1. medical condition
   2. military duty
   3. if there is a local state of emergency or state of disaster
   4. if the Board member’s attendance at the meeting would risk the personal health and safety of the board or the public e. if the state of emergency affects the area where the Board member resides and if the Board member’s in-person attendance would risk the personal health and safety of the board or the public.
3. After December 31, 2021, only members who are absent for military duty may attend board meetings electronically. 

Members of the Board who desire to attend an in-person meeting remotely must provide notice to the Board President at least 24 hours before the meeting. 

At the beginning of the meeting, the Board member attending remotely must make a public announcement at the beginning of the meeting that the member is attending remotely and identify the member’s physical location by stating the city and state from which he or she is attending the meeting remotely. The Board member’s announcement must be recorded in the minutes of the meeting. The requirement that the board member state his/her location does not apply to a Board member attending remotely because of military duty.

Public Participation 

Members of the public do not have to register or provide a name to attend an electronic Board meeting. The public may address the Board at the time specified in the agenda and according to the rules established by the Board. The Board may also use technology to facilitate typed comments during the meeting submitted by members of the public that may be read or shared with members of the Board. 

Public Notice 

Notices of Board meetings shall be posted at least 18 hours before the meeting. The notice must be placed on the District’s website’s homepage in the location where it notices its regular and special meetings. The notice shall explain the following:

1. Why the Board is meeting electronically
2. How members of the public can participate in the meeting electronically 
3. How members of the public can contact Board members to provide input or ask questions on any business that will come before the Board
4. How persons with disabilities can participate in the meeting If the Board will be convening in a physical location with one or more Board members attending remotely, the notice must include both the physical location of the meeting and the manner in which the public can attend the meeting virtually. 

Meeting Agenda 

The meeting agenda shall be made public at least two (2) hours before the electronic meeting and placed on the District’s website with the notice of the meeting. The publication of the agenda does not prohibit subsequent amendment to the agenda at the meeting.