The board of education shall transact all business at official meetings of the board.  These may be regular, continued or reconvened, special or emergency meetings, defined as follows:

1. Regular Meeting – the usual, official legal action meeting held regularly.
2. Continued or Reconvened Meeting – a meeting assembled for the purpose of finishing business appearing on an agenda of a previous meeting.
3. Special Meeting – an official legal action meeting called between scheduled regular meetings to consider specific topics.
4. Emergency Meeting – an official legal action meeting held only for dealing with situations involving either injury to persons, or injury or damage to public or personal property, or immediate financial loss so severe that the 48-hour notice period for a special meeting would be impractical and increase the likelihood of injury or damage or immediate financial loss.

A “meeting” is defined as the gathering of a quorum of members of the technology center to propose or take legal action, including any deliberations with respect to such action. The proceedings of all board meetings shall be recorded in written minutes.

No meetings will be held by teleconference. However, meetings may be held by videoconference as long as the meeting conforms to the requirements of Oklahoma’s Open Meeting Act.  Accordingly, any meeting conducted by videoconference must meet the following requirements: 

1. A quorum must be present in person.
2. The meeting notice and agenda prepared in advance of the meeting shall indicate that the meeting will include videoconferencing locations and shall state the location, address and telephone number of each available videoconference site, the identity of each member of the body and the specific site from which each member of the body shall be physically present and participating in the meeting.
3. After the meeting notice and agenda are prepared and posted, no member of the public body shall be allowed to participate in the meeting from any location other than the specific location posted on the agenda in advance of the meeting.
4. In order to allow the public to attend and observe each board member carrying out their duties, a member of the board desiring to participate in a meeting by videoconference shall participate from a site and room from within the technology center.
5. Public bodies may provide additional videoconference sites as a convenience to the public, but additional sites shall not be used to exclude or discourage public attendance at any video at any videoconference site.
6. The public shall be allowed to participate and speak, as allowed by rule or policy set by the public body.
7. Any materials shared electronically between members of the public body, before or during the videoconference, shall also be immediately available to the public, unless confidential or privileged under applicable law, in the same form and manner as shared with members of the public body. 
8. All votes occurring during any meeting conducted using videoconferencing shall occur and be recorded by roll call vote.
9. Executive sessions by videoconference are prohibited. 

The regular meeting of the board of education shall be on the second Tuesday of each month at 12:15 o’clock p.m. unless otherwise scheduled at the designated campus locations and Wilburton Administrative Office.  A schedule of the meeting dates for the calendar year is filed in the office of the Latimer County Clerk prior to December 15th of each year. The board may change the meeting place and hour of the meeting by agreement of a majority of the whole number elected.

Unless otherwise provided by law, any officer of the board of education may, if required, cause an Affidavit of Board Action to be signed and submitted to the State Department of Education in lieu of approved board minutes to provide proof of an action approved or taken at a board meeting.

The Affidavit of Board Action shall include:

1. the county or district code,
2. the name of the technology center,
3. the date of the board meeting,
4. the agenda item number approved,
5. a summary of the action approved,
6. an affirming signature representing the district from the technology center superintendent or the assistant superintendent, and
7. an affirming signature representing the technology center board from the board president or chair, or from a board officer.

The State Department of Education shall accept a signed Affidavit of Board Action as certification that the board has approved or taken a specific action at a board meeting. The submission of a signed Affidavit of Board Action shall not exempt the board of education from keeping minutes of a meeting in accordance with OKLA. STAT. tit. 25 § 312. 

Notification of Meetings

Notice of all meetings of the board of education shall be made in accordance with the Oklahoma Open Meeting Act.   

Notice to County Clerk

Prior to December 15 each year, the board of education shall provide the county clerk a listing of the time, date, and place of all regular meetings for the coming calendar year.

Any change in the date, time, or place of a regular meeting shall be provided in writing to the county clerk at least ten days prior to implementing the change.  

Notice of the time, date, and place of a special meeting shall be provided to the county clerk in person, in writing, or by telephone at least forty-eight (48) hours prior to the meeting.

Emergency meetings may be held without the required public notice if it is reasonably believed that delay would increase the likelihood of personal injury, property damage, or immediate financial loss to the district.  The person calling an emergency meeting shall give as much advance notice as is possible in person or by telephone. 

Meeting Notices

At least twenty-four (24) hours prior to a regular or special meeting, a meeting agenda shall be posted which shall include the date, time and place of the meeting and the business to be undertaken at the meeting. The calculation of the twenty-four (24) hour period shall exclude Saturdays, Sundays, and holidays.  

Written notice of the date, time, and place of the meeting will be mailed or delivered to each person, newspaper, wire service, radio station, and television station that has filed a written request for such notice. Such requests must be renewed annually, and an annual fee of Eighteen Dollars ($18.00) will be charged each person or entity that requests written notification. 

Continuing Meetings

In the event any meeting of the board is to be continued or reconvened, public notice of the action, including the date, time, and place of the continued meeting, shall be given by announcement at the original meeting.  Only matters appearing on the agenda of the meeting which is continued may be discussed at the continued or reconvened meeting.

Special meetings of the board may be called by the president at any time, and he/she shall call special meetings whenever so requested, in writing, by any member of the board. Business transacted at any special meeting may be for either a specific or a general purpose. 

Internet Website

The district shall make available on its website a schedule and information about regularly scheduled meetings of the district’s board of education.  The information shall include the date, time, place, and agenda of each board meeting.  When reasonably possible the district shall also provide information about the date, time, place and agenda of any special or emergency meeting of the district’s board of education. 

Videoconference

In any instance in which the board, in accordance with the Open Meetings Act, will conduct a meeting by videoconference, its meeting notice and agenda shall indicate that the meeting will include videoconferencing locations and shall state the location, address, and telephone number of each available videoconference site.  The notice and agenda shall also state the identity of each member of the board of education who shall participate in the board’s meeting by videoconference and the specific site from which each member of the board shall be physically present and participating in the meeting. 

Determining Agenda

1. The agenda for the meeting shall be prepared by the superintendent with the advice and recommendation of the president of the Board of Education. 
2. It shall be sent to each member in advance of the meeting together with other school reports and information concerning items to be discussed as it is deemed necessary.
3. Members of the board shall refer to the superintendent any matters they wish to be included in the agenda. The agenda shall constitute an official notice of meeting. 

Quorum Board Meeting Procedure

A quorum consisting of a majority of the board membership shall be necessary to conduct business at a meeting of the board of education. In the event that a quorum is not present and a regularly scheduled board meeting cannot be convened, the meeting shall be cancelled. If a regularly scheduled board meeting is cancelled due to lack of a quorum, a notice of such cancellation shall be immediately prepared and posted with the original agenda of the cancelled meeting.  A special meeting may then be called with the appropriate minimum of 48 hours’ notice to the county clerk. The agenda for the special meeting shall include all of the items listed on the agenda of the regular meeting.

If a quorum is present, but the meeting needs to be relocated due to lack of space, building problem, etc., a motion to reconvene the meeting at another place will be made and voted upon. If the board decides to reconvene the meeting, the decision will be announced and a written notice will be posted with the original agenda showing the date, time and place of the reconvened meeting. The minutes of the original meeting will reflect the decision to reconvene and the full announcement. 

Committees

1. There shall be no standing committees.
2. The president shall appoint ad hoc committees as directed by a majority vote of the board.
3. All proposed and/or recommended action by committees must be reported to the board for consideration and possible implementation by the board.

Public Participation in Board Meetings

All regular, special, and emergency meetings of the Kiamichi Technology Center Board of Education shall be open to the public.

The board wishes to hear the viewpoints of citizens throughout the district and considers the responsible presentation of these viewpoints vital to the efficient operation of the school system. The board also recognizes its responsibility for the proper governance of the schools and the need to conduct its business in an orderly and efficient manner. The board, therefore, directs the superintendent to establish procedures providing for limited participation at school board meetings for the citizens of this district.

In accordance with the policy of the Board of Education, the following regulations shall govern visitors attending board meetings.

1. Any individual wishing to address the Board of Education shall communicate such wish to the superintendent by letter. The letter must state the nature of the matter to be discussed, the full name of the person making the request and what is expected from the board. The letter must be received by the superintendent at least seven (7) days prior to the next regularly scheduled meeting in order to be placed on the agenda. (The agenda must be posted twenty-four business hours prior to the meeting.) The superintendent must inform the board president of any individual or organization denied the opportunity to address the board of education.
2. Individuals or groups wishing to speak during the public comment period of the meeting must check in with the board clerk at least fifteen minutes prior to the start of the board meeting. 

The board clerk shall ask all visitors to list their names in the visitor’s register.

Board members and administrative staff will not respond to questions from the public at the board meeting. Proper questions from members of the public may be referred to the superintendent for later report to the board.  The board will not, in most instances, be able to vote on matters brought forward by the public during public participation time if such matters are not specific agenda items. Such items may be placed on the agenda for the next meeting.

The president of the board shall recognize speakers, maintain proper order, and adhere to time limits, if any established by the board. Participants comments shall be limited to a maximum of five (5) minutes.  Specifically, the president may require all proponents of one side of an issue to elect one spokesperson. Repetitive comments by consecutive individuals will not be allowed.

Members of the public shall not be recognized while the board is conducting its official business.

The board shall not hear personal complaints unless the proper administrative procedures concerning complaints have been followed. The board will not tolerate personal attacks on members of the board, the administrative staff, or any employee.  

Reference:  25 OKLA. STAT. §303, 304, 307.1, 311, 312;  74 OKLA. STAT. §3106.2;  OKLA. STAT. tit. 70, § 5-118 (2025) 

 

Adopted September 9, 2025