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Board Meetings

Revised: 5-9-12, 9-10-14, 8-10-22, 2-12-25, 10/14/26

Philosophy

The South Sanpete Board of Education recognizes its responsibility to conduct its official business in an orderly and open manner, as required by law. Through various Board Meetings, the Board shall create policies, make decisions, appropriate money, and represent its patrons in meeting the needs of the students of the District. The Board relies on clear, high-quality information from District staff, community members, and themselves in order to achieve this objective. The citizens of the District have a right to expect the Board to make decisions based upon careful consideration after studying pertinent information.

Definitions
  1. “Meeting” means a gathering of the Board with a quorum present that is convened by an individual with authority to convene the Board and following the Board’s process for convening and for the express purpose of acting as the Board to receive public comment about, deliberate about, or take action on a relevant matter. A “relevant matter” is one which is within the scope of the authority of the Board but does not include a managerial or operational matter. Members of the Board constituting a quorum may not act together in a concerted and deliberate way outside a meeting of the Board to predetermine an action to be taken by the Board at a meeting on a relevant matter.

Utah Code § 52-4-103(5), (11) (2024)
Utah Code § 52-4-208(1) (2024)

  1. Open to the Public: Every Meeting of the Board shall be open to the public unless closed pursuant to Utah Code: 52-4-201 (1), 52-4-204, 52-4-205, and 52-4-206.
  1. Public Recording: All, or any part, of the proceedings in any open Board Meeting may be recorded by any person in attendance provided that the recording does not interfere with the conduct of the Meeting pursuant to Utah Code: 52-4-203 (5).
  1. Quorum: A majority of Board Members shall constitute a quorum for Meetings of the Board pursuant to Utah Code: 52-4-103 (10) (a) and 53A-3-201 (5)
  2. Rules of Order and Procedure
    The Board shall follow rules of order and procedure to govern a public meeting of the Board of Education. The rules of order and procedure shall include a set of rules that govern and prescribe in a public meeting:
    1. Parliamentary order and procedure;
    2. Ethical behavior; and
    3. Civil discourse
Policy

It is the policy of the South Sanpete Board of Education to conduct all Meetings in accordance with Utah Law for the purpose of discussing or acting upon a matter over which the Board has jurisdiction. The Board of Education shall transact its business at a legal Meeting of the Board. The Board also plans to conduct its meetings in a time-efficient manner to accomplish the greatest amount of work possible. All public meeting, including scheduled Board meetings, shall be conducted in accordance with the rules of order and procedures. Utah Code § 53A-3-102 (2011)

 Notice Requirements

Public notice of annual meeting schedule—

At least once each year, the Board shall give public notice of its annual meeting schedule. The notice shall specify date, time and place of such meetings.

Utah Code § 52-4-202(2) (2023)

Notice of specific meetings—

In addition, the Board shall provide public notice of each meeting at least 24 hours in advance of each meeting; such notice shall include the agenda, date, time and place of the meeting.

Utah Code § 52-4-202(1) (2023)

Action limited to meeting agenda—

Where a meeting agenda must be included in the required public notice of a Board meeting (as stated in the paragraph above), that agenda shall be sufficiently specific to notify the public of the topics to be considered at the Board meeting. To be sufficiently specific, the agenda shall at least list each anticipated topic under an agenda item in a manner which identifies the subject of discussion and if known the nature of the Board action being considered on the subject. The Board may not consider a topic in an open meeting which was not listed under an agenda item and included with the advance public notice of the meeting, except that if an unlisted topic is raised by the public during an open meeting, the Board may at the discretion of the presiding Board member discuss the topic but may not take any final action on that topic during the meeting. This limitation may not apply to an emergency meeting where the requirements for holding and giving the best practicable notice of such a meeting have been met. (See “Emergency Meeting” below.)

Utah Code § 52-4-202(6) (2023)

When the Board is considering whether to levy a tax rate exceeding the certified tax rate, the Board will give notice that it is considering doing so by making a statement during a public meeting held on or after May 1 but before June 13 that includes the information required by Utah Code § 59-2-919(4)(b)(i). In addition, the agenda for the meeting at which the statement is provided will give notice that the Board intends to make this statement.

Utah Code § 59-2-919(4)(b) (2026)

When the Board is meeting to conduct a public hearing with respect to adopting the budget or levying a tax rate which exceeds the certified tax rate, the Board’s agenda must be limited to the hearing(s) and discussion and action on those items. The Board may not hold another meeting on the same date to address general business items and may not hold another public hearing on the same date. The meeting must begin at or after 6:00 p.m., and the meeting time may not be scheduled at the same time as the public hearing of another overlapping taxing entity in the same county as the District. The meeting must also be available for individuals to attend or participate either in person or remotely through electronic means.

Utah Code § 59-2-919(8)(b)(i), (c), (e), (f) (2026)

Giving notice of meeting—

Public notice of each Board meeting and of the Board’s annual meeting schedule shall be given for at least 24 hours by:

  1. Posting written notice at the local Board of Education office;
  2. Posting notice on the Utah Public Notice Website; and,
  3. Posting notice on the District’s website.
  4. Notice of each Board meeting shall also be given to each interested mayor or interested county executive (or their designee). An “interested mayor” is the mayor of a municipality that is partly or entirely within the boundaries of the school district. An “interested county executive” is the county executive or county manager of a county with unincorporated area within the boundaries of the school district. This notice shall be provided by mail, email, or other effective means agreed to by the person to receive notice.

Utah Code § 52-4-202(3), (4) (2023)
      Utah Code § 63G-30-102(1) (2023)
      Utah Code § 53G-7-208(3)(e) (2019)

When the Board meeting is for the purpose of a public hearing on a proposed tax increase which exceeds the certified tax rate, the Board shall also, at least 24 hours before the hearing, post on the District website instructions as to how
      individuals can connect to and participate virtually in the public hearing.

Utah Code § 59-2-919(6)(b)(ii), (8)(g)(i) (2026
Types of Board Meetings
  1. Regular Board Meeting

Unless otherwise altered by Board action, the Board’s Regular Meetings shall be held at one of the local schools or at the District Office, 39 South Main, Manti, Utah, on the second Wednesday of each month commencing at 3:30 p.m.

In instances when the second Wednesday of the month falls on a legal holiday or other conflict can be anticipated, the regular Meeting of the Board shall be scheduled in the Annual Meeting Schedule or in the previous month's regular Meeting. All regular Meetings shall be open to the public and the press.

All changes of regular Meetings from normal dates, times or places shall be advertised in the press, on the District Office door, and on the District Website, at least one day prior to the date of the Meeting unless otherwise prescribed by law.

  1. Emergency Meetings

In case of emergency or urgent public necessity which renders it impractical to give the notice identified in the paragraphs above, the best notice practicable shall be given of the time and place of the meeting and of the topics to be considered at the meeting. No such emergency meeting of the Board shall be held unless an attempt has been made to notify all of its members and a majority of the members vote in the affirmative to hold the meeting.

Utah Code § 52-4-202(5) (2023)

3,   Work Meetings

A Work Meeting is called to acquaint the Board with information concerning many phases of the operation of the District. At these Meetings, no official action may be taken, an agenda may or may not be prepared, and minutes (recording and written), shall be kept. With the exception of details of minor importance, the Board shall discuss only business and information relating to the call of the Meeting.

In the event the Board, or any if its Members, meet with representatives of the Utah School Boards Association (USBA) for the purpose of receiving or participating in instruction regarding Board functions or activities, and not for the purpose of discussing or acting upon a subject over which the Board has jurisdiction, the Board is not required to comply with the Utah Open and Public Meetings Act. Utah Code 52-4-1

4. Closed Meetings

A Closed Meeting may be called by the President or presiding Board Member and may be held upon two-thirds affirmative vote of the Board Members present at a Meeting for which public notice was given, providing a quorum is present.

No resolution, rule, regulation, action, contract or appointment shall be approved in a Closed Meeting, nor may the Board interview an applicant to fill an elected position at such a Meeting.

The recording and minutes of the Open Meeting at which the vote is taken to hold a Closed Meeting shall contain the reason or reasons, for holding a Closed Meeting and the votes, by name, of the Members present, either for or against the proposition to hold such a Meeting. Utah Code 52-4-202 and 204 (2024)

Purposes of Closed Meetings:

  1. Discussion of the character, professional competence, or physical or mental health of an individual;
  2.       Strategy sessions to discuss collective bargaining;
  3.       Strategy sessions to discuss pending or reasonably imminent litigation;
  4. Strategy sessions to discuss the purchase, exchange, or lease of real property when public discussion of the transaction would disclose the appraisal or estimated value of the property under consideration or prevent the public body from completing the transaction on the best possible terms;
  5.        Strategy sessions to discuss the sale of real property when:
    •       Public discussion of the transaction would disclose the appraisal or estimated value of the property under consideration or prevent the public body from completing the transaction on the best possible terms,
    •        The public body had previously given public notice that the property would be offered for sale;
    •        The terms of the sale are publicly disclosed;
  6.       Discussion regarding deployment of security personnel, devices, or systems;
  7.       Investigative proceedings regarding allegations of criminal

If the meeting is closed for the purpose of items A or G, then the person presiding must sign a sworn statement affirming that the sole purpose of closing the Meeting was to discuss those specific topics, and neither a recording nor minutes

shall be kept for that portion of the Closed Meeting. Board Members and other persons attending the session are honor bound not to disclose the topic or details of discussion at Closed Meetings. For all other items mentioned (B-E and G) a recording shall be kept of and written minutes may be recorded. Such recordings, and any minutes shall include:

  •        The date, time and place of the meeting;
  •        The names of members present and absent; and
  • The names of all others present except where such disclosure would compromise the confidential nature of the issues being discussed or otherwise infringe the privacy rights of the other

The Superintendent, or his designated representative, shall attend all Closed Meetings except those that pertain to the Superintendent's employment. The Board may invite staff members or others to attend such sessions at its discretion.

No official action shall be taken at Closed Meetings. To take final action on any matter discussed, the Board shall reconvene in Open Meeting to do so.

Utah Code 52-4-205(1) and 206(6)

Annual budget meeting notice—

In addition to complying with the aforementioned public notice requirements, in regards to the budget hearing, the Board shall do the following:

  1. Publish the required newspaper advertisement and/or electronic newspaper advertisement (see Utah Code § 45-1-101 (2023) and the required Utah Public Notice Website advertisement at least ten days before the day on which the hearing is held
    1. The public hearing notice will include information on how the public may access the proposed budget.
  2. File a copy of the proposed budget with the Board’s business administrator for public inspection; and
  3. Post a copy of the proposed budget on the District’s website.

Utah Code § 53G-7-303(3) (2025)

If the Board is considering a tentative or proposed budget which includes a tax rate in excess of the certified tax rate, or if the Board meeting is required to consider whether to adopt a tax rate in excess of the certified tax rate, the Board shall provide the notices and schedule the required meetings and hearing as required by Utah Code § 59-2-919 and Utah Code § 59-9-924.

Utah Code § 53F-8-201(3) (2019)

Utah Code § 59-2-919 (2026)

Utah Code § 59-2-924 (2026)

Bond or tax increase election hearing notice—

In addition to complying with the aforementioned public notice requirements, if the Board is meeting under the Transparency of Ballot Propositions Act to hear arguments for or against a ballot proposition to authorize issuance of bonds or to increase taxes, the District’s election officer must post notice of the time, date, and place of the meeting (along with the arguments for and against the proposition):

  1. On the Statewide Electronic Voter Information Website for 30 consecutive days before the election on the proposition;
  2. On the District’s website in a prominent place for 30 consecutive days before the election on the proposition;
  3. If the District publishes a newsletter or other periodical, in the next scheduled edition before the election on the proposition.

Utah Code § 59-1-1604(6) (2016)

Utah Code § 59-1-1605 (2016)

            The meeting must begin at or after 6:00 p.m.

Utah Code § 59-1-1605(3)(b) (2016)

Bond issuance hearing notice—

In addition to complying with the aforementioned public notice requirements, if the Board is meeting to consider authorizing issuance of bonds under the Local Government Bonding Act, it shall publish notice of the intent to issue bonds on the Utah Public Notice Website in the same manner as a meeting notice as set forth above for at least 14 days before the public hearing on the bond issuance as required by Utah Code § 11-14-318. The notice shall give notice that the hearing will be held to receive input from the public respecting the issuance of the bonds and the potential economic impact that the proposed improvement, facility, or property that the bonds will fund will have on the private sector.

Utah Code § 11-14-318 (2023)

Utah Code § 63G-30-102(1) (2023)

Lease revenue bond notices—

In addition to complying with the aforementioned public notice requirements, before issuing a lease revenue bond for more than $10,000,000, the Board shall (1) make the required meeting statement, (2) publish notice of the proposed issuance of the lease revenue bond and notice of the related public hearing, and (3) hold a public hearing on the proposed issuance. The hearing shall be conducted as provided in Policy for lease revenue bonds.

The required meeting statement must be made during a meeting at least 14 days before the public hearing and the Board’s agenda must have a separate item for the Board statement. The statement must indicate the Board’s intent to issue a lease revenue bond and the purpose and estimated amount of the bond.

The notice must provide the date, time, place, and purpose of the public hearing. The notice must clearly state that the Board intends to issue a lease revenue bond, explain the purpose, proposed amount, and length of term of the bond and the annual amount that will be required to be paid in principal and interest. The notice must identify the intended lessee of the facility to be constructed using the proceeds from the bond and the expected amount of lease payments that the lessee will pay. The notice must include a statement substantially as follows: “This proposed lease revenue bond commits money from future property tax and income tax revenue allocated to the school district. Additionally, a lease revenue bond generally has a higher interest cost than a voter-approved general obligation bond.” The notice shall meet the format requirements set forth in Utah Code § 11-14-103(6)(e)(iv)(A). The notice shall be published in a newspaper or newspapers of general circulation in the District once each week for the two weeks before the public  hearing on the bond issuance and may not be placed in the portion of the newspaper where legal notices and classified advertisements appear. The notice shall also be published electronically on the public notice website established under Utah Code § 45-1-101 for at least two weeks before the public hearing on the bond issuance. The notice shall also be published as a class A notice for at least two weeks before the public hearing on the bond issuance (posted at the Board of Education office, posted on the Utah Public Notice Website, and posted on the District’s website).

Utah Code § 11-14-103(6) (2024)

Utah Code § 45-1-101 (2023)

Utah Code § 63G-30-102(1) (2023)

Budget appropriation increase meeting notice—

In addition to complying with the aforementioned public notice requirements, if the Board is meeting to consider a request to increase a budget appropriation, it shall publish the required newspaper notice and notice under Utah Code § 45-1-101 of such meeting at least one week before the hearing.

Utah Code § 53G-7-305(7)(b) (2019)

School closure or boundary change hearing notice—

In addition to complying with the aforementioned public notice requirements, if the Board meeting is either to hold a public hearing regarding closing one or more schools or changing the attendance area boundaries for one or more schools, or to take such action, the additional notice requirements set out in Policy must also be met.

Utah Code § 53G-4-402(24) (2026)

Board member compensation hearing notice—

In addition to meeting the aforementioned public notice requirements, if the Board is meeting to consider adopting a new Board member compensation schedule or schedules, or to consider amending an existing compensation schedule or schedules, the notice of the meeting with public hearing shall be given for at least seven days before the meeting.

Utah Code § 53G-4-204(3) (2023)

            USBA training session for board members—

In the event the Board or any of its members meet with representatives of the Utah School Boards Association (USBA) for the purpose of receiving or participating in instruction regarding Board functions or activities, and not for the purpose of discussing or acting upon a subject over which the Board has jurisdiction, the Board is not required to comply with the Utah Open and Public Meetings Act, Utah Code § 52-4-101 et seq.

If more than two Board members are present in such meetings, the Board members shall not discuss or act upon any specific matter over which it has jurisdiction. Board members will discuss only matters relative to the instruction they receive from USBA representatives.

If Board members determine in an instructional meeting with representatives of USBA that there is a need to discuss or act upon a subject over which the Board has jurisdiction, then the Board and its members must comply with the Open and Public Meetings Act, Utah Code § 52-4-101 et seq., prior to discussing or acting upon such matters.

5.   Electronic meetings authorized—

The Board authorizes electronic meetings of the Board as set forth in this policy. Unless specifically stated by this policy, the other policies governing Board meetings (relating to notice, meetings being open to the public, and other matters) also apply to electronic Board meetings.

Utah Code § 52-4-207(1), (2)(a) (2024)

Definitions—

The following terms are used in this policy:

  1. Anchor location: A designated physical location from which the electronic meeting originates or to which participants are connected.
  2.       Electronic meeting: A meeting that some or all members of the Board attend through an electronic video, audio, or both video and audio connection. Electronic notice: email, text, fax, or other means of electronic

Utah Code § 52-4-103(1), (3) (2024)

Member request required for an electronic meeting—

An electronic Board meeting may be held upon request of a member of the Board. This request must be made sufficiently in advance of the time that the Board meeting is scheduled so that the necessary arrangements can be made for the electronic meeting, including giving the required notice to other Board members. Therefore, the request should be made not less than 25 hours before the meeting. If a member of the Board wishes to participate electronically because of unforeseen or exigent circumstances arising less than 25 hours before the meeting, such participation may be allowed if the Board President determines that the necessary arrangements may be made for such participation and if a majority of the members of the Board agree to waive the 25-hour requirement.

Utah Code § 52-4-207(2)(c)(iii) (2024)

Notice to board members of an electronic meeting—

After an electronic meeting has been scheduled, and at least 24 hours before the meeting is to begin, the members of the Board shall be provided with a description of how to connect to the meeting, except as otherwise may be provided in a rule of the Legislature applicable to the Board.

Utah Code § 52-4-207(3)(b) (2024)

Anchor location—

Unless the requirements have been met for holding an electronic meeting without an anchor location, the Board will provide space and facilities at an anchor location for members of the public to attend the open portions of the meeting. The Board may also choose to provide means by which members of the public participate remotely by electronic means.

Utah Code § 52-4-207(4) (2024)

Electronic meetings without an anchor location—

The Board may hold an electronic meeting without an anchor location if all members of the Board are attending remotely through an electronic video, audio, or both video and audio connection, unless the Board receives a written request at least 12 hours before the meeting to provide an anchor location for members of the public to attend.

Utah Code § 52-4-207(5)(e) (2024)

The Board may also hold an electronic meeting without an anchor location if the president of the Board makes a determination that either (1) conducting the meeting with an anchor location presents a substantial risk to the health or safety of those present or who would otherwise be present at the anchor location or (2) the location where the Board would normally meet has been ordered closed to the public for health or safety reasons. The public notice for the meeting must include a description of the Board president’s determination and a summary of the facts upon which it is based, along with information on how a member of the public may participate in the meeting remotely by electronic means. A determination of substantial risk to health or safety expires 30 days after the day on which the president makes it.

Utah Code § 52-4-207(5)(a), (6) (2024)

During the course of an electronic meeting with an anchor location where the Board has provided means by which members of the public who are not physically present at the anchor location may participate in the meeting remotely by electronic means, the anchor location may be closed and the meeting continued without an anchor location if the Board president determines that continuing to conduct the meeting with an anchor location presents a substantial risk to the health or safety of those present at the anchor location, announces that determination during the meeting, and states a summary of the facts upon which the determination is made.

Utah Code § 52-4-207(5)(b) (2024)

Electronic meeting not available for site visit or traveling tour—

When the scheduled meeting is a site visit or traveling tour without an anchor location, the meeting may not be conducted or convened electronically.

Determining quorum in an electronic meeting—

In determining whether a quorum of the Board is present during an electronic meeting, all members are counted who are either present at the anchor location (if the meeting has an anchor location) or who are connected to the meeting by the method provided for remote participation in the meeting.
Utah Code § 52-4-207(2)(b) (2024)

Taking votes during an electronic meeting—

Except when the vote is unanimous, all votes during an electronic meeting shall be taken by roll call of the members.

Utah Code § 52-4-207(2)(c)(vi) (2024)

Public access to electronic meetings—

Space and facilities shall be provided at the anchor location of an electronic meeting of the Board to permit members of the public to attend the meeting (except those portions of such a meeting which have been properly closed to the public by the Board). If the Board meeting is one at which comments from the public will be accepted, then the space and facilities shall also permit members of the public to participate in the electronic meeting.

For an electronic meeting which is being held without an anchor location, the Board shall provide access to the meeting as provided for above regarding meetings without an anchor location.

Members of the public are not entitled to monitor or attend electronic meetings except through the space and facilities provided at the anchor location or through electronic access provided for a meeting without an anchor location. (Members of the public cannot request an electronic meeting and do not have the right to be remotely connected to a Board meeting except as set forth in this policy.)

Utah Code § 52-4-207(4) (2024)

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