Board Operating Procedures

These procedures outline how the Eanes Independent School District Board of Trustees operates, focusing on agenda development, meeting conduct, and public participation. It clarifies roles, meeting types, and communication protocols for effective governance.

Eanes Independent School District Board Operating Procedures

Note: In the event there is any conflict between Eanes ISO Board Policy and these procedures, Board Policy shall prevail.

MEETINGS OF THE BOARD 1. Developing Board Meeting Agendas a. Board Calendar

i. The Superintendent will develop a Board Calendar annually that will include regular Board Meetings and Study Sessions. This calendar will include those agenda items that are of a cyclical and/or recurring nature. ii. The Board Calendar and meeting agendas will be made available to the Board and the public via appropriate communication methods and posted in accordance with Board policy. b. Agendas i. A preliminary agenda for monthly Board Meetings, Special Meetings, and Study Sessions will be prepared by the Superintendent for approval by the Executive Committee of the Board. The Executive Committee shall consist of the Board President, Vice President, and Secretary. ii. Items for agenda not on the preliminary agenda can be added. For instance, items discussed at previous Board Meetings which are proposed for inclusion at a future meeting will be included on the agenda when appropriate. iii. Any two Trustees may submit a request to the Superintendent, Board President, or member of the Executive Committee for an item to be placed on the agenda for a future meeting. (See BE (Local)). The date of the inclusion of the item is at the discretion of the Superintendent and Executive Committee. Trustees will be notified within two weeks of each request submitted. The notification will include the names of the trustees making the requests.

Language noted with an asterisk (*) is a complete or substantial reproduction of provisions in the relevant policy. Eanes Board Operating Procedures - Board Approval May 5, 2026  c. Timely Notification and Supporting Information

i. Unless there are emergency circumstances, Board Members shall be notified of a meeting at least 72 hours prior to a Special Board Meeting, and at least one hour prior to an Emergency Board Meeting. ii. All reasonable attempts will be made to provide Board Members with supporting information at least 72 hours prior to a Regular or Special Board Meeting or a Study Session, and at least one hour prior to an Emergency Board meeting. If more time is needed by staff to prepare supporting information prior to a Meeting, the Board shall be notified about when the information will be available. iii. Questions regarding agenda items or requests for supporting documents should be directed only to the Superintendent (copying the Board President) prior to the meeting. d. Consent Agenda i. The consent agenda shall include items of a routine and/or recurring nature, grouped together under one action item. (See BE (Local)). ii. The Executive Committee shall determine which items qualify for inclusion in the consent agenda. (See BE (Local)). iii. Any Board Member may request that any item on the consent agenda be pulled for individual discussion and consideration. (See BE (Local)). 2. Conducting Board Meetings

a. Meetings i. Regular Board Meetings will be held monthly except for the month of July and the date, time, and location of each regular Board meeting shall be posted on the District's website. (See BE (Local)). b. Quorum i. Any time a majority of the Board Members are gathered to discuss District business, it is considered a meeting, and must be posted as such according to Board policy and the Texas Open Meetings Act. ii. Unless a quorum (majority of the Board Members) is established, no business of the Board can be conducted.

Language noted with an asterisk (*) is a complete or substantial reproduction of provisions in the relevant policy. Eanes Board Operating Procedures - Board Approval May 5, 2026

2  c. Closed Session i. The Board may elect to meet in closed session as provided for in the Texas Open Meetings Act, Government Code, Chapter 551, Subchapters D and E. (See BEC (Legal)). The Board President will determine when a closed session is required pursuant to the above- referenced laws. ii. In accordance with legal requirements, the posted agenda shall identify the section or sections of the Act authorizing the closed session and the general topics or subjects to be discussed. iii. Before any closed session is convened, the presiding officer will publicly identify such section or sections and such topics and subjects. (See BEC (Legal)). iv. All final votes, actions, or decisions regarding closed session action items will be taken in an open meeting. (See BEC (Legal)). d. Participation of Superintendent i. The Superintendent shall attend all meetings of the Board, both public and closed, except when the Board is considering the Superintendent's contract, evaluation, or performance; or is resolving conflicts between individual Board Members. ii. In the event of the Superintendent's illness or Board approved absence, the Superintendent's designee shall attend such meetings. e. Public Participation/Open Forum i. At all Board Meetings, the public may address the Board during the Open Forum portion of the meeting. Open Forum shall occur before any discussion and/or action portions of meetings. ii. Each speaker will be allocated three minutes, unless this time has been increased or decreased by the Presiding Officer in accordance with Board Policy. (See BED (Local)). iii. When necessary for effective meeting management or to accommodate large numbers of individuals wishing to address the

Board (twenty (20) or more persons), the Presiding Officer may make adjustments to public comment procedures, including adjusting when Open Forum will occur during the meeting, reordering agenda items,

Language noted with an asterisk (*) is a complete or substantial reproduction of provisions in the relevant policy. Eanes Board Operating Procedures - Board Approval May 5, 2026

3  continuing agenda items to a later meeting, providing expanded opportunity for Open Forum, or establishing an overall time limit for public comment and adjusting the time allotted to each speaker. However, no individual shall be given less than one minute to make comments. (See BED (Local)). iv. Speakers with specific complaints may be referred to the administrative resolution processes established in Board Policy. See BED (Local)). v. Public participation at a Board meeting is limited to the public comment portion of the meeting designated for that purpose. At all other times during a Board meeting, the public shall not enter into discussion or debate on matters being considered by the Board, unless requested by the Presiding Officer. (See BED (Local)). Comments or questions on topics not on the agenda may be referred to the Superintendent for consideration and response at a later date, if appropriate. vi. The presiding officer may terminate the time of any speaker who does not adhere to the established rules. vii. The Board shall not tolerate disruption of the meeting by members of the public. If, after at least one warning from the presiding officer, any person disrupts the meeting by his or her words or actions, the presiding officer may request assistance from law enforcement officials to have the disruptive person removed from the meeting. (See BED (Local)). f. Response to Public Comments i. Board Members will carefully consider comments made during the Open Forum. ii. Board Members will not respond to or enter into discussions with the speakers or any audience members during the meeting. Items on the agenda will be discussed as appropriate and scheduled on the agenda. Discussions of items not on the agenda are not legally

permitted; however, specific factual information or recitation of existing policy may be furnished in response to inquiries. (See BED (Local)). iii. Board Members, after being recognized by the Presiding Officer, may

Language noted