The board will operate in an open, consistent, and legal manner, and adhere to these operational proceedings:

1. Regular Meetings

Regular meetings of this board shall be held according to dates and times approved by the board and shall be announced in advance.

2. Special Meetings

The board may hold special meetings upon the call of the chairperson of the board, or upon the call of any four members, when it is the judgment of the chairperson, or the four members, that such a meeting should be called.  Two days written notice shall be given by the secretary of the board, but waivers may be approved by all members in lieu of such notice.  No business may be transacted at a specially called meeting unless it was specified in the original call of the meeting. 

3. Open Meetings; Executive Session

All meetings of the board shall be held at the college, unless otherwise specified by board action.  All board meetings shall be open to the public.  The public is excluded from executive sessions; no business may be conducted during an executive session; and no action may be taken except as authorized by law.  The board will adhere to the intent and purpose of the open meetings law.

4. Order of Business

The general or usual order of business for regular monthly board meetings is as follows:

I.  Call to Order
II. Executive Session (if needed)
III. Welcome and Introduction of Guests
IV. Approval of Agenda
V. Student, Employee Association, Wyoming PBS, and CWC Foundation Reports
VI. Consent Agenda
VII. Unfinished Business
VIII. New Business
IX. Acceptance of Monitoring Reports
X. Reports 
XI. Next Regular Meeting/Suggested Agenda Items/Additional Trustee Comments and/or Reports on Advancement in the Community
XII. Adjournment:  Board Evaluation of Meeting

5. Input from Staff

Written reports, if any, from college employee associations and student senate shall be included in each board meeting packet for regular meetings.

6. Input from the Public

Community input forms shall be available at each board meeting, to allow members of the public to request an opportunity to address a specific agenda item.

7. Attendance (Abandonment)

In the event that a board member fails to attend three (3) consecutive regular board meetings, or fails to attend a total of eight (8) regular board meetings during any one (1) fiscal year, and such absences are unexcused, then such unexcused absences shall constitute cause for the removal of such board member.  For purposes of this policy, an excused absence shall include the inability of a board member to attend a regular board meeting by reason of illness, death in his or her immediate family, jury duty, and any other reason considered by the board at the time to be reasonable and acceptable to justify the absence of said board member.

8. Board Reorganization

At its first December meeting of each year, the Board of Trustees shall elect its officers and make other appointments as are necessary to conduct regular business.

9. Quorum for Legal Meetings

Four members shall constitute a quorum for the transaction of business, and all motions shall be passed by a majority vote of those present except where otherwise provided by law.  A minimum of three (3) concurring votes is required to decide any question (W.S. 21-18-302(b)).

10. Voting Procedures and Parliamentary Procedures

Voting shall be by voice unless it is requested by one or more members that a ballot be taken.  The official vote shall be recorded to include the person making the motion, and resultant vote.  If the vote is not unanimous, then the majority prevails, provided that the majority vote consists of at least three concurring votes. 

All meetings shall be conducted in accordance with the Robert’s Rules of Order with exceptions for small boards, or such other version of parliamentary rules of meeting procedure as the board may adopt from time to time.

11. Minutes

The minutes shall record all resolutions, all recommendations of the administration, and all information which is pertinent to the action of the board.  Included in the minutes shall be a list of official visitors to special and regular board meetings whenever it is possible to provide such a list.  Recommendations of citizen's committees or individual citizens shall be incorporated as part of the minutes. Minutes need not be verbatim transcripts of the proceedings.

The chairperson, or any other board member or the college president as designated to do so by the chairperson, shall keep minutes of the matters discussed during any executive session lawfully held under Wyoming’s open meetings law. The president shall assure that the minutes are kept confidential, kept and maintained in a safe, secure location for future reference by board members and the president only, and produced only in response to a valid court order.

12. Conduct of Board Meetings

a. Meeting discussion content will primarily derive from the board planning cycle and will only be those issues that, according to board policy, clearly belong to the board to decide or examine.

b.   The board chair, considering the long term agenda and input from board members, will establish the meeting agendas in conjunction with the president.

c. The board will adhere to the intent and provisions of open meeting laws.  While the board conducts its meetings in public, the board establishes its own agenda and conducts its own meeting.  The board will give a high priority to the college community and citizen participation, but reserves the right to adhere to its own published agenda and any amendments to such agenda as may be made at any regular meeting and to conclude the meeting, to limit discussion, or to take whatever actions are necessary to conclude the meeting within a reasonable time.

d. The board, when it is found to be in the best interest of the district may, by a majority vote, suspend its rules and take statutorily authorized action overriding previously adopted policy.

e.  Board meetings will be conducted with the expectation that all board members have read the board meeting packet. 

f. The board will not, as a general rule, take action on any item which is not on the agenda or for which background information is not provided in the board meeting packet.

g. Unscheduled speakers at board meetings are asked to provide written information on a blue card provided for that purpose.  This includes their name, the organization they represent (if any), and the topic of concern.  Such speakers will be limited to three minutes. 
 

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Approved 7/16/03;
Modified 10/15/03;
Modified 11/17/04;
Modified 12/15/04;
Modified 12/14/05;
Modified 12/12/07;
Modified 7/15/15;
Reviewed w/ no changes made November 15, 2017;
Modified October 15, 2019;
Reviewed w/ no changes made October 15, 2025