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Virtual Meeting Guide for School District Leadership and Board Members

What's My Role?

Superintendent
The superintendent is in charge of working with the board chair and board secretary to prepare the board agenda and supporting materials to ensure that all board members get the relevant information in order to adequately discuss, deliberate, and act on the work of the district. Responsibilities include:

  • Have video turned on so that other participants can see you.
  • Consider using the call-in number to phone in to meeting to ensure that the audio quality is good.
  • Serve as a co-host of the virtual board meeting.
  • Share screen to display the meeting agenda and materials through virtual platform for the board and public.

Technology Director
The technology director works with the board, superintendent, and board secretary to make sure they have the right technology tools and that the settings are correct in order to have a secure and productive virtual board meeting. Responsibilities include:

  • Setup a corporate web conferencing, board management system, and social media accounts.
  • Configure the settings on web conferencing account.
  • Ensure the Governance Team members have the proper tools to connect and have quality audio and video.
  • Conduct a training with all co-hosts for the meeting to make sure they understand their roles and responsibilities.
  • Conduct a training with the governance team to make sure everyone is familiar with how the meeting will work with the different technology.
  • Setup a breakout room if the board is to go into executive session during the meeting
  • Serve as the host of the virtual board meeting.
  • When launching the meeting in the web conference tool, ensure that all settings are correct and manage participants throughout the meeting.
  • Initiate livestream to social media channel.

Board Chair
The board chair is responsible for running the virtual board meeting just as they would any other regular board meeting. Responsibilities include:

  • Have video turned on so that other participants can see you.
  • Consider using the call-in number to phone in to meeting to ensure that the audio quality is good.
  • Be familiar with the different web conferencing capabilities.
  • Understand how to handle public comments.
  • Determine how voting will take place. Since the meeting is being conducted virtually and some attendees will only be on via audio, consider doing a roll call vote for any item that is not unanimous.

Board Member
Board members will participate in the virtual meeting just as they would any other regular board meeting. Responsibilities include:

  • Have your video turned on so that other participants can see you.
  • Consider using the call-in number to phone in to meeting to ensure that the audio quality is good.
  • Consider muting your line when you are not talking to avoid any unnecessary background noises that might distract from the meeting.

Board Secretary
The board secretary works with the superintendent and other district staff to prepare the board meeting agenda materials and get it loaded and published into the virtual platform. The secretary also makes sure that proper notice was provided for the meeting and that the public has the information on how to access the virtual meeting. The secretary also takes the official meeting minutes during the meeting. Responsibilities include:

  • Load the web conferencing link and connection instructions into the meeting agenda header within virtual platform.
  • Provide proper notice of the meeting.
  • Serve as a co-host of the virtual board meeting.
  • Take the meeting minutes.
  
Wednesday, June 03, 2020 MISSISSIPPI SCHOOL BOARDS ASSOCIATION
Office: 380 Zurich Drive, Ridgeland, MS 39157
Mail: PO Box 203, Clinton, MS 39060
Phone: 601-924-2001   Fax:601-924-2003   Toll Free:888-367-6722