Once the meeting is called to order, the president asks each board member to view the agenda for the present meeting. The agenda is an itemized list of topics that are to be addressed during the course of the meeting. If any of the board members have a question, then that person can request the item to be removed from the initial approval of the agenda and moved to overall discussion. If a board member has an item that he would like to discuss but it is not on the agenda, then he can request it be added to the agenda.
Many school board meetings follow the guidelines outlined in "Robert's Rules for Order " when they are discussing items on the agenda. In this guide, when an item is brought to the board, action must be taken. The proper protocol for action is for a board member to make a motion, or declaration, regarding her feelings on the subject. The motion can be to either approve or deny. For example, all hiring of staff must be approved by the board before the new teachers can take their positions. For that to happen, a board member would have to make a motion to approve them as educators.
After a first motion has been issued, it is now up for discussion. During this portion of the meeting , the board members explore the matters surrounding the topic and express their opinions on how they believe the decision will impact the school. The more controversial the topic, the more likely the board will remain in discussion mode for a long length of time. After the discussion, another board member can second the original motion, which will bring the issue's fate up to a vote.
After the second motion has carried, the matter will now be put up to a vote. Most votes calculate by roll call vote, where each member will either approve, deny or abstain from the decision. If a majority is in favor of the motion, then the issue will be approved. A minority vote denies the motion. School boards do not have to take immediate action, even if a motion has been made. If the board wishes to investigate further, then the motion could be tabled, or set aside to discuss at a later meeting.