Board Operations

Title 9- Education- Mississippi Community College Board Part 1- Board Operations Part 1 Chapter 1: Board Meeting Schedule Rule 1.1 Meeting Dates. The meeting dates, time and places for the Mississippi Community College Board are as follows: A. The third Friday of each month at 9:00 a.m. at 3825 Ridgewood Road, Room 501, Jackson, Mississippi 39211. B. The Thursday evening prior to the third Friday of each month at 6:00 p.m. at a location to be designated by staff and timely announced to the Board Members, media, college, and public. The regular meeting dates, times and places set forth above may be changed from time to time by the Board to accommodate a campus visit, to permit the Board to meet in conjunction with the annual meeting of the Mississippi Association of Community and Junior Colleges, or for other purposes. The dates, times and places of these meeting will be timely announced to the Board Members, media, colleges, and public will appear in the minutes of the Board. In the event the chairman determines that it is necessary or desirable to conduct a meeting through teleconference or video means, the chairman may direct the staff to issue notice of such meeting in accordance with the manner provided by law. In addition to meeting notices being provided as required b law or by these policies and procedures, such notices may also be posted on the Board’s website. Source: Miss. Code Ann. §37-4-3. Rule 1.2 Special Meetings. Special meetings called for emergencies or unanticipated business, which require the immediate attention of the Mississippi Community College Board, will be subject to the following: Special meetings of the MCCB may be called by the chairman. Prior to the meeting there must be a documented record of notification of all MCCB members. Additionally, the public must be notified of special meetings in accordance with applicable statutes and MCCB policies and procedures. Source: Miss. Code Ann. §37-4-3. Part 1 Chapter 2: Public Access to MCCB Records Rule 2.1 Public Access to MCCB Records. The public records policy of the Mississippi Community College Board (“MCCB”) has been adopted in accordance with the Mississippi Public Records Act of 1983, Section 25-61-1, et seq., Miss. Code Ann. (1972), as amended. All

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records and portions of records not exempt or otherwise protected by law from disclosure will be made available in accordance with the procedures outlined below. Access to all non-exempt records of the MNCCB that have been properly requested, deemed subject to disclosure under the Mississippi Public Records Act, and for which applicable cost payment has been made will be allowed at a scheduled time during regular business hours (8:00 to 5:00 on working days). These records will be made available for inspection and/or copying. If any public record which is exempt from disclosure, as designated below, contains material which is not exempt, the MCCB shall separate the exempt material and make the non-exempt material available for examination and/or copying. The Executive Director, or the Executive Director’s designee, has the authority to specify the mode, manner, time and place of access. Procedures for Handling Public Record Requests All requests to examine, copy or obtain copies of public records, shall be in writing utilizing the standard Request for Public Records form, approved by the Executive Director, a copy of which is available at www.mccb.edu , or upon request. The request must describe the records with sufficient detail to enable MCCB to identify and locate same, give the name, address and telephone number of the requesting entity or individual, and must be signed by or on behalf of the requesting party. This requirement may be waived on a case by case basis by the Executive Director or the Executive Director’s designee when the cost of producing the record is nominal and production of the record benefits the public. Requests may be submitted by U.S. Mail to Executive Director, Mississippi Community College Board, 3825 Ridgewood Road, Jackson, Mississippi 39211; by facsimile to 601-359-5025; and by email to [email protected]. MCCB will respond to the request in writing within 7 working days from the date of the receipt of the request by: 1) producing the record for inspection or copying at the MCCB office at a specific date, time, and place; 2) providing copies of the record to the requestor; 3) notifying requestor of the estimated actual cost of searching, reviewing, copying, and, if applicable, mailing copies to the requestor, or 4) denying access to the record with specific reasons for the denial. If the records will be made available, MCCB will give an estimate of the total cost, if any, for compliance with the request. Once payment is received, MCCB will produce the records requested no later than 14 working days from the date the request and payment are received. Records furnished to MCCB by third parties, which may contain trade secrets or confidential commercial or financial information, will not be subject to inspection, examination, copying or reproduction until notice to the third parties has been given. Such records will be released no later than 21 days from the date notice is given to the third parties, unless the third parties have filed a petition in chancery court within the 21-day period seeking a protective order. Fees 2

Any staff time or contractual services included in the actual cost of complying with a records request shall be assessed at the pay scale at the lowest level employee or contractor competent to respond to the request. Copies will be made at a rate of .25 cents per page. Mailing costs calculated at the applicable United States Postal Service rates shall be charged where appropriate. The cost of mailing a notice to third parties via certified mail, return receipt requested, shall be charged to persons requesting the public records. Electronic copies will be made at actual cost depending on the format in which such records are provided. Sources: Miss. Code Ann. §37-4-3 and 25-61-1 etc.

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