West Virginia Code of State Rules › Agency 151 - Public Employees Insurance Agency › Title 151 - LEGISLATIVE RULES PUBLIC EMPLOYEES INSURANCE AGENCY › Series 151-05 - PROCEDURAL RULES FOR THE PUBLIC EMPLOYEES INSURANCE AGENCY ADVISORY BOARD › Section 151-5-3 - Meetings

Current through Register Vol. XLI, No. 28, July 12, 2024
3.1. Meetings of the Advisory Board may be
						called at any time by the chairperson. The chairperson shall call a meeting
						upon the written request of at least five (5) members of the Advisory Board.
						The Advisory Board shall hold a meeting at least twice each calendar
						year.
3.2. The Director shall
						notify each Advisory Board member in writing at least three (3) days in advance
						of a meeting. The notice shall set forth the time and place of a regularly
						scheduled meeting and the time, place and purpose of a special meeting. The
						chairperson shall give the Director sufficient notice of an upcoming meeting to
						enable the Director to provide the notice to members required by this
						subsection.
3.3. Except in the
						event of an emergency requiring immediate official action, the Director shall
						notify the public and news media of a meeting by filing a notice with the
						Secretary of State for publication in the state register. The notice shall
						state the time, place and purpose of the meeting. Each notice shall be filed in
						a manner to allow it to appear in the state register at least five (5) days
						prior to the date of the meeting.
3.4. In the event of an emergency requiring
						immediate official action, the Advisory Board may file an emergency meeting
						notice at any time prior to the meeting. The notice shall state the time, place
						and purpose of the meeting and the facts and circumstances of the
						emergency.
3.5. Meetings may be
						continued to a set time and place by a majority vote of the Advisory Board
						members at a meeting at which a quorum is present, without further notice to
						the members and without further publication, unless such continued meeting is
						scheduled for more than fourteen (14) days after the date of the vote to
						continue.
3.6. Meetings of the
						Advisory Board shall be conducted in accordance with the most recent edition of
						Robert's Rules of Order, including specifically the less formal procedures
						contained therein for small boards.
3.7. One or more members of the Advisory
						Board may participate in a regular or special meeting by means of conference
						telephone or similar electronic communications equipment, provided that all
						persons participating in the meeting, including members of the public and news
						media if present, can hear each other. Participation by conference telephone or
						similar electronic means shall constitute presence in person at the
						meeting.
3.8. Whenever a vote of
						the Advisory Board is required or permitted, this vote may be taken orally
						during a telephone or other electronic conference conducted in conformance with
						subsection 3.7 of this rule. Any agreement reached shall he reduced to writing
						and approved by the Advisory Board members at their next regular meeting after
						the conference.