West Virginia Code of State Rules › Agency 115 - Risk And Insurance Management › Title 115 - LEGISLATIVE RULES STATE BOARD OF RISK AND INSURANCE MANAGEMENT › Series 115-03 - Administrative Regulations of State Board of Risk and Insurance Management › Section 115-3-4 - Board Meetings

Current through Register Vol. XLI, No. 28, July 12, 2024
4.1. Any
				matter, procedure, or order not covered by these rules shall be referred to the
				presiding officer who shall decide the matter in conformity with the purpose of
				these rules in a fair and expeditious manner. Meetings of the Board shall be
				conducted in accordance with the Robert's Rules of Order.
4.2. The members of the Board shall select
				from one of their number a member to serve as chairperson. The term of the
				chairperson shall be for two years; however, the incumbent shall continue to
				serve until replaced. In the event there is a vacancy in the office of
				chairperson, any Board member may call a meeting for the purpose of electing a
				successor. A vacancy may be filled by electing a new chairperson, and a member
				may be reelected as chairperson.
4.3. The Board shall meet quarterly on the
				third Tuesday of March, June, September, and December, or on such other date as
				determined by the Chairperson.
4.4
				Additional meetings may be called by the Chairperson, and the Chairperson shall
				call a meeting upon the request of at least two Board members. All meetings
				shall be held at the offices of the agency or such other location as necessary
				to accommodate agency staff and a reasonable number of public observers and
				participants.
4.5. In the event of
				an emergency requiring immediate official action of the Board, the provisions
				of W. Va. Code §
									6-9A-3
				shall be followed.
4.6. Board
				members may participate using the telephone or other electronic means. The
				agency shall provide an adequate sound system and equipment to accommodate
				electronic participation and to ensure that those in attendance can reasonably
				hear the member(s) participating electronically.
4.7. The Board shall consider any matter
				brought before it by the chairperson or any member or agency management and may
				consider, at its discretion, any matter referred to it by a person not a member
				of the Board. Prior to each meeting, the agency shall publish an agenda that
				contains all items the Board anticipates hearing or acting upon at the meeting.
				Preparation of the agenda shall be in compliance with guidance of the West
				Virginia Ethics Commission. Notice of each meeting shall be filed in the state
				register in compliance with the open meetings laws found at W. Va. Code §
									6-9A-1,
et seq.
4.8. All
				action requiring a vote shall be moved by a member and seconded by a different
				member of the Board. The names of moving and seconding members will be recorded
				in the minutes.
4.9. The
				chairperson may direct that any member of the public exit the meeting if that
				person is disrupting the meeting to the extent that orderly conduct of the
				meeting is compromised.
4.10. The
				Board may hold an executive session to consider those matters set forth in W.
				Va. Code §
									6-9A-4. Any discussion
				or consideration of the financial or personal information of an insured and any
				discussion regarding pending claims may be held by the board in executive
				session closed to the public. No decision of the Board may be made in executive
				session. Minutes of executive sessions may be taken and, if taken, shall be
				limited to material the disclosure of which is not inconsistent with the
				provisions of W. Va. Code §
									6-9A-3.
4.11. The Board may establish subcommittees
				as needed. The chairperson shall designate the subject matter to be considered
				by the subcommittee as well as its membership and chairperson.
4.12. The Board shall provide for the
				preparation of written minutes of each meeting. All minutes shall be available
				to the public within a reasonable time after the meeting and shall include the
				following information:
4.12.1. The date, time
				and place of the meeting;
4.12.2.
				The name of each member present or absent;
4.12.3. All motions, proposals, resolutions,
				and measures proposed, the member proposing the same, and their disposition;
				and
4.12.4. The results of all
				votes.