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. 38, September 20, 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.
