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Viewing Policy: BP 9324 – Minutes and Recordings



BP 9324

Board Bylaws

Minutes and Recordings

The County Board of Education recognizes that maintaining accurate minutes of County Board meetings provides a record of official actions for use by county office of education (COE) staff and the public and helps foster public trust in County Board governance.

 

The County Board shall keep a record of its proceedings and shall record the votes of County Board members in the meeting minutes. (Education Code 1015, 1040)

 

The County Board’s minutes shall be public records and shall be made available to the public upon request.

 

The minutes shall reflect which members are present and whether a member is not present for part of the meeting due to late arrival and/or early departure.

 

In order to ensure that the minutes are focused on County Board action, the minutes shall include only a brief summary of the County Board’s discussion, but shall not include a verbatim record of the discussion on each agenda topic or the names of County Board members who made specific points during the discussion.

 

The minutes shall include the specific language of each motion and the names of the County Board members who made and seconded the motion.

 

The minutes shall also report any action taken and the vote or abstention on that action of each County Board member present.  (Government Code 54953)

 

The minutes shall reflect the names given by those individuals who comment during the meeting’s public comment period as well as the topics they address.

 

The secretary of the County Board or his/her designee shall distribute a copy of the “unapproved” minutes of the previous meeting(s) with the agenda for the next regular meeting.  The County Board shall approve the minutes as circulated or with necessary amendments.

 

Upon approval by the County Board, the minutes shall be signed by Board President and County Superintendent.

 

Official County Board minutes and recordings shall be stored in a secure location and shall be retained in accordance with law.

 

Any minutes or recordings kept for County Board meetings held in closed session shall be kept separately from the minutes or recordings of regular and special meetings.  Minutes or recordings of closed sessions are not public records.  (Government Code 54957.2)

 

 

 

Recording or Broadcasting of Meetings

 

The County Board may tape, film, or broadcast any open County Board meeting.  The County Board president shall announce at the beginning of the meeting that a recording or broadcasting is being made at the direction of the County Board.  As practicable, the recorder or camera shall be placed in plain view of meeting participants.

 

Any County Board recording may be erased or destroyed 30 days after the meeting once the minutes of that meeting have been approved. Recordings made at the direction of the County Board during a meeting are public records and, upon request, shall be made available for inspection by members of the public on COE equipment without charge.  (Government Code 54953.5)

 

 

 

Legal Reference:

EDUCATION CODE

1011 County board meetings

1015 Recording votes

1040 Duties of the County Board

GOVERNMENT CODE

6250-6270  Public Records Act

54952.2  Meeting defined

54953  Meetings

54953.5  Audio or video recording of proceedings

54953.6  Broadcasting of proceedings

54957.2  Closed sessions; clerk; minute book

54960  Violations and remedies

PENAL CODE

632  Unlawful to intentionally record a confidential communication without consent

CODE OF REGULATIONS, TITLE 5

16020-16027  Classification and retention of records

 

 

Policy Adopted:11-10-2016