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The goal of this publication is to assist the district clerk in writing clear, concise minutes of each
meeting, but is intended only to provide guidance, and is not a complete discussion of the
legalities of school board meetings, open meeting laws or the public’s right to participate. Open
meeting laws and laws regarding public participation require further study by district clerks,
trustees, and superintendents. Legal questions should be referred to the district’s legal counsel.
As items pertinent to the meeting come into the office, the district clerk or superintendent places
them in a safe place, such as a three ring binder, a folder, or any other secure place. A packet
with information for the trustees should be sent out in time for the trustees to read the
information included, in preparation for business at the meeting. Some districts also prepare a
packet of information for the public. An agenda of items to be discussed or acted upon should be
written, including the time, date, and place of the meeting. A notice of the meeting and the
agenda must be posted in ample time to allow the public time to participate.
Business may not be transacted by the trustees except at a regular meeting or a properly called
special meeting. A meeting is defined as the convening of a quorum (a majority of the trustee's
membership) whether corporal or by means of electronic equipment, to hear, discuss, or act upon
a matter over which the agency has supervision, control, jurisdiction, or advisory power. (2-3-
202) Notice of any school board meeting, together with the agenda, must be posted to allow
adequate time for public input, as mentioned above. .
All school board meetings, including committee meetings, must be open to the public under the
open meeting laws, provided, however, that the presiding officer may close the meeting to
protect personal privacy if the individual's right to privacy clearly exceeds the public's right to
know. The right of personal privacy may be waived by the individual about whom the
discussion pertains, and in that event, the meeting must be open. (2-3-203) Notice must be given
to the individual prior to the meeting, together with advise of his opportunity to waive the right
of privacy. Decisions made in violation of the right to know law may be declared void by a
district court if a lawsuit to void the action is filed within 30 (thirty) days of the decision;
plaintiff's costs and attorney fees may be awarded. (See attached sample letter and waiver
release) Neither members of the public nor press representatives may be excluded from any
open meeting, and may not be prohibited from taking photographs, televising, or recording
meetings. The presiding officer may assure, however, that such activities do not interfere with
the conduct of the meeting. (2-3-211)
Revised 2002 Board Meetings & Minutes -
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