Records of Meetings  P-3212 

3200     MEETINGS OF THE BOARD
3210     Meetings                                                                        

Policy - 3000 Board of Trustees || Table of Contents || Back || Next 

1.0 Minutes of Meetings (Education Code § 72121(a))

1.1 A record of all transactions of the Board will be set forth in the minute book of the Board and the minute book will be kept by the Secretary as a permanent official record.

1.2 The minutes will record the name of the person making the motion, the name of the person seconding it, and the vote.

1.3 The minutes shall be succinct; their basic function shall be the recording of all actions taken by the Board of Trustees.

1.4 All minutes will be open to public inspection.

2.0 Principles Relating to Minute Orders

2.1 Board minutes shall clearly reflect action taken by the Board whether or not it is by way of adopting a motion or reflecting a consensus.

2.2 The Board chair, following discussion of any agenda item, shall state the action taken or consensus reflected by the Board in clear and concise terms and inquire of the Board whether or not the statement, in fact, reflects the Board's understanding of the action or consensus. Such action shall be reported by the secretary in the minutes.

2.3 Any Board member may request that there be included in the minutes any verbatim statement which that Board member has made or data which the Board member wishes to have included in the minutes. Unless such request is made at the meeting during which the statement is made or the data produced, it shall not thereafter be requested as part of those particular minutes.

2.4 Any Board member who feels an agenda item has not been clarified in terms of final Board action may seek clarification before the matter is abandoned.

2.5 If a discussion is held on an item, the minutes will state that "a discussion was held."

2.6 In considering approval of unapproved minutes, Board members should attempt to make only corrections of matters incorrectly stated or request inclusion of specific matters omitted and shall take care not to seek a redetermination of prior Board action. If such redetermination appears in order, the Board member shall discuss that subject under the "Other Matters" item on the agenda at the meeting during which the unapproved minutes are being considered. This procedure will permit adoption of unapproved minutes promptly and clarifications to be handled as part of the current meeting.

3.0 Erasure of Taped Records

3.1 Taped records of Board meetings may be destroyed as permitted by law.

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