The minutes of a School Committee meeting constitute the written
record of Committee actions; they are legal evidence the action taken.
Therefore, the Secretary of the School Committee will be responsible for
reporting in the minutes all actions taken by the Committee.
Minutes will include:
A statement on the nature of the meeting (regular or special or executive session), the date, the time, the place.
Names of the members present or absent, annotated as to arrival and departure times, if during the meeting.
A summary of the discussions on each subject.
A list of documents and other exhibits used at the meeting.
A complete record of official actions taken by the Committee and all
business transacted. Resolutions and motions will be given in their
exact wording, accompanied by the names of members moving and seconding
and a record of the results of the vote. Reports and documents relating
to a formal motion may be omitted if they are referred to and identified
by title and date.
Notation of formal adjournment.
Copies of the minutes will be sent to all Committee members in
advance of the meeting at which the minutes are to be approved. Minutes
not yet approved by the Committee should be marked “Draft.” Minutes of
an open session will be approved in a timely manner. Whether approved or
in a draft form, minutes of an open session will be made available
within ten days upon request of any individual.
The approved minutes will become the permanent records of the
Committee. Minutes of public meetings and minutes of executive sessions
that have been declassified will be in the custody of the Superintendent
who will make them available to interested residents.
Minutes for Executive Sessions must be reviewed periodically for release. (See Policy BEC.)