Hayward USD | BB 9324 Board Bylaws
Minutes And Recordings
The Governing Board recognizes that maintaining accurate minutes of Board meetings provides a record of Board actions for use by district staff and the public. Accurate minutes also help foster public trust that Board actions are occurring in public in accordance with law.
(cf. 9000 - Role of the Board)
(cf. 9005 - Governance Standards)
(cf. 9323 - Meeting Conduct)
The secretary of the Board shall keep minutes and record all official Board actions. The Board's minutes shall be public records and shall be made available to the public upon request. (Education Code 35145, 35163)
(cf. 1340 - Access to District Records)
(cf. 9323.2 - Actions by the Board)
The Superintendent or designee shall distribute a copy of the "unapproved" minutes of the previous meeting(s) with the agenda for the next regular meeting, absent exigent or extenuating circumstances (including extended meetings or meetings scheduled near in time to one another) that reasonably prevent them from being prepared and presented, although their preparation shall remain a priority. At the meeting at which the minutes are presented, the Board shall approve the minutes as circulated or with necessary amendments.
In order to ensure that the minutes are focused on Board action, the minutes shall include only a brief summary of the Board's discussion, and shall not include a verbatim or detailed record of the Board's discussion on each agenda topic or the names of Board members who made specific points during the discussion. A verbatim record may be requested by the Board president or a majority of the Board, which shall then be a transcription of one or more agenda items, or portions of agenda items, prepared from the official recording of the Board meeting.
The minutes shall include the specific language of each motion, the names of members who made and seconded the motion, and the individual votes of each member, unless the action was unanimous. When a roll call vote is taken, the names and votes of each member shall be listed.
The minutes shall include specific language regarding who and why members voted no or tabled items.
Motions or resolutions shall be recorded as having passed or failed. All motions and Board resolutions shall be numbered consecutively from the beginning of each fiscal year.
The minutes shall reflect the names of those individuals who comment during the meeting's public comment period as well as the topics they address.
The minutes shall record which members are present and whether a member is not present for part of the meeting due to late arrival and/or early departure.
(cf. 9250 - Remuneration, Reimbursement and Other Benefits)
Official Board minutes and recordings shall be stored in a secure location and shall be retained in accordance with law.
(cf. 3580 - District Records)
Any minutes or recordings kept for 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)
(cf. 9321.1 - Closed Session Actions and Reports)
Recording or Broadcasting of Meetings
The district may tape, film, or broadcast any open Board meeting. The Board president shall announce that a recording or broadcasting is being made at the beginning of the meeting and, as practicable, the recorder or camera shall be placed in plain view of meeting participants.
Any district recording may be erased or destroyed 30 days after the meeting. Recordings made during a meeting are public records and, upon request, shall be made available for inspection by members of the public on a district recorder without charge. (Government Code 54953.5)
35145 Public meetings
35163 Official actions, minutes and journals
35164 Vote requirements
54952.2 Meeting defined
54953.5 Audio or video recording of proceedings
54953.6 Broadcasting of proceedings
54957.2 Closed sessions; clerk; minute book
54960 Violations and remedies
632 Unlawful to intentionally record a confidential communication without consent
CODE OF REGULATIONS, TITLE 5
The Brown Act: School Boards and Open Meeting Laws, rev. 2009
Guide to Effective Meetings, rev. 2007
CSBA, Agenda Online: http://www.csba.org
Bylaw HAYWARD UNIFIED SCHOOL DISTRICT
adopted: November 18, 1991 Hayward, California
revised: November 14, 2012
revised: July 23, 2014