242E1 - Board Meeting Minutes

Since the official minutes of the board are the only basic legal record, it is important that they be recorded with extreme care and completeness. The board secretary will follow the following guidelines in writing board minutes:

With respect to content, the minutes should show the following:

1. The place, date, and time of each meeting.
2. The type of meeting--regular, special, emergency, work session.
3. Members present and members absent, by name.
4. The call to order and adjournment.
5. The departure of members by name before adjournment.
6. The late arrival of members, by name.
7. The time and place of the next meeting.
8. Approval, or amendment and approval, of the minutes of the preceding meeting.
9. Complete information as to each subject of the board's deliberation and the action taken.
10. The maker and seconder of the motion, what action was taken, and the vote on the motion detailed enough to attribute a vote to each member present.
11. Complete text of all board resolutions included in the appropriate location in the board minutes.
12. A record of all contracts entered into, with the contract documents kept in a separate file.
13. A record of all change orders on construction contracts.
14. All employment changes, including resignations or terminations.
15. A record, by number, of the bills of account approved by the board for payment.
16. A record of all calls for bids, bids received, and action taken thereon.
17. Approval of all transfers of funds from one budgetary fund to another.
18. Important documents forming a part of a motion should be made a part of the minutes by exhibit and placed in the minute book along with the minutes
19. Board policy and administrative guides should be made a part of the minutes by exhibit.
20. Adoption of textbooks and the school calendar.
21. Disapproval of open enrollment requests with justification for disapproval after the deadline.
22. The election or appointment of board officers.
23. At the annual meeting each year the record should indicate that the books of the treasurer and secretary and the Certified Annual Report have been examined and approved subject to the audit.

The Board minutes from the regular board meeting in July should reflect the following:

24. The board will approve a resolution naming depositories along with the maximum deposit for each depository.
25. The board will approve a resolution to pay bills when the board is not in session.

At the annual meeting or organizational meeting in odd numbered years the minutes should reflect the following:

26. The board will review and approve the annual settlement report prepared by the board treasurer.Appointment of a temporary chairperson if not specified in policy.
27. Appointment of a temporary chairperson if not specified in policy.
28. Oath of office administered to newly elected board members.
29. Nominations taken for the office of president and vice-president.
30. Election of the president and vice-president, the votes and the oath of office administered to the president and vice-president.

 

 

Date of Adoption/Revision:
July 2003
July 2006
July 2009
July 2010
July 2012
July 2015
September 2019
December 2019