215.E1 Board Meeting Minutes


Since the official minutes of the Board are the only 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 department 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, numbered consecutively for each fiscal year.

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 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 apart 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.