The County Board of Education recognizes that maintaining accurate minutes of County Board meetings helps foster public trust in Board governance and provides a record of official actions for use by county office of education (COE) staff and the public.
(cf. 9000 - Role of the Board)
(cf. 9005 - Governance Standards)
(cf. 9323 - Meeting Conduct)
The County Board shall keep a record of its proceedings and shall record the votes of County Board members in the meeting minutes. (Education Code 1015, 1040)
(cf. 9323.2 - Actions by the Board)
The County Board's minutes shall be public records and shall be made available to the public upon request.
The minutes of County Board meetings shall include, but not be limited to:
1. A notation of which County Board members are present, in person or by teleconference, 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)
(cf. 9320 - Meetings and Notices)
2. A brief summary of the County Board's discussion on each agenda topic, rather than a verbatim record of each County Board member's specific point of view during the discussion
3. A summary of the public comments made on agendized items and unagendized topics
4. The specific language of each motion and the names of the County Board members who made and seconded the motion
5. A record of any action taken by the County Board and the vote or abstention on that action by each County Board member present (Government Code 54953)
County Board minutes shall not include a student's or parent/guardian's address, telephone number, date of birth, or email address, or a student's name or other directory information as defined in Education Code 49061, if a parent/guardian or student age 18 or older submits a written request to the secretary or clerk to the County Board. (Education Code 49073.2)
(cf. 9100 - Organization)
The secretary of the County Board or designee shall distribute a copy of the "unapproved" minutes of the previous meeting(s) with the agenda for the next regular meeting. The County Board shall approve the minutes as circulated or with necessary amendments.
Upon approval by the County Board, the minutes shall be signed by the Board Secretary.
Official County Board minutes and recordings shall be stored in a secure location and shall be retained in accordance with law.
Any minutes or recordings kept for County 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)
Recording or Broadcasting of Meetings
The district may tape, film, stream, or broadcast any open County Board meeting. At the beginning of the meeting, the County Board president shall announce that a recording or broadcasting is being made at the direction of the County Board and that the recording or broadcast may capture images and sounds of those attending the meeting. As practicable, the recorder or camera shall be placed in plain view of meeting participants.
Any County Board recording may be erased or destroyed 30 days after the meeting once the minutes of that meeting have been approved. Recordings made at the direction of the County Board during a meeting are public records and, upon request, shall be made available for inspection by members of the public on COE equipment without charge. (Government Code 54953.5)
Legal Reference:
EDUCATION CODE
1011 County board meetings
1015 Recording votes
1040 Duties of the county board
49061 Student records; definitions
49073.2 Privacy of student and parent/guardian personal information
GOVERNMENT CODE
6250-6270 Public Records Act
54952.2 Meeting defined
54953 Meetings
54953.5 Audio or video recording of proceedings
54953.6 Broadcasting of proceedings
54957.2 Closed sessions; clerk; minute book
54960 Violations and remedies
PENAL CODE
632 Unlawful to intentionally record a confidential communication without consent
CODE OF REGULATIONS, TITLE 5
16020-16027 Classification and retention of records
Management Resources:
CSBA PUBLICATIONS
Call to Order: A Blueprint for Great Board Meetings, 2015
The Brown Act: School Boards and Open Meeting Laws, 2014
WEB SITES
CSBA, Agenda Online: http://www.agendaonline.com
Office of the Attorney General: http://www.ag.ca.gov
Bylaw TUOLUMNE COUNTY SUPERINTENDENT OF SCHOOLS
adopted: March 14, 2016 Sonora, California
revised: September 9, 2019