Board of Education Meetings & Records Checklist
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BOARD MEETING ARCHIVE & COMPLIANCE CHECKLIST
UTAH OPEN MEETINGS ACT COMPLIANCE CHECKLIST
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NOTICE OF MEETINGS
NOTICE OF MEETINGS
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Section 202
Public notice of meetings -- Emergency meetings.
Section 202
Public notice of meetings -- Emergency meetings.
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The Utah Public Notice website includes a link to boarddocs.com where
A public body shall give not less than 24 hours' public notice of each meeting.
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the public can have access to all public docs related to the meeting.
Notice includes date, time, place, agenda
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The District's "board web page" has a link to the Utah Public Notice website
A public body which holds regular meetings that are scheduled in advance over the course of a year shall give public notice at least once each year of its annual meeting schedule as provided in this section
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where the meeting agenda can also be found
Notice of meeting includes:
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Boarddocs.com meeting agenda includes a link to the Utah Public Notice Website
Posting written notice at the principal office of the public body or specified body, or if no principal office exists, at the building where the meeting is to be held; and
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The Boarddocs.com meeting agenda includes a link to the Utah Open Meetings Act
On the Utah Public Notice Website
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for the board and public to refer to if needed.
At least one newspaper of general circulation within the geographic jurisdiction of the public body
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Copies of all notices are included in archive packet & date posted
Courtesy notifications at least 24 hours in advance: City councils and city mayors, county commissioners, etc. (Recent legislation requiring this notification)
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Copy of actual newspaper notice
Posting written notice at school offices and front doors
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Written notice posted on District Office doors
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Written notice posted at schools
Agenda:
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E-mail notice to mayors, city councils,
A public notice that is required to include an agenda under Subsection (1) shall provide reasonable specificity to notify the public as to the topics to be considered at the meeting. Each topic shall be listed under an agenda item on the meeting agenda.
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county commission
At the discretion of the presiding member of the public body, a topic raised by the public may be discussed during an open meeting, even if the topic raised by the public was not included in the agenda or advance public notice for the meeting
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Newspaper notice of annual meetings
A public body may not take final action on a topic in an open meeting unless the topic is:
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Copy of district/school website notice of meeting
listed under an agenda item as required by Subsection (6)(a); and
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included with the advance public notice
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Copy of Utah Public Notice Website meeting agenda
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Copy of Boarddocs.com meeting agenda
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WRITTEN MINUTES & RECORDINGS
WRITTEN MINUTES & RECORDINGS
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Section 203
Written minutes of open meetings -- Public records -- Recording of meetings.
Section 203
Written minutes of open meetings -- Public records -- Recording of meetings.
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Copy of prior meeting written minutes approved in the current meeting
Written minutes of an open meeting shall include:
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in board packet
The date, time, and place of the meeting;
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Copy of current meeting unapproved minutes in board packet
The names of members present and absent
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All "approved" written minutes are posted on Utah Public Notice Website
The substance of all matters proposed, discussed, or decided by the public body which may include a summary of comments made by members of the public body
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within 3 business days of the meeting
A record, by individual member, of each vote taken by the public body
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All "approved" written minutes are posted on the district website
The name of each person who
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within 3 business days of the meeting
Is not a member of the public body; and
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All audio recordings are posted on Utah Public Notice Website within
After being recognized by the presiding member of the public body, provided testimony or comments to the public body;
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3 business days of the meeting
The substance, in brief, of the testimony or comments provided by the public
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Copy of sign in sheet for all who attended the meeting is included
Any other information that is a record of the proceedings of the meeting that any member requests be entered in the minutes or recording
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in the board packet
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All board packet items are retained in the safe permanently for future
A recording of an open meeting shall:
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reference
Be a complete and unedited record of all open portions of the meeting from the commencement of the meeting through adjournment of the meeting; and
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Be properly labeled or identified with the date, time, and place of the meeting
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Hard copy printout of all documents included in Boarddocs.com
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and materials distributed during the meeting are included in the
Pending minutes shall contain a clear indication that the public body has not yet approved the minutes or that the minutes are subject to change until the public body approves them.
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board packet for archive.
Make pending minutes available to the public within 30 days after holding the open meeting that is the subject of the pending minute
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Within three business days after approving written minutes of an open meeting, post to the website and make available to the public at the public body's primary office a copy of the approved minutes and any public materials distributed at the meeting
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Within three business days after holding an open meeting, make an audio recording of the open meeting available to the public for listening
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The written minutes or recording of an open meeting that are required to be retained permanently shall be maintained in or converted to a format that meets long-term records storage requirements
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CLOSED MEETINGS
CLOSED MEETINGS
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Section 204
Closed meeting held upon vote of members -- Business -- Reasons for meeting recorded.
Section 204
Closed meeting held upon vote of members -- Business -- Reasons for meeting recorded.
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A quorum is present
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The meeting is an open meeting for which notice has been given under Section 52-4-202; and
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Two-thirds of the members of the public body present at the open meeting vote to approve closing the meeting
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A majority of the members of the public body present at an open meeting vote to approve closing the meeting
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A closed meeting is not allowed unless each matter discussed in the closed meeting is permitted under Section 52-4-205
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Discussion of the character, professional competence, or physical or mental health of an individual;
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Strategy sessions to discuss collective bargaining
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Strategy sessions to discuss pending or reasonably imminent litigation;
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Strategy sessions to discuss the purchase, exchange, or lease of real property, including any form of a water right or water shares, if public discussion of the transaction would:
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Disclose the appraisal or estimated value of the property under consideration; or
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Prevent the public body from completing the transaction on the best possible terms;
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Strategy sessions to discuss the sale of real property, including any form of a water right or water shares, if:
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Disclose the appraisal or estimated value of the property under consideration; or
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Prevent the public body from completing the transaction on the best possible terms;
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The public body previously gave public notice that the property would be offered for sale; and
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The terms of the sale are publicly disclosed before the public body approves the sale;
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Discussion regarding deployment of security personnel, devices, or systems;
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Investigative proceedings regarding allegations of criminal misconduct;
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Deliberations, not including any information gathering activities, of a public body acting in the capacity of:
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An evaluation committee under Title 63G, Chapter 6a, Utah Procurement Code, during the process of evaluating responses to a solicitation,
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A protest officer, defined in Section 63G-6a-103, during the process of making a decision on a protest under Title 63G, Chapter 6a, Part 16, Controversies and Protests
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A procurement appeals panel under Title 63G, Chapter 6a, Utah Procurement Code
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The purpose of considering information that is designated as a trade secret, as defined in Section 13-24-2, if the public body's consideration of the information is necessary in order to properly conduct a procurement under Title 63G, Chapter 6a, Utah Procurement Code;
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The purpose of discussing information provided to the public body during the procurement process under Title 63G, Chapter 6a, Utah Procurement Code
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The information may not, under Title 63G, Chapter 6a, Utah Procurement Code, be disclosed to a member of the public or to a participant in the procurement process; and
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The public body needs to review or discuss the information in order to properly fulfill its role and responsibilities in the procurement process; or
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RECORD OF CLOSED MEETINGS
RECORD OF CLOSED MEETINGS
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Section 206
Record of closed meetings
Section 206
Record of closed meetings
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Shall make a recording of the closed portion of the meeting
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Copy of all closed meeting recordings and minutes are included in the
May keep detailed written minutes that disclose the content of the closed portion of the meeting
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board packet.
A recording of a closed meeting shall be complete and unedited from the commencement of the closed meeting through adjournment of the closed meeting
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Under no circumstances are board recordings and minutes posted
The recording and any minutes of a closed meeting shall include:
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on the state Public Notice website
The date, time, and place of the meeting;
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Signed sworn statement from Board President verifying the purpose of
The names of members present and absent; and
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each closed meeting is included in the board packet for archive in the
The names of all others present except where the disclosure would infringe on the confidentiality necessary to fulfill the original purpose of closing the meeting.
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safe
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Minutes or recordings of a closed meeting that are required to be retained permanently shall be maintained in or converted to a format that meets long-term records storage requirements
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Both a recording and written minutes of closed meetings are protected records under Title 63G, Chapter 2, Government Records Access and Management Act, except that the records may be disclosed under a court order only as provided under Section 52-4-304.
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If a public body closes a meeting exclusively for the purposes described under Subsection 52-4-205(1)(a), (1)(f), or (2):
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The person presiding shall sign a sworn statement affirming that the sole purpose for closing the meeting was to discuss the purposes described under Subsection 52-4-205(1)(a),(1)(f), or (2); and
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Written minutes and recordings are not kept for closed meetings related to 1) competence, character, or health of an individual, or 2) security systems, deployment, or security personnel
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SIGNATURES VERIFYING ALL ITEMS ARE IN BOARD MEETING ARCHIVE PACKET
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