BEDG ©
MINUTES

Written or recorded minutes shall be taken of all regular and special Board meetings, including executive sessions, and shall include the information required by A.R.S. 38-431.01.  The written minutes or recording shall be available for public inspection three (3) working days after the date of the meeting, except for confidential executive session minutes.  Written minutes or a recording not yet approved by the Governing Board shall be marked as "draft" or "unapproved."  The minutes or recording shall not be withheld from the public pending approval and must be in a form readily accessible to the public.

Copies of unapproved written minutes, in print or digital form, shall be distributed to all Board members prior to the next meeting.  The Board will take action at a subsequent meeting to amend and/or approve the written minutes.

The Superintendent shall oversee the preparation of written or recorded minutes of all executive sessions, as required by A.R.S. 38-431.01.  The Superintendent will provide confidential copies of unapproved written minutes, in print or digital form, to all Board members prior to the next meeting.

The Superintendent shall assure that permanent archival files of all approved Governing Board meeting minutes and related required materials are maintained in accordance with A.R.S. 39-101 and standards established by Arizona State Library, Archives and Public Records (ASLAPR).  Regular and special Board meeting minutes shall be filed separately from Board executive session minutes.

Adopted:  December 14, 2010

LEGAL REF.:
A.R.S.
15-843
38-421
38-431.01
38-431.03
39-101
39-121
39-122
A.G.O.
I80-198
Attorney General Arizona Agency Handbook, Chapter 7,Open Meetings
ASLAPR General Retention Schedule for School Districts and Charter Schools

CROSS REF.:
BED - Meeting Procedures/Bylaws
BEDF - Voting Method