Series 100:  Board Operations
    Code Title:
    Policy Code:
    January 24, 2018
    The Board Clerk shall cause a complete and accurate set of minutes to be recorded for each regular and special meeting of the School Board, including closed sessions. The minutes shall constitute an official record of each Board meeting. At a minimum, the minutes shall:
    1. Clearly identify the date, time, and location of the meeting and the Board members who were in attendance at the meeting;
    2. Create a record of all official actions of the Board, including but not limited to actions approved by unanimous consent and a sufficient detailing of the official actions approved by a single motion under any consent agenda;
    3. Record all motions made at the meeting, identify the Board member making and seconding each motion (if any), and provide a sufficient record of the votes and any voting abstentions on each motion; and may include a summary of the Board discussion.
    4. Include a brief description of the title and substance of any reports presented at the meeting.
    5. Record the presiding officer’s announcement that precedes each vote to convene in closed session.
    The minutes shall not present the recorder’s personal value judgments or opinions. Except to the extent necessary to create an adequate record of a quasi-judicial or due process hearing (e.g., recording the minutes of an expulsion hearing), or as part of documenting violations of decorum and any sanctions, or as otherwise directed by the Board, the minutes of a Board meeting shall not attempt to include a transcript or a summary of speaker comments or of the Board’s discussion.
    Copies of proposed meeting minutes shall be made available to all Board members prior to the Board meeting at which the minutes are to be approved. By making a motion to amend the minutes, Board members may propose corrections to the minutes for purposes of clarity and/or accuracy. Proposed minutes and any proposed amendments thereto shall be approved by the Board through a formal motion or by unanimous consent.
    Once approved, an official copy of the approved minutes of each meeting shall be entered into the official record of Board proceedings, along with official copies of related orders, resolutions, and any other proceedings from the meeting.
    Copies of the minutes of all open session meetings shall be posted on the District’s website.  With such exceptions as are permitted by the Public Records Law (e.g., in certain cases, closed session minutes of specific portions thereof), the minutes of Board meetings shall otherwise be open to public inspection.
    The proceedings of each Board meeting shall be published, publicized, or posted, per the requirements of state statutes, within forty-five (45) days after the meeting.
    Closed Session Minutes
    When the Board convenes in closed session, the minutes of the closed session shall include the purpose of the meeting and qualifying exemption under state law for meeting in closed session, and also include a record of any official action taken during the closed session, including the vote thereon.
    Although normally Board meeting minutes are required to be disclosed upon request, the minutes of closed sessions may be withheld from the public if there is a specific demonstration that there is a need to restrict public access at the time the request is made. It shall be the responsibility of the District Administrator, as the designated legal custodian of district records, to make this determination on a case-by-case basis. In making this determination, the District Administrator shall weigh the public interest in disclosure of the minutes against the public interest and public policies and laws against disclosure. As soon as the need to maintain confidentiality lapses, closed session minutes shall be made public in accordance with state law.
    Legal References
    Wisconsin Statutes

    [duty of president to see that minutes of meetings are properly recorded, approved, and signed]

    [retention of public records; generally]
    [right to record inspection and authority to potentially deny access to closed session meeting records under specified conditions]
    [closed session meetings]
    [taking and recording motions and votes; public inspection]
    [duty of clerk to record minutes of regular and special meetings]
    [dissemination of the proceedings of board meetings]
    [duty of clerk to enter minutes, orders, resolutions, and other proceedings into the board’s official records]
    [definitions of “proceedings” and “substance” of official action]