Must executive session minutes be separate from regular session minutes, or can they be contained in the body of the regular session minutes?
You should keep them as a completely separate document and file them in a separate location.
Executive session minutes are exempt public records and can only be released by the order of a court/judge, or by a vote of the board. They may be reviewed by the superintendent or other administrator/staff member with permission of the superintendent, if there is a legitimate educational/organizational/legal reason for needing to review them.
If executive session minutes are contained within the same document as public minutes, then anytime the public minutes are accessed or reviewed, the executive session minutes end up being reviewed as well. This is completely contrary to the purpose of having used an executive session to conduct the business in the first place. In the past, executive session minutes were not required to contain any significant detail of the meeting; they merely stated the statute for the executive session, so it really didn't matter if the minutes were reviewed by others. However, now districts are required to keep executive session minutes which contain the same detailed information as the public session minutes, so maintaining the confidentiality of the information in executive session minutes does matter a great deal.
Even an individual board member cannot request to review the executive session minutes. If the board does vote to review them as a board, they need to review them in executive session as an exempt public record.
- Can a quorum of the board compel board members to attend meetings? We have a minority of members who might not attend a meeting where they will be faced with criticism. The majority of the board wants the minority to attend.
- Do we have to take minutes at a board retreat and if so do we have to have them approved at the board meeting?
- Each year in August we publish a variety of Public Notices. A few examples of these notice requirements include procedures involving student records, non-discrimination, asbestos, board meetings schedules, alternative education, location of board policy books, and processes for comments and complaints. Where do I find the a "law" which specifically says we need to publish all these notices, and is it considered published if we just post them on our website? Or do we have to pay to run them in a print newspaper?
- Our board is planning to meet with another school district board to discuss mutual concerns. Are there any special provisions which need to be followed?
- A complaint has been filed against a staff member which has progressed through the complaint procedure and has been appealed to the school board. The staff member who the complaint is against has requested the complaint be heard by the Board in public session. We anticipate both sides of the issue may have supporters in attendance. After the board reviews the complaint and the superintendent’s response, may we go into executive session to deliberate or do we have to do all of that in public session as well?