If a person does not speak at or attend a Board meeting, but wants their email or written statement in the record as public comment, can/should we do that?
The minutes should be a record of the meeting only, not a place to park other communication. The communication should not be placed with the minutes of a meeting unless it was actually discussed at the meeting. Any district-business-related communication received by a board member should be put in a communications file to be read by all board members. This file is a public record and must be retained for at least three years.