Policy: 1440
By-Laws of the Board
Minutes of Board Meetings
The secretary of the Board shall keep the minutes of all Board meetings. Minutes become official after approval by the Board and shall be retained as a permanent record of the district. Minutes shall be comprehensive and shall show:
A. The date, time and place of the meeting.
B. The presiding officer.
C. Members in attendance.
D. Items discussed during the meeting and the results of any voting that may have occurred.
E. Action to recess for executive session with a general statement of the purpose.
F. Time of adjournment.
G. Signature of the presiding officer and date minutes approved.
H. Any person providing in-person or virtual comment and their topic
I. Any person who submitted a written comment along with a one-sentence summary of their statement
When issues are discussed that may require a detailed record, the Board may direct the secretary to record the discussion. Audio or video recordings shall be maintained on file as follows:
a. If the recording is transcribed verbatim (word for word), the recording may be destroyed after one (1) year and or as called for by the Washington State Records Retention Act.
b. If the recording is only used as a reference to create written minutes, the recording must be retained for six (6) years.
Unofficial minutes shall be delivered to Board members in advance of the next regularly scheduled meeting of the Board and shall also be available to other interested citizens. Minutes need not be read publicly, provided that members have had an opportunity to review them before adoption.
A file of permanent minutes of all Board meetings will be maintained in the office of the Board secretary to be made available for inspection upon the request of any interested citizen. Except as otherwise provided by law, permanent minutes will not be destroyed until approved for destruction by the appropriate district personnel. Permanent minutes should be preserved in a manner that protects them from loss.
Legal References:
RCW 28A.400.030 Superintendent's duties
RCW 40.14.070 Destruction of records
RCW 42.32.030 Public meetings — Minutes HB 1329
Cross References: Policy No. 1400 Meeting Conduct, Order of Business, and Quorum
6570 - Property and Data Management
Previously Policy No. 1490
Revised 11/2005, 2/2012, 3/ 2012, 5/2022, 10/2023, 12/2023