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FILE CODE: 9326
X Other Reasons
The minutes of all meetings of the board shall be sufficiently detailed to serve as documentation of board compliance with New Jersey statutes and administrative code.
The minutes of the meetings of the board of education shall include:
A. The classification (regular, adjourned or special), date, and place of meeting;
B. The call to order stating time, person presiding and his/her office;
C. The record of the roll call of board members;
D. A notation of the presence of the superintendent, school business administrator, board secretary, administrators and the public;
E. Announcement of notification listing the newspapers by name;
F. A record of any corrections to the minutes of the previous meetings and the action approving them;
G. A record of all communications presented to the board;
H. A record of each motion placed before the board, the result of the vote, and the vote of each member.
A copy of the minutes of the previous meeting shall be sent to all board members along with agenda materials.
The minutes shall be filed permanently for reference purposes.
All reports requiring board action, resolutions, agreements and other written documents shall be placed in the files of the board secretary and/or the superintendent as a permanent record.
Minutes of Closed Meetings
The minutes of closed meetings must be made available to the public as soon as the reason for confidentiality no longer applies. When a closed meeting deals with more than one privileged matter,
the minutes shall be prepared in such a way that each matter can be separated and disclosed in a timely manner.
Public Access to Minutes
Minutes of all regular meetings shall be available to the public for inspection within two weeks after approval by the board.
The board secretary (or other person deemed to be the custodian of public records) shall permit the minutes to be inspected, examined and copied by any person during regular business hours.
The minutes of the board's meetings shall be shown to the public upon request in the presence of the board secretary or his/her designee. Requests for single copies of minutes as approved by the board at a regular meeting shall be honored at the convenience of the board secretary. The board may charge a fee for copies of the minutes as provided by law.
Date: March 17, 1997
Revised: March 2003
NJSBA Review/Update: January 2008
Readopted: April 14, 2008
N.J.S.A. 10:4-6 et seq. Open Public Meetings Act
N.J.S.A. 10:4-10, -14
N.J.S.A. 18A:11-1 General mandatory powers and duties
N.J.S.A. 18A:17-7 Secretary to give notices and keep minutes, etc.
N.J.S.A. 18A:54-20 Powers of board (county vocational schools)
N.J.S.A. 47:1A-1 et seq. Public Records; Examination and Copies ("Open Public Records Act")
N.J.A.C. 6A:8-4.3 Accountability
N.J.A.C. 6A:30-1.4 Evaluation process for the annual review
N.J.A.C. 6A:32-12.1 Reporting requirements
Executive Order No. 9, September 30, 1963; modified by Executive Order No. 11, November 15, 1974
Maurice River Board of Education v. Maurice River Teachers Assn. 193 N.J. Super. 488 (App. Div. 1984)
Matawan Ed. Ass'n. v. Matawan-Aberdeen Ed. Bd., 212 N.J. Super. 328
Liebeskind v. Mayor & Mun. Coun. of Bayonne, 265 N.J. Super. 389, 400-401 (App.Div. 1993)
Atlantic City Convention Center Authority v. South Jersey Publishing Co., Inc., 135 N.J. 53 (1994).
Robert Wayne Tarus v. Borough of Pine Hill, et al., NJ Supreme Court (A-93-2005, decided March 7, 2007). The public's right of access to governmental proceedings includes the right to videotape.
New Jersey Department of State, Division of Archives and Records Management, School District Records Retention Schedule