Meeting Minutes Protocol
Meeting Minutes Protocols Notes Supporting Each Protocol
1. Meeting minutes are the permanent record of the The School Code requires minutes to contain “official
proceedings during a School Board meeting. All acts of the board.” Keeping the minutes focused on
Board action must be recorded in the minutes; board action fosters public trust that public business is
thus, the minutes focus on Board action. occurring in public and helps a board record what
matters the most – its actions.
2. The minutes only include information provided at A board may not use meeting minutes to change what
the meeting. Information may not be corrected or happened during a meeting even to correct
updated in the minutes unless it was discussed at misinformation. Occasionally, discoveries made after
the meeting. a meeting would have changed what happened during
the meeting. A board must take new action at a
subsequent meeting to fix these inaccuracies.
3. Minutes include a summary of the Board’s This important protocol aims to prevent who-said-
discussion on an agenda topic; the minutes do not what discussions when approving minutes. If adopted,
state what is said verbatim. The minutes do not this protocol will keep the minutes focused on what is
repeat the same point made by different required – a record of all actions and a summary of
individuals. If appropriate, the minutes include a discussion. The summary of discussion should contain
brief background and an explanation of the enough specifics to fairly apprise the reader of the
circumstances surrounding an issue discussed. matter. However, it is unnecessary and often
The minutes do not include the names of counterproductive to recite viewpoints or questions. A
members making specific points during board whose minutes routinely recite its members’
discussion. Requests from individual Board preliminary thoughts may find that members are
members to include their vote or an opinion are reluctant to engage in full discussion for fear of
handled according to Board policy. appearing indecisive.
4. The minutes include the topic of reports that are Boards frequently receive reports. Ordinarily, these
made to the Board including reports from the reports do not need to be summarized in the minutes.
Superintendent or a Board committee. Written The Open Meetings Act requires minutes to contain a
reports are filed with the minutes but do not “summary of the discussion on all matters proposed,
become part of the minutes. deliberated, or decided.” Thus, it is unnecessary to
include a summary of reports absent a proposal,
deliberation, or decision. Filing submitted reports with
the minutes documents their receipt without making
them part of the minutes.
5. The minutes note when a member is not present The Open Meetings Act requires a majority of the
for the entire meeting due to late arrival and/or board to be physically present at all meetings.
early departure. Recording the comings and goings of board members
documents that a majority of the board remained
present throughout the meeting.
6. Although items may be considered by the Board Keeping the agenda and minutes in the same order
in a different order than appeared on the agenda, emphasizes their connection and efficiently verifies
items in the minutes are generally recorded in the that the board took action only on matters that were
same order as they appeared on the agenda. on the posted agenda. However, the secretary must be
When a meeting is reconvened on a different careful to avoid describing a meeting in the minutes
date, the minutes must describe what happened that never occurred.
on each meeting date.
7. The minutes should be recorded in an objective Minutes should reflect the board’s professionalism
but positive/constructive tone. Answers and and outlook. An upbeat and objective voice avoids
explanations, rather than questions, are recorded. negativity and pessimism. Even criticisms and
Writing style, including choice of words and complaints can be stated as improvement objectives.
sentence structure, is at the discretion of the Accusations and personal attacks have no place in
individual recording the minutes. minutes.
8. The minutes include individuals’ names who Minutes need to contain a “summary of the discussion
speak during the meeting’s public participation on all matters proposed, deliberated, or decided.”
segment as well as the topics they address. All Thus, public comment does not need to be
written documents presented at a Board meeting summarized unless it led to a proposal, deliberation,
are filed with the minutes but do not become part or decision. Diminishing the public’s expectation of
of the minutes. having comments appear in the minutes may reduce
controversy over minutes.
9. The following template generally governs The remaining part of this board exhibit contains a
meeting minutes. form to be completed for each open board meeting. Of
course, it should be customized to reflect the local
board’s practices.
