204 Charter School Board Meeting Minutes

Purpose: The purpose of this policy is for Crosslake Community School (CCS) to establish procedures relating to the maintenance of records of the school board of directors and the publication of its official proceedings.

It is the policy of CCS to maintain its records so that they will be available for inspection by members of the public and to provide for the publication of its official proceedings in compliance with law.

0. The Recorder shall keep and maintain permanent records of the board of directors, including records of the minutes of board of directors’ meetings and other required records of the board of directors. All votes taken at meetings required to be open to the public pursuant to the Minnesota Open Meeting Law must be recorded in the minutes kept for that purpose. After minutes have been approved by the board of directors,they will be available on CCS’s website.
1. Recordings of Closed Meetings
   1. All closed meetings, except those closed as permitted by the attorney-client privilege, must be electronically recorded at CCS’s expense. Recordings of closed meetings shall be made separately from the recordings of an open meeting to the extent such meetings are recorded. If a meeting is closed to discuss more than one (1) matter, each matter shall be separately recorded. 
   2. Recordings of closed meetings shall be preserved for the following time periods:
      1. Meetings closed to discuss labor negotiations strategy shall be preserved for two (2) years after the contract is signed.
      2. Meetings closed to discuss security matters shall be preserved for at least four (4) years.
      3. Meetings closed to discuss the purchase or sale of property shall be preserved for at least eight (8) years after the date of the meeting.
      4. All other closed meetings shall be preserved for at least three (3) years after the date of the meeting.
      5. Following the expiration of the above time periods, recordings of closed meetings shall be maintained as set forth in CCS’s Records Retention Schedule.
   3. Recordings of closed meetings shall be classified by as protected non-public data that is not accessible by the public or any subject of the data, with the following exceptions: 
      1. Recordings of labor negotiations strategy meetings shall be classified as public data and made available to the public after all labor contracts are signed for the current 204-1 budget period
      2. Recordings of meetings related to the purchase or sale of property shall be classified as public data and made available to the public after all real or personal property discussed at the meeting has been purchased or sold or CCS has abandoned the purchase or sale
      3. Recordings of any other closed meetings shall be classified and/or released as required by court order.
   4. Recordings of closed meetings shall be maintained separately from recordings of open meetings, to the extent recordings of open meetings are maintained, with the exception of recordings that have been classified as public data as set forth in Section III.B.3. Above. Recordings of closed meetings classified as non-public data also shall be maintained in a secure location, separate from recordings classified as public data.
   5. Recordings of closed meetings shall be maintained in a manner to easily identify the data classification of the recording. The recordings shall be identified with at least the following information:
      1. The date of the closed meeting;
      2. The basis upon which the meeting was closed (i.e.: labor negotiations strategy, purchase or sale of real property, educational data, etc.); and
      3. The classification of the data.
   6. Recordings of closed meetings related to labor negotiations strategy and the purchase or sale of property shall be maintained and monitored in a manner that reclassifies the recording as public upon the occurrence of an event reclassifying that data as set forth in Section III.B.3. above.

A CCS shall publish and maintain on the school's official website:

1. The meeting minutes of the board of directors and of members and committees having board-delegated authority, within 30 days following the earlier of the date of board approval or the next regularly scheduled meeting, and, for at least 365 days from the date of publication;
2. Directory information for the board of directors and for the members of committees having board-delegated authority; and
3. Identifying and contact information for the school's authorizer.

Legal References:

• Minn. Stat. § 13D.01, Subds. 4-6 (Open Meeting Law)
• Minn. Stat. § 124E.07, Subd. 8 (Board of Directors) Op. Atty. Gen. 161-a-20, December 17, 1970
• Ketterer v. Independent School District No. 1, 248 Minn. 212, 79 N.W.2d 428 (1956)

Cross References: MSBA/MASA Model Policy 205 (Open Meetings and Closed Meetings)

Download 204 Charter School Board Meeting Minutes Policy