Policy: BEDG
Minutes
The Secretary will keep a record of the actions of Board meetings.
The minutes of the Board will be kept in an official minute
book and will include resolutions and motions. Papers not
part of a formal motion may be omitted if they are referred
to and identified by some method.
Copies of the draft minutes of a meeting will be sent to the
members of the Board before the meeting at which they are
to be approved. Corrections to the minutes may be made at
the meeting at which they are to be approved.
All minutes will be kept in accordance with RSA 91-A:2 and
RSA 91-A:3 and will be in the custody of the Superintendent.
Minutes of all public meetings will be made available for
public inspection no later than five (5) business days after
the meeting. Minutes for all non-public sessions will be made
available for public inspection within seventy-two (72) hours
after the non-public session.
Legal References:
RSA 91-A:2 II Public Records and Meetings: Meetings Open to
Public
RSA 91-A: 3 III, Public Records and Meetings: Non-Public Sessions
RSA 91-A:4 I, Public Records and Meetings: Minutes and Records
Available/or Public Inspection
Revised: 11/15/07
Procedures for Policy BEDG
Access to Minutes and Public Records
These procedures will apply to all requests for access to
public records and minutes received by the administrative
offices of the school district.
The Board encourages members of the public to make their requests
for access to public records in writing and to include a specific
description of the desired documents. No request will be denied
if it is not in writing. All steps taken to comply with such
requests will be documented in writing and will include specific
descriptions of all documents that were made available.
Public documents requested under the Right-to-Know Law must
be made available within five (5) business days. In the event
a reply will take longer than five (5) days, a letter will
be sent to the individual requesting the documents acknowledging
receipt of the request and either estimating when a substantive
reply will be available or explaining why such documents are
unavailable.
Access to public records will ordinarily be afforded by providing
photocopies of the requested materials. In some instances
alternate methods, such as allowing personal review of a particularly
voluminous file, may be more appropriate.
The school district will charge a basic fee for records. For
photocopies or copies made from a computer printer, the first
10 pages (cumulative) will be at no charge. For more than
10 pages, there will be a charge of $.10 per single-sided
page and/or $.15 per double-sided page. No color copies are
available.
Records must be reviewed in their entirety by either the superintendent
or school principal before they are released in order to ensure
that no confidential or exempted information is disclosed.
Records exempted from disclosure requirements include: personnel
records; student records; privileged documents (e.g., lawyer-client
communication); records pertaining to litigation; collective
bargaining; real estate negotiations; records containing certain
types of confidential commercial or financial information;
and other such documents as defined in RSA 91-A:5.
It is possible that only a portion of the information contained
in a district record will be subject to public access under
the Right-to-Know Law. In such cases the district will make
a reasonable effort to provide access to the public portions
of the record. For instance, a redacted photocopy of the document
may be provided.
This procedure shall be effective immediately and shall continue
in force until otherwise amended or repealed.
ADOPTED: 12 November 1998
REVISED: 11/15/2007
Statutory References;
RSA 91-A:2 II (minutes of public meetings)
RSA 91-A:3 III (minutes of non-public sessions)
RSA 91-A:4 (minutes & records available for public inspection)
