Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 15 School Board Records

 

BOARD AGENDA (Item 15-1)

These are copies of notices of regular and special school board meetings. They usually include date, time, location of meeting, list of items to be discussed by committee members at regular, special, and emergency public meetings.

RETENTION

Retain for 2 years or until administrative need ends, if not part of the official minutes and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

BOARD EXHIBIT FILES (Item 15-5)

These files document materials submitted to school board members before and during special and regular meetings. They serve as items of discussions during the meetings. They generally include copies of agenda, special reports, budget proposals, policy procedures, and related correspondence, but may include original documents.

RETENTION

Record copy: Permanent. May be transferred to the State Archives.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

BOARD MEETING TAPE RECORDINGS (Item 15-7)

Audio or video recordings which document what transpired at committee and board meetings, conferences, and administrative hearings. They are usually used to create official minutes. UCA 52-4-203 requires that "written minutes shall be kept of all open meetings." UCA 52-4-206 states a public body that closes a meeting "shall make a recording of the closed portion of the meeting; and may keep detailed written minutes that disclose the content of the closed portion of the meeting." The recording is the official record of a closed meeting, and may not be transcribed for the purposes of retention. Open meeting recordings are public records and "shall be available to the public for listening within three business days after the end of the meeting" [UCA 52-4-203 (4)f].

RETENTION

Retain 3 years after the approval of official minutes and then destroy. Closed meeting recordings are Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 63G-2-301 (2008).

SUGGESTED SECONDARY DESIGNATION

Private:Closed Meetings: UCA 63G-2-305(32) and 52-4-206(5)

(Approved 10/2011)

BOARD MINUTES (Item 15-2)

These are minutes of regular and special meetings of the Board of Education. They are used to document the actions and decisions of the Board. School board minutes record the adoption of annual budgets; the approval of expenditures; discussions of district policies. These minute books include the time and place of meeting, board members absent and present, summary of proceedings and decisions made by the board.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

ELECTION BALLOTS (Item 15-6)

These are the official ballots cast by voters in school district bond elections. They shall be preserved "for at least 22 months after an election . . . destroy them without opening or examining them" (UCA 20A-4-202(2)(a) (1995).

RETENTION

Retain for 22 months after the election or until time has expired during which ballots could be contested (UCA 20A-4-202(2) (1995) and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt:UCA 20A-4-106(2008); and 20A-4-401.

(Approved 12/97)

OATHS OF OFFICE (Item 15-3)

These records are the official oaths of the school board members, superintendents, business officials, and members appointed to advisory boards. They are used to verify that oaths were administered in accordance with the Utah State Constitution (Art. IV, Sec. 10). Before entering into the duties of all elected and appointed officials "shall take and subscribe to a specified oath or affirmation."

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

PETITIONS (Item 15-4)

These files contain the formal written petitions from school district residents submitted to the school board proposing action. Each petition contains a statement of purpose on proposed action and signatures and addresses of petitioners.

RETENTION

Retain for 5 years after issue resolved or final decision made and then transfer to the State Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)