HomeMy WebLinkAbout07. Adopt proposed revisions to Board Policy (BP) 020 – Minute Style and Video Recording of Board and Standing Committee MeetingsItem 7.
BOARD OF DI RECTORS
POSIT ION PA PER
M E E T ING D AT E:MA R C H 21, 2024
S UB J E C T: A D O P T P R O P O S E D R E V I S I O NS TO B O A R D P O L I C Y (B P ) 020 - MINUT E
STYL E AND VIDEO RECORDING OF BOARD AND STANDING
COMMIT TEE MEET INGS
S UB M I T T E D B Y:
K AT I E YO UNG, S E C R E TA RY O F T HE
D I S T R I C T
I NI T I AT I NG D E PART M E NT:
S E C R E TA RY O F T HE D I S T R I C T
Roger S. Bailey
General Manager
L eah C astella
District Counsel
IS S UE
C hanges to the Board of Directors (Board) policies require B oard approval.
B AC K G RO UND
At the March 5, 2024, Administration Committee meeting, B P 020 was brought f or biennial review. During
that discussion, Member Mc Gill pointed out that the term "virtual" was mentioned in the Committee
Meetings but not the Board Meetings.
Attached is a highlight strike out copy of the minimal change.
ALT E RNAT I V E S /C O NS I D E RAT IO NS
None.
F I NANC IAL I M PAC T S
None.
March 21, 2024 Regular Board Meeting Agenda Packet - Page 43 of 195
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C O M M I T T E E RE C O M M E ND AT IO N
T he Committee reviewed this item at its March 5, 2024 meeting and recommended B oard approval.
RE C O M M E ND E D B O ARD AC T I O N
Approve the proposed changes to Board P olicy B P 020 - Minute Style and Video Recording of Board
and Standing Committee Meetings
Strategic Plan Tie-I n
G O A L FO U R : G overnance and Fiscal R esponsibility
Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility, Strategy 2 - Encourage and facilitate
public participation
AT TAC HM E NT S :
D escription
1. B P 020 - Minute S tyle & Video R ecording of Board Meetings
March 21, 2024 Regular Board Meeting Agenda Packet - Page 44 of 195
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Number: BP 020
Authority: Board of Directors
Effective: July 23, 2015
Revised: February 17, 2022
Reviewed: February 17, 2022March 5, 2024
Initiating Dept./Div.: Secretary of the District
BOARD POLICY
MINUTE STYLE AND VIDEO RECORDING OF BOARD AND
STANDING COMMITTEE MEETINGS
PURPOSE
To establish a policy regarding the format of minutes of Board and Standing Committee
meetings and the video recording of Board and Committee meetings.
POLICY
Board Meetings
The written minutes of hybrid (in-person and virtual) Board meetings shall be prepared
and kept by the Secretary of the District, approved by the Board of Directors, and shall
be brief, summary-style minutes documenting:
Action items motions, seconds and vote counts;
Summarized comments made by members of the public;
Key concepts and thoughts made by Board Members; and
Policy reasons for decisions made.
Minutes will generally be scheduled for approval by the Board of Directors on the next
Board agenda.
In accordance with goals of the District’s Strategic Plan to maintain openness and
transparency in the way the Board conducts its business, and to provide excellent
customer service, video recordings shall be made of each Board meeting held in the
Board Room. These recordings will be posted to the District’s website and retained
permanently, in accordance with the District’s Records Retention Schedule.
Standing Committee Meetings
The written minutes of virtual hybrid Standing Committee meetings shall be prepared
and kept by the Secretary of the District, authorized by the Committee, and shall be
summary-style minutes documenting:
March 21, 2024 Regular Board Meeting Agenda Packet - Page 45 of 195
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Number: BP 020
MINUTE STYLE & RECORDING OF BOARD/COMMITTEE MEETINGS
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Committee recommendations;
Key concepts and thoughts made by Committee Members, staff and of the public; and
Policy reasons for decisions being considered.
Minutes will generally be scheduled for review by the Board of Directors on the next
Board agenda.
[Original Retained by the Secretary of the District]
March 21, 2024 Regular Board Meeting Agenda Packet - Page 46 of 195
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