2:220 - School Board Meeting Procedure

Agenda

The School Board President is responsible for focusing the Board meeting agendas on appropriate content. The Superintendent shall prepare agendas in consultation with the Board President. The President shall designate a portion of the agenda as a consent agenda for those items that usually do not require discussion or explanation before Board action. Upon the request of any Board member, an item will be withdrawn from the consent agenda and placed on the regular agenda for independent consideration.

Each Board meeting agenda shall contain the general subject matter of any item that will be the subject of final action at the meeting. Any Board member may submit suggested agenda items to the Board President for his or her consideration for an upcoming meeting. District residents may suggest inclusions for the agenda. The Board will take final action only on items contained in the posted agenda; items not on the agenda may still be discussed.

The Superintendent shall provide a copy of the agenda, with adequate data and background information, to each Board member at least 48 hours before each meeting, except a meeting held in the event of an emergency. The meeting agenda shall be posted in accordance with Board policy 2:200, Types of School Board Meetings.

The Board President shall determine the order of business at regular Board meetings. Upon consent of a majority of members present, the order of business at any meeting may be changed.

Voting Method

Unless otherwise provided by law, when a vote is taken upon any measure before the Board, with a quorum being present, a majority of the votes cast shall determine its outcome. A vote of abstain or present, or a vote other than yea or nay, or a failure to vote, is counted for the purposes of determining whether a quorum is present. A vote of abstain or present, or a vote other than yea or nay, or a failure to vote, however, is not counted in determining whether a measure has been passed by the Board, unless otherwise stated in law. The sequence for casting votes is rotated.

On all questions involving the expenditure of money and on all questions involving the closing of a meeting to the public, a roll call vote shall be taken and entered in the Board’s minutes. An individual Board member may request that a roll call vote be taken on any other matter; the President or other presiding officer may approve or deny the request but a denial is subject to being overturned by a majority vote of the members present.

Any Board member may include a written explanation of his or her vote in the District file containing individual Board member statements; the explanation will not be part of the minutes.

Minutes

The Board Secretary shall keep written minutes of all Board meetings (whether open or closed), which shall be signed by the President and the Secretary. The minutes include:

The meeting’s date, time, and place;
Board members recorded as either present or absent;
A summary of the discussion on all matters proposed, deliberated, or decided, and a record of any votes taken;
On all matters requiring a roll call vote, a record of who voted yea and nay;
If the meeting is adjourned to another date, the time and place of the adjourned meeting;
The vote of each member present when a vote is taken to hold a closed meeting or portion of a meeting, and the reason for the closed meeting with a citation to the specific exception contained in the Open Meetings Act authorizing the closed meeting;
A record of all motions, including individuals making and seconding motions;
Upon request by a Board member, a record of how he or she voted on a particular motion;and
The type of meeting, including any notices and, if a reconvened meeting, theoriginal meeting’s date.

The minutes shall be submitted to the Board for approval or modification at its next regularly scheduled open meeting. Minutes for open meetings must be approved within 30 days after the meeting or at the second subsequent regular meeting, whichever is later.

At least semi-annually in an open meeting, the Board: (1) reviews minutes from all closed meetings that are currently unavailable for public release, and (2) decides which, if any, no longer require confidential treatment and are available for public inspection. The Board may meet in a prior closed session to review the minutes from closed meetings that are currently unavailable for public release.

The Board’s meeting minutes must be submitted to the Board Treasurer at such times as the Treasurer may require.

The official minutes are in the custody of the Board Secretary. Open meeting minutes are available for inspection during regular office hours within 10 days after the Board’s approval; they may be inspected in the District’s main office, in the presence of the Secretary, the Superintendent or designee, or any Board member. Minutes from closed meetings are likewise available, but only if the Board has released them for public inspection. The minutes shall not be removed from the Superintendent’s office except by vote of the Board or by court order.

The Board’s open meeting minutes shall be posted on the District website within 10 days after the Board approves them; the minutes will remain posted for at least 60 days.

Verbatim Record of Closed Meetings

The Superintendent, or the Board Secretary when the Superintendent is absent, shall audio record all closed meetings. If neither is present, the Board President or presiding officer shall assume this responsibility. After the closed meeting, the person making the audio recording shall label the recording with the date and store it in a secure location. The Superintendent shall ensure that: (1) an audio recording device and all necessary accompanying items are available to the Board for every closed meeting, and (2) a secure location for storing closed meeting audio recordings is maintained within the District's main office.

After 18 months have passed since being made, the audio recording of a closed meeting is destroyed provided the Board approved: (1) its destruction, and (2) minutes of the particular closed meeting.

Individual Board members may listen to verbatim recordings when that action is germane to their responsibilities. In the interest of encouraging free and open expression by Board members during closed meetings, the recordings of closed meetings should not be used by Board members to confirm or dispute the accuracy of recollections.

Quorum and Participation by Audio or Video Means

A quorum of the Board must be physically present at all Board meetings. A majority of the full membership of the Board constitutes a quorum.

Provided a quorum is physically present, a Board member may attend a meeting by video or audio conference if he or she is prevented from physically attending because of: (1) personal illness or disability, (2) employment or District business, or (3) a family or other emergency. If a member wishes to attend a meeting by video or audio means, he or she must notify the recording secretary or Superintendent at least 24 hours before the meeting unless advance notice is impractical. The recording secretary or Superintendent will inform the Board President and make appropriate arrangements. A Board member who attends a meeting by audio or video means, as provided in this policy, may participate in all aspects of the Board meeting including voting on any item.

Rules of Order

Unless State law or Board-adopted rules apply, the Board President, as the presiding officer, will use Robert’s Rules of Order, Newly Revised (10th Edition), as a guide when a question arises concerning procedure.

Broadcasting and Recording Board Meetings

Any person may record or broadcast an open Board meeting. Special requests to facilitate recording or broadcasting an open Board meeting, such as seating, writing surfaces, lighting, and access to electrical power, should be directed to the Superintendent at least 24 hours before the meeting.

Recording meetings shall not distract or disturb Board members, other meeting participants, or members of the public. The Board President may designate a location for recording equipment, may restrict the movements of individuals who are using recording equipment, or may take such other steps as are deemed necessary to preserve decorum and facilitate the meeting.

LEGAL REF.:

5 ILCS 120/2a, 120/2.02, 120/2.05, and 120/2.06.

105 ILCS 5/10-6, 5/10-7, 5/10-12, and 5/10-16.

CROSS REF.:

2:200 (Types of School Board Meetings), 2:150 (Committees), 2:210 (Organizational School Board Meeting), 2:230 (Public Participation at School Board Meetings and Petitions to the Board)

ADOPTED:

September 30, 2013

Groups audience:

Policy Committee

2:220-E1 - Exhibit - Board Treatment of Closed Meeting Verbatim Records and Minutes

The following procedures govern the verbatim audio recordings and minutes of School Board meetings that are closed to the public.

Actor	Action
Before any Board meeting: Superintendent or designee	Arranges to have an audio recording device with extra recording tapes and a back-up audio recording device in the Board meeting room during every Board meeting regardless of whether a closed meeting is scheduled. The Board may close a portion of a public meeting without prior notice; it cannot, however, have a closed meeting unless it can record the session.
Before a closed meeting: Board President or presiding officer	On the closed meeting date: (1) convenes an open meeting, (2) requests a motion to adjourn into closed meeting making sure the reason for the meeting is identified in the motion, (3) takes a roll call vote, (4) asks that the minutes record the vote of each member present and the reason for the closed meeting with a citation to the specific exception contained in the Open Meetings Act authorizing the closed meeting (5 ILCS 120/2a), and (5) adjourns the open meeting.
Before a closed meeting: Superintendent or Board Secretary	Immediately before a closed meeting, tests and activates the audio recording device.
During a closed meeting: Board President or presiding officer	Convenes the closed meeting stating: Seeing a quorum of the Board of Education gathered today, ___ date, at ___o’clock, at ____ location, for the purpose of holding a closed meeting in order to confidentially discuss ___, I call the meeting to order. In order to record who is present, I request that each individual state his or her name and position with the District. Limits discussion to the topics that were included in the motion to go into a closed meeting. The failure to immediately call a person out-of-order who strays from the purposes included in the motion may result in an appearance of acquiescence. This responsibility to call a person out-of-order falls on each Board member in the event of the President’s failure. Once the closed meeting is finished, announces a return to an open meeting or adjournment, and states the time.
After a closed meeting: Superintendent or Board Secretary	Takes possession of the audio recording of the closed meeting and labels it with identification information, specifically the date and items discussed. Adds the identification information contained on the audio recording’s label to a cumulative list of closed meeting recordings. As soon as possible, puts the recording of the closed meeting in the previously identified secure location for storing recordings of closed meetings. Prepares written closed meeting minutes that include: {C}{C}{C} · {C}{C} The date, time, and place of the closed meeting {C}{C}{C} · {C}{C} The Board members present and absent {C}{C}{C} · {C}{C} A summary of discussion on all matters proposed or discussed {C}{C}{C} · {C}{C} The time the closed meeting was adjourned
After a closed meeting: School Board	Approves the previous closed meeting minutes at the next open meeting.
In preparation for the semi-annual review: Superintendent or designee	Prepares a recommendation concerning the continued need for confidential treatment of closed meeting minutes; includes this recommendation in the packet for the meeting in which the Board will conduct its semi-annual review. This step is in preparation of the Board’s meeting to decide whether the need for confidential treatment of specific closed meeting minutes continues to exist. If the Board wants to discuss closed meeting minutes in closed session, places “review of unreleased closed meeting minutes” on a closed meeting agenda. Places “result of Board’s review of unreleased closed meeting minutes” as an item on a subsequent open meeting agenda.
In preparation for the semi-annual review: Individual Board members	Before the meeting in which the Board will conduct its semi-annual review, examines the material supplied by the Superintendent. Individual Board members should consider: (1) the Superintendent’s recommendation, (2) the recommendation of the Board Attorney, (3) other Board members’ opinions, (4) the minutes themselves, and/or (5) whether the minutes would be exempted from public disclosure under the Illinois Freedom of Information Act.
During the semi-annual review: School Board	The Board decides in open session whether: (1) the need for confidentiality still exists as to all or part of closed meeting minutes, or (2) the minutes or portions thereof no longer require confidential treatment and are available for public inspection. The Board may have an earlier meeting in closed session to discuss the continued need for confidential treatment.
After the semi-annual review: Superintendent or designee	Re-labels and re-files closed meeting minutes as appropriate.
Monthly: Board President	Adds “destruction of closed meeting audio recording” as an agenda item to an upcoming open meeting.
Monthly: School Board	Approves the destruction of particular closed meeting recording(s) that are at least 18 months old and for which approved minutes of the closed meeting already exist.

Actor

Action

Before any Board meeting:

Superintendent or designee

Arranges to have an audio recording device with extra recording tapes and a back-up audio recording device in the Board meeting room during every Board meeting regardless of whether a closed meeting is scheduled.

The Board may close a portion of a public meeting without prior notice; it cannot, however, have a closed meeting unless it can record the session.

Before a closed meeting:

Board President or presiding officer

On the closed meeting date: (1) convenes an open meeting, (2) requests a motion to adjourn into closed meeting making sure the reason for the meeting is identified in the motion, (3) takes a roll call vote, (4) asks that the minutes record the vote of each member present and the reason for the closed meeting with a citation to the specific exception contained in the Open Meetings Act authorizing the closed meeting (5 ILCS 120/2a), and (5) adjourns the open meeting.

Before a closed meeting:

Superintendent or Board Secretary

Immediately before a closed meeting, tests and activates the audio recording device.

During a closed meeting:

Board President or presiding officer

Convenes the closed meeting stating:

Seeing a quorum of the Board of Education gathered today, ___ date, at ___o’clock, at ____ location, for the purpose of holding a closed meeting in order to confidentially discuss ___, I call the meeting to order. In order to record who is present, I request that each individual state his or her name and position with the District.

Limits discussion to the topics that were included in the motion to go into a closed meeting.

The failure to immediately call a person out-of-order who strays from the purposes included in the motion may result in an appearance of acquiescence. This responsibility to call a person out-of-order falls on each Board member in the event of the President’s failure.

Once the closed meeting is finished, announces a return to an open meeting or adjournment, and states the time.

After a closed meeting:

Superintendent or Board Secretary

Takes possession of the audio recording of the closed meeting and labels it with identification information, specifically the date and items discussed.

Adds the identification information contained on the audio recording’s label to a cumulative list of closed meeting recordings.

As soon as possible, puts the recording of the closed meeting in the previously identified secure location for storing recordings of closed meetings.

Prepares written closed meeting minutes that include:

{C}{C}{C}

· {C}{C}

The date, time, and place of the closed meeting

{C}{C}{C}

· {C}{C}

The Board members present and absent

{C}{C}{C}

· {C}{C}

A summary of discussion on all matters proposed or discussed

{C}{C}{C}

· {C}{C}

The time the closed meeting was adjourned

After a closed meeting:

School Board

Approves the previous closed meeting minutes at the next open meeting.

In preparation for the semi-annual review:

Superintendent or designee

Prepares a recommendation concerning the continued need for confidential treatment of closed meeting minutes; includes this recommendation in the packet for the meeting in which the Board will conduct its semi-annual review.

This step is in preparation of the Board’s meeting to decide whether the need for confidential treatment of specific closed meeting minutes continues to exist.

If the Board wants to discuss closed meeting minutes in closed session, places “review of unreleased closed meeting minutes” on a closed meeting agenda.

Places “result of Board’s review of unreleased closed meeting minutes” as an item on a subsequent open meeting agenda.

In preparation for the semi-annual review:

Individual Board members

Before the meeting in which the Board will conduct its semi-annual review, examines the material supplied by the Superintendent.

Individual Board members should consider: (1) the Superintendent’s recommendation, (2) the recommendation of the Board Attorney, (3) other Board members’ opinions, (4) the minutes themselves, and/or (5) whether the minutes would be exempted from public disclosure under the Illinois Freedom of Information Act.

During the semi-annual review:

School Board

The Board decides in open session whether: (1) the need for confidentiality still exists as to all or part of closed meeting minutes, or (2) the minutes or portions thereof no longer require confidential treatment and are available for public inspection.

The Board may have an earlier meeting in closed session to discuss the continued need for confidential treatment.

After the semi-annual review:

Superintendent or designee

Re-labels and re-files closed meeting minutes as appropriate.

Monthly:

Board President

Adds “destruction of closed meeting audio recording” as an agenda item to an upcoming open meeting.

Monthly:

School Board

Approves the destruction of particular closed meeting recording(s) that are at least 18 months old and for which approved minutes of the closed meeting already exist.

LEGAL REF.:

5 ILCS 120/1 et seq.

DATED:

September 30, 2013

Groups audience:

Policy Committee

2:220-E2 - Exhibit - Motion to Adjourn to Closed Meeting

Motion to Adjourn to Closed Meeting

Date:	Time:
Location:

A motion was made by ______________________________________________ , and seconded by ______________________________________________, to adjourn to closed meeting to discuss:

The appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the District or legal counsel for the District, including hearing testimony on a complaint lodged against an employee or against legal counsel for the District to determine its validity. 5 ILCS 120/2(c)(1).
Collective negotiating matters between the District and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees. 5 ILCS 120/2(c)(2).
The selection of a person to fill a public office, including a vacancy in a public office, when the District is given power to appoint under law or ordinance, or the discipline, performance or removal of the occupant of a public office, when the District is given power to remove the occupant under law or ordinance. 5 ILCS 120/2(c)(3).
Evidence or testimony presented in open hearing, or in closed hearing where authorized by law, to a quasi-adjudicative body, as defined in the Open Meetings Act, provided that the body prepares and makes available for public inspection a written decision with its determinative reasoning. 5 ILCS 120/2(c)(4).
The purchase or lease of real property for the use of the District, including meetings held for the purpose of discussing whether a particular parcel should be acquired. 5 ILCS 120/2(c)(5).
The setting of a price for sale or lease of property owned by the District. 5 ILCS 120/2(c)(6).
The sale or purchase of securities, investments, or investment contracts. 5 ILCS 120/2(c)(7).
Security procedures and the use of personnel and equipment to respond to an actual, a threatened, or a reasonably potential danger to the safety of employees, students, staff, the public, or public property. 5 ILCS 120/2(c)(8).
Student disciplinary cases. 5 ILCS 120/2(c)(9).
The placement of individual students in special education programs and other matters relating to individual students. 5 ILCS 120/2(c)(10).
Litigation, when an action against, affecting or on behalf of the particular District has been filed and is pending before a court or administrative tribunal, or when the District finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the closed meeting minutes. 5 ILCS 120/2(c)(11).
The establishment of reserves or settlement of claims as provided in the Local Government and Governmental Employees Tort Immunity Act, if otherwise the disposition of a claim or potential claim might be prejudiced, or the review or discussion of claims, loss or risk management information, records, data, advice or communications from or with respect to any insurer of the District or any intergovernmental risk management association or self-insurance pool of which the District is a member. 5 ILCS 120/2(c)(12).
Self-evaluation, practices and procedures or professional ethics, when meeting with a representative of a statewide association of which the District is a member. 5 ILCS 120/2(c)(16).
Discussion of minutes of meetings lawfully closed, whether for purposes of approval by the body of the minutes or semi-annual review of the minutes as mandated by Section 2.06. 5 ILCS 120/2(c)(21).
Meetings between internal or external auditors and governmental audit committees, finance committees, and their equivalents, when the discussion involves internal control weaknesses, identification of potential fraud risk areas, known or suspected frauds, and fraud interviews conducted in accordance with generally accepted auditing standards of the United States of America. 5 ILCS 120/2(c)(29), amended by P.A. 97-318.

Closed Meeting Roll Call:

“Yeas”

“Nays”

Motion: Carried Failed

DATED: September 30, 2013

Groups audience:

Policy Committee

2:220-E3 - Exhibit - Closed Meeting Minutes

2:220-E3 - Exhibit - Closed Meeting Minutes [1]

Closed Meeting Minutes

Date:	Time:
Location:
Name of person(s) taking and recording the minutes:
Name of person presiding:
Members in attendance:	Members absent:
Summary of the discussion on all matters:
Time of adjournment or return to open meeting:

The School Board, during its semi-annual review of closed session minutes, has decided these minutes no longer need confidential treatment.
These minutes are available for public inspection as of:____________________________ . (Date)

[1] The required inclusions for closed meeting minutes are:

1.The meeting’s date, time, and place;

2.Board members recorded as either present or absent;

3.A summary of the discussion on the topic(s) specified in the vote to hold the closed meeting; and

4.If the vote to close the meeting was to discuss litigation that is probable or imminent, the basis for that finding.

Groups audience:

Policy Committee

2:220-E4 - Exhibit - Open Meeting Minutes

2:220-E4 - Exhibit - Open Meeting Minutes [2]

Meeting Minutes Protocol

Meeting minutes are the permanent record of the proceedings during a School Board meeting. All Board action must be recorded in the minutes; thus, the minutes focus on Board action.
The minutes only include information provided at the meeting. Information may not be corrected or updated in the minutes unless it was discussed at the meeting.
Minutes include a summary of the Board’s discussion on an agenda topic; the minutes do not state what is said verbatim. The minutes do not repeat the same point made by different individuals. If appropriate, the minutes include a brief background and an explanation of the circumstances surrounding an issue discussed. The minutes do not include the names of members making specific points during discussion. Requests from individual Board members to include their vote or an opinion are handled according to Board policy 2:220, School Board Meeting Procedure.
The minutes include the topic of reports that are made to the Board including reports from the Superintendent or a Board committee. Written reports are filed with the minutes but do not become part of the minutes.
The minutes note when a member is not present for the entire meeting due to late arrival and/or early departure.
Although items may be considered by the Board in a different order than appeared on the agenda, items in the minutes are generally recorded in the same order as they appeared on the agenda. When a meeting is reconvened on a different date, the minutes must describe what happened on each meeting date.
The minutes should be recorded in an objective but positive/constructive tone. Answers and explanations, rather than questions, are recorded. Writing style, including choice of words and sentence structure, is at the discretion of the individual recording the minutes.
The minutes include individuals’ names who speak during the meeting’s public participation segment as well as the topics they address. All written documents presented at a Board meeting are filed with the minutes but do not become part of the minutes.
The following template generally governs meeting minutes.

Open Meeting Minutes

Date:	Time:
Location:
Type of meeting: Regular Special Reconvened or rescheduled Emergency
Name of person taking the minutes:
Name of person presiding:
Members in attendance:	Members absent: Members in attendance remotely:

Approval of Agenda

List any items removed from the consent agenda:

Motion made by:

Motion: To approve

To add items as follows: (No action may be taken on new agenda items.)

Motion seconded by:_____________________________________________________________

Action: Passed Failed

Approval of Previous Meeting Minutes (Needed only if this item is not on the consent agenda.)

Minutes from the Board meeting held on:

Motion made by:

Motion: To approve

To approve subject to incorporation of the following amendment(s):

Motion seconded by:_____________________________________________________________

Action: Passed Failed

Approval of Items on Consent Agenda (Delete if the Board does not use a consent agenda.)

Summary of discussion:
Motion to approve the consent agenda made by:
Motion seconded by:_____________________________________________________________
Roll Call: (Needed when consent agenda contains an item involving the expenditure of money.)
“Yeas”	“Nays”
Action: Passed Failed

Public Comments (Reproduce this section for each individual making a comment.)

The following individual appeared and commented on the topic noted below: (Include the title of any documents presented to the Board.)

Name:

Topic:

Remaining Agenda Items (Reproduce this section for each agenda item.)

Agenda item:
Summary of discussion:
Motion made by:
Motion to:
Motion seconded by:_____________________________________________________________
Action: Passed Failed
(If a roll call vote occurred, record the vote of individual Board members.)
“Yeas”	“Nays”

If Applicable, Approval of Motion to Adjourn to Closed Meeting (Insert 2:220-E2, Motion to Adjourn to Closed Meeting.)

Approval of Motion to Adjourn

Motion to adjourn made by:

Motion seconded by:______________________________________________________________

Action: Passed Failed

Time of adjournment:

Post-Meeting Action

Date minutes approved:

Date minutes were available for public inspection:

Date minutes were posted on District website:

DATED:

September 30, 2013

[2] Other than the required inclusions, the listed meeting protocols are at the board’s discretion. They should facilitate a discussion and common understanding concerning what the board wants recorded in its meeting minutes. The required inclusions for meeting minutes are: (5 ILCS 120/2.06)

The meeting’s date, time, and place;
Board members recorded as either physically present, remotely present, or absent;
A summary of the discussion on all matters proposed, deliberated, or decided, and a record of any votes taken;
On all matters requiring a roll call vote, a record of who voted yea and/or nay;
If the meeting is adjourned to another date, the time and place of the adjourned meeting; and
When a vote is taken to hold a closed meeting, the vote of each member and the reason for the closed meeting with a citation to the specific exception authorizing the closed meeting.

Groups audience:

Policy Committee

2:220-E5 - Exhibit - Semi-Annual Review of Closed Meeting Minutes

Logging and Review Process

Step 1.The Board Secretary or Recording Secretary maintains a log of the closed meeting minutes that are unavailable for public inspection. The meeting minutes are logged according to the reason the Board held the closed meeting. 2:220-E6, Log of Closed Meeting Minutes.

Step 2.The Board meets in closed session to review the log of unreleased closed meeting minutes. The Board or Recording Secretary brings a copy of all unreleased closed meeting minutes and, if requested, allows Board members to review the actual minutes. The Board identifies which closed meeting minutes or portions thereof no longer need confidential treatment. Use Report Following the Board’s Semi-Annual Review of Closed Meeting Minutes, below.

Step 3.At least semi-annually in an open meeting, the Board takes action to release for public inspection those minutes, or portions thereof, no longer needing confidential treatment. Use Action to Accept, below. Closed meeting minutes will not be released for public inspection if confidential treatment is needed to protect the public interest or the privacy of an individual, including: (1) student disciplinary cases or other matters relating to an individual student, and (2) personnel files and employees’ and Board members’ personal information.

Step 4.The Board or Recording Secretary: (1) updates the log of unreleased closed meeting minutes to remove any minutes that the Board made available for public inspection; (2) makes a notation on any applicable closed meeting minutes of the Board’s action to release it or a portion of it for public inspection; and (3) continues to log new closed meeting minutes that the Board has not released for public inspection. 2:220-E6, Log of Closed Meeting Minutes.

Report Following the Board’s Semi-Annual Review of Closed Meeting Minutes

The School Board met on __________________ in closed session to conduct its semi-annual review of closed meeting minutes that have not been released for public inspection.

The closed meeting minutes, or portions thereof, from the following dates no longer require confidential treatment: (insert closed meeting dates)

The need for confidentiality still exists as to all remaining closed meeting minutes to protect an individual’s privacy or the District’s interests.

Action to Accept the Board’s Semi-Annual Review of Closed Meeting Minutes

Open meeting date:

Motion to approve the Board’s semi-annual review of unreleased closed meeting minutes and to release for public inspection those minutes, or portions thereof, that the Board identified as no longer needing confidential treatment made by:

Motion seconded by:

Action: Passed Failed

DATED: September 30, 2013

Groups audience:

Policy Committee

2:220-E6 - Exhibit - Log of Closed Meeting Minutes

The purpose of this log is to facilitate the Board’s semi-annual review of closed meeting minutes. See 2:220-E5, Semi-Annual Review of Closed Meeting Minutes.

The Board Secretary or Recording Secretary shall maintain a list of closed meeting minutes, arranged according to the reason for the closed meeting, that have not been released for public inspection.

Closed Session Held to Discuss:	Dates of Closed Sessions
Specific employee(s) or District legal counsel. 5 ILCS 120/2(c)(1).


Collective negotiating matters or deliberations concerning salary schedules for one or more classes of employees. 5 ILCS 120/2(c)(2).


Selection of a person to fill a vacancy on the Board. 5 ILCS 120/2(c)(3).


Evidence or testimony presented in a hearing where authorized by law. 5 ILCS 120/2(c)(4).


Purchase or lease of real property. 5 ILCS 120/2(c)(5).


Setting of a price for sale or lease of District property. 5 ILCS 120/2(c)(6).


Sale or purchase of securities, investments, or investment contracts. 5 ILCS 120/2(c)(7).


Security procedures and the use of personnel and equipment to respond to an actual, a threatened, or a reasonably potential danger. 5 ILCS 120/2(c)(8).


Student disciplinary cases. 5 ILCS 120/2(c)(9). Minutes of meetings held for this reason shall never be released to protect the individual student’s privacy.


Any matter involving an individual student. 5 ILCS 120/2(c)(10). Minutes of meetings held for this reason shall never be released to protect the individual student’s privacy.


Litigation, when an action against, affecting, or on behalf of the District has been filed and is pending before a court or administrative tribunal, or when the Board finds that an action is probable or imminent. 5 ILCS 120/2(c)(11).



Establishment of reserves or settlement of claims as provided in the Local Government and Governmental Employees Tort Immunity Act or discussion of claims, loss or risk management information, records, data, advice or communications from or with respect to any insurer of the District or any intergovernmental risk management association or self insurance pool. 5 ILCS 120/2(c)(12).






Self-evaluation, practices and procedures or professional ethics, when meeting with an IASB representative. 5 ILCS 120/2(c)(16).


Minutes of meetings lawfully closed, whether for purposes of approval or semi-annual review. 5 ILCS 120/2(c)(21).


Meetings between internal or external auditors and governmental audit committees, finance committees, and their equivalents, when the discussion involves internal control weaknesses, identification of potential fraud risk areas, known or suspected frauds, and fraud interviews conducted in accordance with generally accepted auditing standards of the United States of America. 5 ILCS 120/2(c)(29).

DATED: September 30, 2013

Groups audience:

Policy Committee