Meeting Minutes

Must documents used by a public body at a meeting be retained with the minutes?

No, documents used by a public body at a meeting may be retained separately from the minutes. However, once used by the public body at a meeting, the documents become part of the official record and therefore must be maintained in accordance with the public record retention schedule issued by the Secretary of State. The minutes must still list all the documents used by the public body.

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Must the minutes of meetings list all members of the public body?

The Open Meeting Law requires that the minutes of a meeting list the names of the members present or absent. However, the best practice is to list the names of all members present and absent in the minutes of the meeting.

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