Utah Admin. Code R35-1-6 - Committee Minutes
(1) Purpose.
Section 52-4-203 requires any public body
to establish and implement procedures for the public body's approval of the
written minutes of each meeting. This rule establishes procedures for the State
Records Committee to approve the written minutes of each meeting.
(2) Authority. This rule is enacted under the
authority of Sections 52-4-203, 63G-3-201, and 63A-12 Division of Archives and
Records Service.
(3) Meetings of
the Committee shall be recorded. The recording of the open meeting shall be
made available to the public within three business days. Access to the audio
recordings shall be provided by the Executive Secretary on the Utah Public
Notice We b site.
(4)
(a) Approved written minutes shall be the
official record of the meetings and appeal hearings and shall be maintained by
the Executive Secretary.
(b)
Written minutes shall be read by members before the next scheduled meeting,
including electronic meetings.
(c)
Written minutes from meetings shall be made available no later than one week
before the date of the next regularly scheduled Committee meeting.
(d) When minutes are complete but awaiting
official approval, they are a public record and must be marked as
"Draft."
(e) At the next meeting,
at the direction of the Committee Chair, minutes shall be amended or approved
with individual votes recorded in the minutes. The minutes shall be then marked
as "Approved."
(f) When the minutes
are "Approved" they will be noted in the printed and online versions. A copy of
the approved minutes shall be made available for public access on the Utah
Public Notice Website.
Notes
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