Utah Admin. Code R36-1-6 - Records Management Committee Meeting Records

(1) 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 Records Management Committee to approve the written minutes of each meeting.

(2) Any meeting 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 State Archives support staff on the Utah Public Notice Website.

(3) Approved written minutes shall be the official record of the meetings and shall be maintained by State Archives support staff.

(a) Written minutes shall be read by members prior to the next scheduled meeting, including electronic meetings.

(b) Written minutes from meetings shall be made available no later than three business days prior to the date of the next regularly scheduled committee meeting.

(c) When minutes are complete but awaiting official approval, they are a public record and shall be marked as "Draft."

(d) At the next meeting, at the direction of the committee chair, minutes shall be amended, if necessary, and approved through a committee vote, with individual votes recorded. The minutes shall be then marked as "Approved."

(e) A copy of the approved minutes, as well as public meeting materials, shall be made available for public access on the Utah Public Notice Website.

Notes

Utah Admin. Code R36-1-6

Adopted by Utah State Bulletin Number 2020-21, effective 10/16/2010 Adopted by Utah State Bulletin Number 2020-22, effective 10/16/2020