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Patti,
One idea you might consider is to post three years’ worth (or whatever your board decides) and place a note on the webpage “The Board of Trustee’s policy is to maintain the last three years on the website. Individuals
who would like to view minutes before this time should contact ____” or words along these lines.
Bruce L. White, MBA, CRM, PMP
University Records Manager
OCCS, Old Dominion University
4300 Engineering & Computational Sciences Bldg
Norfolk, VA Norfolk, VA 23529
Tel: 757-683-7017
From: Virginia Records Officer's Listserv [mailto:[log in to unmask]]
On Behalf Of Vannucci, Anita (LVA)
Sent: Tuesday, April 30, 2013 8:41 AM
To: [log in to unmask]
Subject: Re: Posting Board Minutes online
You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #
Patty,
I’ve done some searching and here’s what I’ve turned up.
Under Executive Order 14 (2010) and the Code of Virginia 2.2-3707.1, agencies are required to post minutes for meetings addressing regulatory policy to Town Hall.
Minutes of non-regulatory public meetings are to be posted to the Commonwealth Calendar. Agendas are to be posted seven days before the meeting, draft minutes from the meeting must be posted no later than ten working days after the meeting, and final minutes
must be posted within three working days of final approval.
All this to say that there’s nothing I can find on Town Hall or in Code that indicates when the agenda and minutes are removed from those sites and no mention anywhere
of a requirement to post these documents to the agency’s site. Of course, it’s good business practice to make minutes available online since they’re so frequently requested, but it looks like the length of time you keep them online is up to you. Regardless
of how long they’re online, you’re correct to keep them permanently under GS-101, 100338: Minutes of Meetings of Boards Mandated by the Code of Virginia or the Virginia Administrative Code.
If someone else is aware of a requirement to make minutes available online for a certain period of time, please jump in and correct me!
Anita Vannucci
Records Analysis Section Coordinator
Library of Virginia
From: Virginia Records Officer's Listserv [mailto:[log in to unmask]]
On Behalf Of Patty Nelson
Sent: Monday, April 29, 2013 11:37 AM
To: [log in to unmask]
Subject: Posting Board Minutes online
Hi Everyone,
I hope someone can give me some advice. The SVHEC is a state agency with a Board of Trustees appointed by the Governor. We are a Higher Education Institution that is not a degree granting institution. I know that the minutes of our Board
Meetings (quarterly) are to be maintained and archived permanently. We also post minutes to the Board of Trustee meetings on our website. We became an independent state agency in 2005 and have all our minutes posted on our website. How long should we really
keep the minutes posted on the website? I think we do have to post them for public access for some period of time, but I am not sure how long. Any ideas?
Patty Nelson,
CPA
Chief Finance & Operating Officer
Southern Virginia Higher Education Center
Advancing Southern Virginia's economic potential through education,innovation, and collaboration.
Phone: (434)572-5470
Fax: (434)572-5462
820 Bruce Street
South Boston, VA 24592
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