News media may be required to annually renew their requests for written notice. A fee may not be charged for serving such notices to the news media. The term emergency meeting shall be interpreted so that emergency meetings shall be called only in response to extreme urgency and, thus, infrequently. Every Committee must keep full and accurate records of official meetings including any closed sessions. Minutes may be kept as a writing, audio recording, or video and audio recording.
Minutes are public records within the meaning of the Public Records Law.
However, minutes of a closed session may be withheld from public inspection so long as public inspection would frustrate the purposes of a closed session. A committee may go into closed session only upon a motion made and adopted at an open meeting. Every motion to close a meeting must cite, specifically, one or more of the permissible purposes listed above. Furthermore, a motion state the name or citation of the law that renders the information to be discussed privileged or confidential. A sample motion for going into closed session is attached.