BEFORE THE MEETING: PLANNING AND NOTICE ❏ Confirm quorum. ❏ Draft agenda with board chair: date, time, location, action items, discussion items, committee reports, budget/financial review, administrative report, public comment. ❏ Obtain board chair approval of agenda. ❏ Post meeting notice at least 24 hours prior (excluding weekends/holidays) on: ¤ Utah Public Meeting Notice Website (PMN): pmn.utah.gov. ¤ Physical meeting location/anchor location for electronic meetings. ¤ School website. ❏ Anything noticed 24 hours prior should not be labeled as emergency ❏ Prepare and send board packet: previous minutes, reports, proposals, purchase orders, committee reports, training materials. ❏ Test audio/video technology, if virtual participation allowed. DURING THE MEETING: CONDUCT AND DOCUMENTATION ❏ Start on time; record start time. ❏ Record attendance: board, administrators, guests. ❏ Provide public comment opportunity; document in minutes. ❏ Stick to the agenda; no action on unlisted items. ❏ Record motions, who made/seconded, and votes by name; document abstentions. ❏ Closed session (52-4-205): ¤ Two-thirds vote to enter. ¤ State legal reason. ¤ Roll call in open session. ¤ Separate recording or detailed minutes. ¤ Only for litigation, personnel, real estate and security. ❏ Electronic meetings: confirm resolution, provide anchor location and public access. ❏ Maintain professional conduct and transparency. AFTER THE MEETING: FOLLOW-UP AND RECORD-KEEPING ❏ Draft minutes: date, time, location; names present/absent; discussion summaries; motions/votes; abstentions. ❏ Ensure audio/video recording captures full discussion; save securely. ❏ Post: ¤ Audio: within three business days. ¤ Draft minutes: within 30 days. ¤ Approved minutes: within three business days of approval with supporting documents. ❏ Distribute minutes to board; post on school website; label draft/approved. ❏ Update compliance records: training, disclosures, background checks. ❏ Review and assign follow-up action items. By following this checklist with consistency and care, charter school leaders and board members can uphold the principles of transparency, legal compliance and community trust. Each step — from pre-meeting planning to post-meeting documentation — reinforces a culture of accountability and professionalism. When meetings are well-prepared, clearly communicated and thoroughly recorded, boards are empowered to make informed decisions that reflect their mission and serve their stakeholders with integrity. 17
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