b. All committees of the University Senate/Faculty Senate/Student Senate shall keep minutes of their meetings and proceedings. Copies of these minutes shall be placed on file with the Clerk of the Senate and shall be available for inspection. Committee minutes must not contain information considered private or confidential under the provisions of state or federal law.

All committees of the University Senate shall record minutes of meetings to serve as an official record and as a means of communication to the University community. The following shall serve as guidelines on committee minute format, procedure, and distribution:

• Minutes shall be prepared so that general topics are easily identifiable, members (present and absent) and guests are indicated, and all pages contain the committee's name and meeting date.

• Committee minutes shall include on the first page the following disclaimer:

  These minutes reflect discussion and debate at a meeting of a committee of the University of Minnesota Senate; none of the comments, conclusions, or actions reported in these minutes represent the views of, nor do they bind, the Senate, the Administration, or the Board of Regents.

• Minutes shall be prepared within a timely period.

• When committees elect to go into closed or executive session, the minutes shall contain a list of all topics discussed in its closed meetings.

• Committees shall formally approve their minutes. They may delegate this responsibility to the chair. It shall be left to the discretion of the committee to decide whether formal approval shall occur before distribution.

• A copy of the minutes from each committee meeting shall be kept on file in the Senate office.

• Minutes shall be posted on the web.

• Distribution: Minutes shall routinely be distributed to committee members and other appropriate University individuals identified by the committee at the beginning of the academic year. Others may request that their name be added to the mailing list. Normally, minutes will be distributed by electronic mail where possible or unless otherwise requested.