The following must be contained in memoranda of a public meeting: the date, time and place of the meeting; the members of the governing body either present or absent; the general substance of all matters proposed, discussed or decided; a record of all votes taken, and by individual members if there is a roll call. Ind. Code § 5-14-1.5-4(b).
Minutes are public record. The Open Door Law specifically provides that the memoranda are to be available within a reasonable period of time and the minutes, if any, are to be open for public inspection and copying. “Reasonable period of time” is not defined by the Act. Ind. Code § 5-14-1.5-4(c).
Public agencies may assume a duty to amend their minutes when they acknowledge technical errors. See State ex rel. Wineholt v. LaPorte Superior Ct. No. 2, 230 N.E.2d 92, 94–95 (Ind. 1967). Agencies have a right to amend their minutes so long as no intervening vested rights are involved. Id. at 96.
The Act makes no distinction between regular, special, emergency, formal, or informal meetings. See City of New Carrollton v. Rogers, 287 Md. 56, 410 A.2d 1070 (1980); but see § 3-302.1(b) (requiring that a public body must make available, upon request, the agenda of a meeting called in response to an emergency, natural disaster, or other unanticipated situation).