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.