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MINUTES OF A SPECIAL MEETING BROOKLYN CITY COUNCIL August 4, 2014, Present: Katie Gallagher Tony DeMarco Ron Van Kirk Mary Balmier Kevin Tan ski Andy Concerts Absent: 8:36 p.m. Kathy Gucci Pledge

How to fill out minutes of a special

How to Write Minutes of a Special Meeting:

1. Begin by including the basic details of the meeting, such as the date, time, and location. Make sure to indicate that it is a special meeting to differentiate it from regular or recurring meetings.
2. Provide a brief introduction that outlines the purpose or agenda of the special meeting. This will serve as a reference point for the rest of the minutes and help readers understand the context.
3. Record attendance by listing the names and roles of all the individuals present at the meeting. Include both those who were physically present and those who attended remotely.
4. Write a summary of the key points discussed during the meeting. Be concise but comprehensive, focusing on the main issues covered, any decisions made, and the rationale behind them. Use clear and objective language to ensure accurate representation.
5. Record any actions or tasks assigned during the meeting. Note who is responsible for each action item, the deadlines, and any additional information that may be necessary for follow-up.
6. Include any supporting documents or attachments discussed during the special meeting. These could be presentations, reports, or other materials that were referred to or distributed.
7. If votes were taken during the meeting, record the details of each vote, including the motion, who made it, who seconded it, and the outcome. This will provide an accurate record of the decisions made and the level of support for each motion.
8. At the end of the minutes, summarize any conclusions or next steps that were agreed upon during the special meeting. This section can serve as a quick reference for individuals reviewing the minutes later on.

Who Needs Minutes of a Special Meeting:

1. Board Members: Minutes of a special meeting are crucial for members of the board or governing body, as they enable them to stay informed about important decisions, discussions, and actions taken during the meeting. These minutes provide a comprehensive record that can be referred to when making future decisions.
2. Participants: Individuals who attended the special meeting may need access to the minutes to refresh their memory on discussions and commitments made during the meeting. It helps them stay aligned with the decisions and tasks assigned.
3. Stakeholders: Stakeholders affected by the outcomes of a special meeting may want to review the minutes to understand the decisions made and the reasoning behind them. This can include employees, investors, regulatory authorities, or other relevant parties.
4. Legal Compliance: Minutes of a special meeting serve as legal documentation of the proceedings, providing a formal record of the actions taken and decisions made. They may be required for compliance purposes or to demonstrate adherence to legal and regulatory requirements.

Overall, the minutes of a special meeting ensure transparency, provide an official record of the meeting, and serve as a valuable reference point for all individuals involved or impacted by the meeting's outcomes.

For pdfFiller’s FAQs

What is minutes of a special?

Minutes of a special meeting are written records of the discussions, decisions, and actions taken during a specific meeting that is called for a particular purpose.

Who is required to file minutes of a special?

The person designated as the secretary or recording officer for the meeting is typically responsible for preparing and filing the minutes of a special meeting.

How to fill out minutes of a special?

Minutes of a special meeting should include the date, time, location of the meeting, list of attendees, agenda items discussed, decisions made, and any action items assigned.

What is the purpose of minutes of a special?

The purpose of minutes of a special meeting is to provide a clear record of what transpired during the meeting for future reference, accountability, and legal compliance.

What information must be reported on minutes of a special?

Minutes of a special meeting should include the date, time, location, attendees, agenda items discussed, decisions made, and any action items assigned.

When is the deadline to file minutes of a special in 2023?

The deadline to file minutes of a special meeting in 2023 will depend on the specific rules and regulations governing the organization holding the meeting.

What is the penalty for the late filing of minutes of a special?

The penalty for the late filing of minutes of a special meeting may vary depending on the jurisdiction and the regulations in place. It could result in fines, legal repercussions, or other consequences.

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