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MINUTES SPECIAL MEETING OF COUNCIL JANUARY 28, 2012, Call to Order Mayor Ronald A. DEpifanio called the Special Meeting of Fairfield City Council to order at 8:37 a.m. at the Public Works Facility,

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01

Begin by including the date, time, and location of the special meeting at the top of the minutes document.

02

Outline the meeting agenda, including all topics discussed and any decisions made during the meeting.

03

Record the names of the attendees, including their positions or affiliations.

04

Document any motions or resolutions proposed, along with the names of those who made the motions and the outcome of each vote.

05

Include important details of any reports or presentations given during the meeting.

06

Note any announcements or updates provided by the attendees.

07

Summarize any discussions or debates that took place, highlighting key points and arguments made.

08

Clearly state any follow-up actions or tasks assigned during the meeting, including the responsible individuals and deadlines.

09

End the minutes by noting the date, time, and location of the next scheduled meeting.

10

When completing the minutes, ensure accuracy, neutrality, and brevity in the documentation.

Who needs minutes special meeting of:

01

Board members: Minutes of a special meeting are crucial for board members as it allows them to review and recall important decisions, actions, and discussions that took place during the meeting.

02

Organization stakeholders: Minutes provide transparency and accountability to stakeholders who could not attend the meeting, ensuring they are informed about the key decisions and outcomes.

03

Legal compliance: Minutes serve as legal documents that prove the proper conduct of the special meeting and provide evidence of actions taken or resolutions passed, if necessary. They may be required during audits or legal proceedings.

Overall, minutes of a special meeting are essential for record-keeping, communication, accountability, and legal compliance purposes.

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