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MINUTES OF SPECIAL MEETING OAK LAWN PARK DISTRICT BOARD OF COMMISSIONERS HELD ON FEBRUARY 28, 2011, The Board of Commissioners of the Oak Lawn Park District was convened in a Special Meeting on February

How to fill out minutes of special meeting

How to fill out minutes of special meeting?

1. Start by including the heading of the minutes, which should include the name of the organization, the type of meeting (special meeting), the date, time, and location of the meeting.
2. Begin the actual minutes by stating who called the special meeting and why it was called. Include any background information or context that is relevant to understanding the purpose of the meeting.
3. Include a list of attendees, noting the names and titles of those present and absent. This helps establish who participated in the meeting and who should be notified of the minutes.
4. Outline the agenda items discussed during the special meeting. It is important to include each agenda item separately and provide a brief summary of the discussion or action taken for each item.
5. If any decisions, resolutions, or motions were made during the meeting, document them in a clear and concise manner. Include who made the motion, any amendments or votes that took place, and the final outcome.
6. Take note of any reports or presentations given during the meeting. Summarize the key points discussed and any actions or recommendations made as a result of these reports.
7. Record any significant discussions or debates that took place during the meeting. Note the main points raised by participants and any conclusions or agreements reached.
8. If there were any action items or assignments given during the meeting, make sure to note them. Include who is responsible for each task and the deadline for completion.
9. Finally, conclude the minutes with the time of adjournment and any announcements or future meeting dates that were discussed.

Who needs minutes of special meeting?

The minutes of a special meeting are important for several parties:

1. Participants: Meeting attendees may refer to the minutes to refresh their memory on the discussion and decisions made during the meeting. This helps ensure that everyone is on the same page.
2. Absentees: Those who were unable to attend the special meeting can stay informed by reviewing the minutes. They can catch up on what transpired and understand any actions that may have been taken in their absence.
3. Leadership and Management: The minutes provide an official record of the meeting, which is valuable for management and leadership teams. They can review the minutes to stay updated on the progress, decisions, and actions taken during the special meeting.
4. Legal Compliance: Minutes serve as a legal document, providing evidence that the meeting was conducted in accordance with organizational bylaws and meeting procedures. They may be required for legal or compliance purposes in the future.
5. Future Reference: The minutes can also serve as a reference for future meetings. They provide valuable insight into past discussions, decisions, and actions, helping to inform and guide future meetings.

In summary, the minutes of a special meeting should be filled out by following a structured format that includes the meeting details, agenda items, decisions made, key discussions, and any action items. These minutes are essential for participants, absentees, leadership, legal compliance, and future reference purposes.

For pdfFiller’s FAQs

What is minutes of special meeting?

Minutes of special meeting are a written record of the discussions, decisions, and actions taken during a special meeting of an organization or group.

Who is required to file minutes of special meeting?

The person responsible for taking minutes at a special meeting is usually required to file the minutes with the organization or group's secretary or designated filing authority.

How to fill out minutes of special meeting?

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

What is the purpose of minutes of special meeting?

The purpose of minutes of a special meeting is to provide a formal record of the proceedings, decisions, and actions taken during the meeting for future reference and accountability.

What information must be reported on minutes of special meeting?

Information such as meeting date, time, location, attendees, agenda items, discussions, decisions, action items, and any other relevant details should be reported on minutes of a special meeting.

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