Get the free REGULAR COUNCIL MEETING MINUTES OCTOBER 26 2015 900 AM

REGULAR COUNCIL MEETING MINUTES OCTOBER 26, 2015 9:00 A.M. COALFACE PUBLIC LIBRARY PRESENT Mayor Councillors Administration/Staff Recording Secretary K. Craig B. Chapman, J. Abbey, J. Van In, S. Dada,

How to fill out regular council meeting minutes

How to fill out regular council meeting minutes:

1. Start by including the meeting date, time, and location at the top of the document. This helps provide context for the minutes and ensures accuracy in recording the meeting details.
2. Begin with a list of attendees, including the names and titles of all individuals present. This helps establish who was present during the meeting and provides a reference for future discussions or decisions made.
3. Record any apologies or absences. If any members were unable to attend the meeting, it's important to note this in the minutes to avoid any confusion later on.
4. Briefly summarize the topics discussed during the meeting. Include key points and important details, but avoid writing verbatim transcripts of every conversation. Focus on capturing the essence of each discussion item.
5. Record any decisions or actions taken during the meeting. This includes any resolutions, motions, or votes made by the council members. Ensure that these are clearly documented, including the outcome or result of each decision.
6. Note any presentations or reports given during the meeting. If there were presentations or reports shared, summarize the main points discussed and mention any accompanying documents or visuals that were presented.
7. Include any public comments or input. If there were any members of the public who spoke during the meeting, summarize their comments or concerns. Be sure to accurately capture their main points without bias or personal opinion.
8. End the minutes with any future action items or follow-up tasks. If there are any specific tasks or responsibilities assigned during the meeting, document them clearly and include deadlines or due dates if applicable.
9. Review and proofread the minutes before finalizing them. Ensure that the information is accurate, clear, and concise. Correct any typos or grammatical errors to maintain professionalism.
10. Distribute the meeting minutes to all relevant parties. This includes council members, staff, and any other individuals who require access to the minutes for reference or decision-making purposes.

Who needs regular council meeting minutes:

Regular council meeting minutes are needed by:

1. Council members: The minutes serve as a record of decisions made, actions taken, and discussions had during the meeting. Council members refer to these minutes to refresh their memory or support their decision-making in future meetings.
2. Government officials and administrators: These individuals may need access to council meeting minutes to ensure transparency and accountability within the council's decision-making process. The minutes provide a historical record of proceedings and can be used for legal or administrative purposes.
3. Staff and employees: Municipality or government staff members who are not directly involved in the council meetings may still require access to the minutes. This allows them to stay informed about decisions made by the council that may impact their work or responsibilities.
4. Public and citizens: In many cases, council meeting minutes are public documents that are accessible to interested citizens. This promotes transparency and allows residents to be informed about the council's actions, decisions, and discussions.
5. Media: Local journalists or reporters often rely on council meeting minutes to gather information and report on important issues or decisions made by the council. The minutes can provide a reliable source of information for accurate reporting.

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What is regular council meeting minutes?

Regular council meeting minutes are formal written records documenting the discussions, decisions, and actions taken during a council meeting.

Who is required to file regular council meeting minutes?

The person designated as the clerk or secretary for the council is usually responsible for filing regular council meeting minutes.

How to fill out regular council meeting minutes?

Regular council meeting minutes should be filled out by recording the date, time, location of the meeting, attendees, agenda items discussed, motions made, and decisions taken.

What is the purpose of regular council meeting minutes?

The purpose of regular council meeting minutes is to provide an official record of what took place during the meeting for reference, transparency, and accountability.

What information must be reported on regular council meeting minutes?

Regular council meeting minutes must include details on who attended the meeting, the agenda items discussed, motions made, decisions taken, and any other relevant information.