Get the free Regular Meeting Minutes

Minutes from the regular meeting held by the Village of Port Henry Board of Trustees, documenting attendance, reports from department heads, public comments, board discussions, and resolutions passed.

How to fill out regular meeting minutes

How to fill out Regular Meeting Minutes

1. Title the document with 'Meeting Minutes' and the date of the meeting.
2. List the attendees, indicating if anyone was absent.
3. State the time the meeting was called to order.
4. Outline the agenda items discussed in the order they were addressed.
5. Record key points, decisions made, and action items for each agenda item.
6. Note any motions made and the results of votes.
7. Include any important announcements or updates.
8. State the time the meeting was adjourned.
9. Ensure clarity and conciseness in writing.
10. Proofread the minutes for accuracy before distribution.

Who needs Regular Meeting Minutes?

1. Meeting participants who need to recall decisions.
2. Team members who were unable to attend the meeting.
3. Managers needing a summary of discussions and outcomes.
4. Compliance officers for record-keeping requirements.
5. Any stakeholders interested in tracking project progress.

People Also Ask about

What is the protocol for taking minutes?

The minutes should follow the order of the agenda, with a basic, almost vague, summary sentence or two for each item, along with the name of the person who presented it. Votes taken should appear in their place of order in the agenda. Generally, don't include names.

What is the proper format for minutes of a meeting?

How to write meeting minutes Organization name. Meeting purpose. Start and end times. Date and location. List of attendees and absentees, if necessary. Space for important information like motions passed or deadlines given. Space for your signature and the meeting leader's signature.

What are the Robert's rules for meeting minutes?

Robert's Rules (Section 48:1-16) state that “the minutes should contain mainly a record of what was done at the meeting, not what was said by the members.” Minutes are not transcripts of meetings; rather, the document contains a record of actions taken by the body, organized by the meeting's order of business (agenda).

What are the guidelines to write minutes of meeting?

What do the minutes contain? Time, date and place of meeting. List of people attending. List of absent members of the group. Approval of the previous meeting's minutes, and any matters arising from those minutes. For each item in the agenda, a record of the principal points discussed and decisions taken.

What are the standard styles of minutes of a meeting?

There are three standard meeting minutes formats: action, discussion, and verbatim.

What are Robert's rules for meeting minutes?

Robert's Rules (Section 48:1-16) state that “the minutes should contain mainly a record of what was done at the meeting, not what was said by the members.” Minutes are not transcripts of meetings; rather, the document contains a record of actions taken by the body, organized by the meeting's order of business (agenda).

What 8 things should the minutes of a meeting include?

8 Things You Should Always Include in Your Meeting Minutes Type of Meeting. Organization Name. Date and Time. Location. Attendee Names. Approval of Previous Meeting Minutes. Motions and Votes. Meeting Adjournment Time and Signature.

For pdfFiller’s FAQs

What is Regular Meeting Minutes?

Regular Meeting Minutes are official written records of what occurred during a meeting, including discussions, decisions made, and actions required.

Who is required to file Regular Meeting Minutes?

Typically, the secretary or designated note-taker of an organization or committee is required to file Regular Meeting Minutes.

How to fill out Regular Meeting Minutes?

To fill out Regular Meeting Minutes, start with the meeting's date, time, and location, list attendees, outline agenda items, summarize discussions, record decisions and action items, and conclude with the next meeting's details.

What is the purpose of Regular Meeting Minutes?

The purpose of Regular Meeting Minutes is to provide a clear, accurate record of the proceedings for future reference and to ensure accountability among participants.

What information must be reported on Regular Meeting Minutes?

Regular Meeting Minutes must include the meeting date, time, and location, a list of attendees, agenda items, summaries of discussions, decisions made, and assigned action items.