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MINUTES REGULAR MEETING May 22, 2012, PRESENT: Reeve Kevin Holland Councillor Mary Lynne Hunt Councillor Robert Mac Master Councillor Robert Rudolf ALSO PRESENT: Fire Chief Time Spencer, Road Superintendent

How to fill out minutes regular meeting

How to Fill Out Minutes for a Regular Meeting:

1. Begin by including the date, time, and location of the meeting at the top of the document. This helps identify the meeting to which the minutes pertain.
2. Record the names of the attendees, including those present and those absent. This creates a record of who was involved in the meeting.
3. Take note of the agenda items discussed during the meeting. Make sure to capture key points, decisions, and action items discussed for each agenda item.
4. Include any presentations, reports, or materials shared during the meeting. Summarize the main points discussed in these materials to provide context.
5. Record any decisions made during the meeting, including who made the motion and the outcome of the vote. This helps in tracking progress and accountability.
6. Document any assigned action items, outlining who is responsible for each task and the deadline for completion. This ensures follow-through on tasks discussed during the meeting.
7. Summarize any discussions, debates, or questions raised during the meeting that are relevant for future reference or decision-making.
8. Conclude the minutes by thanking everyone for their participation and adjourning the meeting.

Who Needs Minutes for a Regular Meeting:

1. Organizations and businesses typically require minutes for regular meetings to keep an official record of discussions, decisions, and actions taken during the meeting.
2. Board members, executives, or group leaders may need minutes to review and recall key points discussed during the meeting.
3. Meeting participants who were absent or unable to attend the meeting may refer to the minutes to stay informed about the meeting's outcomes.
4. Legal or compliance purposes may necessitate the documentation of meeting minutes, especially for organizations governed by specific regulations.
5. Minutes can serve as a reference for future meetings or as evidence in case of disputes or audits.

Overall, minutes for a regular meeting are important for maintaining accurate records, facilitating effective communication, and promoting accountability within an organization or group.

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