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CENTRAL FIRE PROTECTION DISTRICT BOARD OF DIRECTORS Minutes SPECIAL BOARD MEETING Monday, January 25, 2010 6:00 P.M. TH Administration Office 930 17 Avenue, Santa Cruz, CA 95062 1.0 CALL TO ORDER

How to fill out special board meeting

How to fill out a special board meeting:

1. Determine the purpose: Decide on the specific reason for calling a special board meeting. This could be to address urgent matters, discuss important decisions, or handle any unforeseen issues that require immediate attention.
2. Set the agenda: Create a detailed agenda that outlines the topics to be discussed during the special board meeting. Include important discussion points, any presentations or reports that need to be presented, and allocate sufficient time for each agenda item.
3. Notify the board members: Send out official notices to all board members, providing them with the date, time, and location of the special board meeting. Make sure to distribute the agenda beforehand, allowing board members enough time to review and prepare for the meeting.
4. Prepare necessary materials: Gather all relevant documents, reports, and presentations that will be discussed during the special board meeting. Ensure that copies of these materials are readily available for all board members to review during the meeting.
5. Conduct the meeting: Begin the special board meeting by welcoming all attendees and stating the purpose of the meeting. Follow the agenda, allowing board members to discuss and provide input on each agenda item. Encourage open and respectful communication among all participants, ensuring that everyone's viewpoints are considered.
6. Document decisions and actions: Assign a secretary or take meeting minutes to record all important decisions, actions, and discussions that take place during the special board meeting. Properly document any resolutions, motions, or votes that occur, providing a clear record for future reference.
7. Follow up and implement decisions: After the special board meeting concludes, distribute the meeting minutes and any relevant documentation to all board members. Ensure that any decisions or actions made during the meeting are implemented promptly and effectively, following up as necessary to ensure their completion.

Who needs special board meeting?

Special board meetings are usually called upon by organizations or corporations when there are pressing matters that require the attention and decision-making of the board of directors or trustees. These meetings may be necessary for various reasons, such as financial issues, legal concerns, major organizational changes, strategic planning, or emergency situations. Ultimately, it is the responsibility of the board of directors or trustees to determine when a special board meeting is needed based on the specific circumstances and needs of the organization.

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