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COOS HAYWORTH BEND WATER BOARD P O BOX 539 2305 Ocean Boulevard Coos Bay, Oregon 97420 Minutes Regular Board Meeting 7:00 a.m December 19, 2013, Coos Bay North Bend Water Board met in open session

How to fill out minutes regular board meeting

How to fill out minutes for a regular board meeting:

1. Start by recording the basic details of the meeting, including the date, time, and location. This will provide context for future references.
2. Begin the minutes by stating the names of the attendees, including any absent members. It is important to accurately note who was present and who was not for documentation purposes.
3. Outline the agenda items discussed during the meeting. List each agenda item separately and briefly summarize the main points or decisions made for each item. Be concise but ensure all essential information is included.
4. Record any motions that were made during the meeting. Include the name of the member who made the motion, a brief description of the motion, and whether it was approved or rejected. This will help track any actions or decisions taken during the meeting.
5. Document any important discussions or debates that occurred during the meeting. Highlight key arguments or points raised by attendees, especially if they contribute to the decision-making process.
6. Take note of any votes or resolutions made during the meeting. Include the voting results, whether it was unanimous or by majority, and any pertinent details regarding the vote.
7. Include any reports or updates provided by board members or committees. This could involve financial reports, progress updates, or any other relevant information shared during the meeting.
8. Lastly, conclude the minutes by summarizing any pending action items or follow-ups that were assigned during the meeting. Include the responsible parties and deadlines for completion to ensure proper accountability.

Who needs minutes for a regular board meeting:

1. The board members themselves - Minutes serve as a reference tool that allows board members to refresh their memories about discussions, decisions, and assigned tasks. It helps ensure continuity in future meetings and provides a clear overview of the board's activities.
2. Legal and regulatory authorities - Minutes act as official records of the board's actions and decisions. They may be required for compliance purposes, audits, or to address any legal issues that may arise in the future.
3. Shareholders or stakeholders - Minutes provide transparency to shareholders or stakeholders who may not be present at the meeting. It allows them to stay informed about significant decisions or actions taken by the board.
4. Future board members or directors - Minutes provide a historical record of the board's activities, allowing future board members or directors to understand past discussions, decisions, and actions. This is particularly useful during leadership transitions or when reviewing the board's progress over time.

In conclusion, filling out minutes for a regular board meeting requires accurately documenting the meeting's details, summarizing the agenda items, recording motions, discussions, votes, and resolutions, noting reports or updates, and outlining any pending action items. The minutes are essential for board members, legal and regulatory authorities, shareholders or stakeholders, and future board members or directors.

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