Get the free Meeting Minutes/Motions - rockyhillct

This document contains the minutes from a public meeting held by the Planning and Zoning Commission of Rocky Hill, including motions made and votes taken during the meeting.

How to fill out meeting minutesmotions - rockyhillct

How to fill out Meeting Minutes/Motions

1. Title the document clearly as 'Meeting Minutes' or 'Motions'.
2. Include the date, time, and location of the meeting.
3. List the names of attendees and those who were absent.
4. Write a brief overview of the meeting agenda.
5. Summarize each agenda item discussed, including key points and decisions made.
6. Document any motions made, who proposed and seconded them, and the outcome of the votes.
7. Note any action items assigned, including responsible parties and deadlines.
8. Review and finalize the minutes for accuracy before distribution.
9. Distribute the finalized minutes to all attendees and relevant stakeholders.

Who needs Meeting Minutes/Motions?

1. Meeting participants who need a record of discussions.
2. Stakeholders who were unable to attend the meeting.
3. Teams that require documentation for follow-up actions.
4. Management for tracking decisions and action items.
5. Auditors and compliance officers for record-keeping purposes.

People Also Ask about

What is a motion in minutes?

A motion is a formal proposal put to a group for a decision by vote in a meeting. Meetings that use Robert's Rules of Order or another parliamentary process make official decisions using motions. The outcome of a motion gets recorded as an official decision in the meeting minutes.

How do you word a motion for a meeting?

Common Language Used During a Meeting Motion “I move that we [action]…” “I propose that we [action]…” “I make a motion to [action]…” “I move to approve/reject [proposal]…”

How to document a motion in meeting minutes?

For motions, include the exact wording of the statement, and the name of the person making the motion. Some organizations might require the name of the person seconding the motion, as well. Bowie adds that if the motion is not worded properly, it's up to the chair to help the member modify the wording.

What is an example of a motion in a meeting?

A motion is the topic under discussion (e.g., “I move that we add a coffee break to this meeting”). After being recognized by the president of the board, any member can introduce a motion when no other motion is on the table. A motion requires a second to be considered.

How to write minutes of meeting in English?

What To Include In Meeting Minutes The meeting agenda. First and last names of attendees. The date and time of the meeting. Any formal announcements and/or important decisions made. Details of attendance, including who joined late or left early. Projects assigned, who is responsible for them and the deadlines.

Should motions appear in minutes?

The body portion of the minutes needs to include this info: All main motions (except ones that are withdrawn), along with the name of the member making the motion (but not the name of the person who seconded the motion). Motions bringing a question again before the body (except for ones that are withdrawn).

How to word motions in meeting minutes?

How do you write a motion for minutes of a meeting? To write a motion for minutes of a meeting, use the following format: Main motion: Moved by [name]. The motion [carried or failed] with [number] in favour and [number] against by a ballot vote.

For pdfFiller’s FAQs

What is Meeting Minutes/Motions?

Meeting minutes are the official written record of the discussions, decisions, and actions taken during a meeting. Motions are formal proposals put forward for discussion and decision during the meeting.

Who is required to file Meeting Minutes/Motions?

Typically, the secretary or designated person of the meeting is responsible for filing the minutes and motions. However, it can vary depending on the organization's rules and practices.

How to fill out Meeting Minutes/Motions?

Meeting minutes should include the date, time, and location of the meeting, attendees, agenda items discussed, decisions made, actions assigned, and any motions introduced. It's important to be clear and concise.

What is the purpose of Meeting Minutes/Motions?

The purpose of meeting minutes and motions is to provide an accurate, formal record of what transpired in a meeting, serve as a reference for decision-making and accountability, and ensure transparency within the organization.

What information must be reported on Meeting Minutes/Motions?

Meeting minutes must report the meeting date and time, attendees and absentees, agenda items, key discussions, conclusions, votes on motions, and any action items assigned with deadlines.