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MINUTES REGULAR MEETING March 13, 2012, PRESENT: Councillor Mary Lynne Hunt Councillor Robert Mac Master Councillor Robert Rudolf ALSO PRESENT: Ken Malinowski, Road Superintendent, Rosy Brief and

How to fill out minutes regular meeting

How to fill out minutes of a regular meeting:

1. Start by recording the date, time, and location of the meeting at the top of the document.
2. Include a list of attendees, noting their names and their roles or positions within the organization.
3. Write a brief summary of the topics discussed during the meeting, highlighting any important decisions or actions taken.
4. Clearly record any motions that were made during the meeting, along with the names of the individuals who made the motions and those who seconded them.
5. Include any relevant details or information discussed during the meeting, such as presentations, reports, or proposals.
6. Take notes of any important discussions or debates that occurred during the meeting, focusing on key points or arguments raised.
7. Document any decisions or resolutions that were reached, outlining the course of action to be taken and assigning responsibilities to specific individuals.
8. Capture any follow-up actions that were agreed upon, noting who is responsible for each action and setting deadlines for completion.
9. Make sure to record any documents, reports, or materials that were referenced or distributed during the meeting.
10. Finally, end the minutes with the date, time, and location of the next meeting if applicable.

Who needs minutes of a regular meeting?

1. Organizations and businesses often require minutes for their regular meetings as a formal record of discussions, decisions, and actions taken.
2. Boards of directors or governing bodies typically use minutes to keep track of their meetings and maintain a historical record of their decision-making process.
3. Minutes can be helpful for legal and compliance purposes, providing evidence of proper procedures and transparency in business operations.
4. Stakeholders or shareholders may request minutes to stay informed about the activities and decisions made by the organization.
5. Employees within the organization who were unable to attend the meeting may rely on the minutes to stay up to date on what took place.
6. Minutes can also serve as a reference tool for future meetings or as a source of information for individuals conducting research or analyses related to the organization.

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