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Minutes document recording the actions taken during the City of Batavia Committee of the Whole meetings, including discussion items, motions, votes, and resolutions.
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How to fill out minutes
How to fill out minutes
01
Start with the date, time, and location of the meeting.
02
List the names of attendees, including those who are absent.
03
Record the agenda items discussed.
04
Summarize key points and discussions for each agenda item.
05
Note any decisions made and actions assigned, including deadlines.
06
Capture any important announcements or feedback.
07
Conclude with the time the meeting adjourned.
08
Review and distribute the minutes to attendees for confirmation.
Who needs minutes?
01
Meeting attendees who want a record of discussion.
02
Individuals who were unable to attend the meeting.
03
Stakeholders who are impacted by the decisions made in the meeting.
04
Administrative staff who may need to keep records.
05
Future teams or committees for reference in ongoing projects.
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What is minutes?
Minutes are the official written record of what was discussed and decided during a meeting.
Who is required to file minutes?
Typically, the secretary of the meeting or the person designated to take minutes is required to file them.
How to fill out minutes?
To fill out minutes, start by noting the date, time, and location of the meeting, list attendees, summarize discussions, decisions made, and any actions required, and conclude with the next meeting date if applicable.
What is the purpose of minutes?
The purpose of minutes is to provide an accurate and comprehensive account of meetings, serving as a reference for participants and a legal record.
What information must be reported on minutes?
Minutes must report the meeting date, time, location, list of attendees, agenda items discussed, decisions made, actions assigned, and any follow-up relevant information.
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