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SPECIAL COUNCIL MEETING 1 July 2014 This document is available in the following alternative formats upon request for people with specific needs; large print, Braille, audio cassette and computer disk

How to fill out special council meeting

How to fill out a special council meeting:

1. Determine the purpose of the meeting: Before filling out a special council meeting, it's essential to identify the purpose or objective of the gathering. This could be to discuss a specific issue, make important decisions, or address urgent matters that require immediate attention.
2. Set a date and time: Once the purpose is established, it is necessary to schedule the special council meeting. Choose a date and time that works for all council members and other relevant parties. Ensure that the timing allows for adequate preparation and discussion during the meeting.
3. Create an agenda: Developing an agenda is crucial for a productive special council meeting. List down all the topics or issues to be discussed, and assign a specific timeframe for each item. This helps ensure that the meeting stays focused and efficient.
4. Send out invitations: Notify all relevant individuals about the special council meeting by sending out invitations. Include the meeting's date, time, location, and agenda. Give recipients sufficient notice to allow them to prepare for the meeting adequately.
5. Prepare supporting materials: Depending on the topics to be discussed, gather and prepare any necessary supporting materials, such as reports, presentations, or proposed resolutions. Distribute these materials to council members and other participants ahead of the meeting, allowing them time to review and familiarize themselves with the content.
6. Conduct the meeting: On the scheduled date and time, assemble all participants and commence the special council meeting. Follow the agenda, allowing time for discussion, deliberation, and decision-making on each agenda item. Encourage active participation and ensure that all perspectives are heard.
7. Document meeting minutes: During the meeting, appoint someone to take minutes and record all relevant discussions, decisions, and action items. These meeting minutes serve as an official record and reference point for future follow-ups and accountability.
8. Follow up and implement decisions: After the special council meeting, it is crucial to ensure that all decisions and resolutions are properly implemented. Assign responsibilities to relevant individuals or committees for carrying out the agreed actions and monitor progress through regular updates or follow-up meetings.

Who needs a special council meeting:

1. Local government bodies: Special council meetings may be required by local government bodies such as city councils, town boards, or municipal assemblies. These are convened to discuss and address specific matters of public interest or importance.
2. Organizations and associations: Special council meetings can also be relevant for organizations or associations that have a council or board as their governing body. Such meetings may be called to tackle critical issues, make policy decisions, or address specific challenges affecting the organization.
3. Corporate entities: Companies with a board of directors or advisory councils may need to hold special council meetings. These sessions can focus on major strategic decisions, financial matters, important changes in leadership, or other significant corporate governance issues.

In summary, filling out a special council meeting involves determining its purpose, scheduling a date, creating an agenda, sending out invitations, preparing supporting materials, conducting the meeting, documenting minutes, and following up on decisions. Special council meetings are relevant for local government bodies, organizations/associations, and corporate entities with a council or board structure.

For pdfFiller’s FAQs

What is special council meeting?

A special council meeting is a meeting called outside of the regular schedule to address a specific issue or matter that cannot wait until the next regular council meeting.

Who is required to file special council meeting?

Any authorized official or group who has the power to call a council meeting is required to file a special council meeting.

How to fill out special council meeting?

Special council meetings can be filled out by submitting a written request or notification to all members of the council, specifying the date, time, and purpose of the meeting.

What is the purpose of special council meeting?

The purpose of a special council meeting is to address urgent or time-sensitive matters that cannot be discussed in a regular council meeting.

What information must be reported on special council meeting?

The information reported on a special council meeting includes the date, time, agenda, and any decisions or resolutions made during the meeting.

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