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MINUTES OF ORDINARY COUNCIL MEETING WEDNESDAY 18 MAY 2011 Council Chambers 6177 Great Northern Highway, Indoor COMMENCEMENT: 7.00 pm CLOSURE: 8.47 pm These minutes were confirmed at the ordinary Council

How to fill out minutes of ordinary council

How to fill out minutes of an ordinary council:

1. Start by including the basic information: Begin the minutes by stating the name of the organization or council, the date, time, and location of the meeting. This helps provide context and clarity for future reference.
2. Record attendance: Note down the names of all the council members present and absent during the meeting. It is important to keep track of who was in attendance as it can be useful for future assessments, accountability, and decision-making.
3. Outline the agenda: Create a detailed list of the topics or issues discussed during the meeting. This can be done in bullet point form or through a numbered list. Include any presentations, reports, or proposals that were presented during the session.
4. Document discussions and decisions: For each agenda item, write a summary of the key points discussed and any decisions or actions taken. It is crucial to accurately capture the main arguments and viewpoints expressed, as well as any resolutions passed or tasks assigned. Use clear and concise language to ensure clarity for those who were not present.
5. Note any voting results: If any voting or polling took place during the council meeting, document the results. Include the topic being voted on, the outcome, and the tallied votes if applicable. This information helps provide a record of consensus or dissent on important matters.
6. Incorporate any additional information: Document any other relevant details that may be important for future reference, such as announcements, upcoming events, or any concerns or suggestions raised during the meeting. These additional notes can serve as a comprehensive record of the council's activities.

Who needs minutes of an ordinary council?

1. Council members: The minutes are crucial for council members as they serve as a record of decisions made and actions assigned during the meeting. It helps them stay informed about progress, follow-up on tasks, and maintain accountability.
2. Administrative staff: The administrative staff responsible for managing the council's affairs may need the minutes to accurately reflect the discussions and decisions made. It helps with maintaining organizational history, tracking progress, and ensuring compliance with relevant policies or regulations.
3. Future reference: Minutes of ordinary council meetings are valuable for future reference, both internally and externally. They can be reviewed to understand past discussions, decisions, and actions for context or to inform future decision-making. They also provide transparency for stakeholders, such as other employees, shareholders, or the public, who may want insights into the council's proceedings.

In summary, filling out the minutes of an ordinary council involves capturing the essential information about the meeting, documenting discussions, decisions, and other relevant details. These minutes are crucial for council members, administrative staff, and future reference purposes.

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What is minutes of ordinary council?

Minutes of ordinary council are written records of the proceedings and decisions made during a council meeting.

Who is required to file minutes of ordinary council?

It is typically the responsibility of the council secretary or clerk to file the minutes of an ordinary council meeting.

How to fill out minutes of ordinary council?

Minutes of ordinary council should include details such as date, time, location of the meeting, list of attendees, agenda items, discussions, decisions made, and any actions to be taken.

What is the purpose of minutes of ordinary council?

The purpose of minutes of ordinary council is to provide a formal record of the proceedings, decisions, and actions taken during a council meeting.

What information must be reported on minutes of ordinary council?

Minutes of ordinary council must include key details such as date, time, location, attendees, agenda items, discussions, decisions, and actions to be taken.