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Keeping Council Minutes

Reference Number: MTAS-1010
Reviewed Date: 06/28/2022

Record what is done, not what is said. Keep the notes together in a special notebook.

Organize notes into clear, concise statements and record them in a permanent minute book to be read at the next meeting.

The first paragraph of the minutes should contain:

  1. the kind of meeting (regular, special, adjourned regular, or adjourned special)
  2. the name of the governing body
  3. the date, time and location of the meeting
  4. the fact that the mayor and recorder were present, or, in their absence, the names of the people who substituted for them
  5. whether the minutes from the previous meeting were read and approved - as read, or as corrected - and the date of that meeting if it was anything other than a regular meeting.

Record each motion as a separate paragraph.

The last paragraph should state the time of adjournment.

The minutes should be read and approved by the council at the next regular or adjourned meeting. Minutes should be signed by the recorder.

Ordinances should be kept in an ordinance book and resolutions in a resolution book. Both ordinances and resolutions should be numbered consecutively. If separate books are kept for ordinances and resolutions, the minutes need show only a caption and space left for the number assigned when passed on final reading. Minutes should show book and page number where the ordinance/resolution is recorded.