Record only official actions, not discussion or opinions. 

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

Before the meeting:

• Prepare a template with standard headings (e.g., Call to Order, Roll Call, Approval of Minutes, Reports, Old/New Business).
• Confirm meeting details: date, time, location, type (regular/special/emergency).
• Have a copy of the agenda and previous minutes.

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. name of the presiding officer and recorder
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. For each motion:

• Name of the person, making the motion, the seconder
• Exact wording of the motion
• Whether the motion was adopted, defeated, amended, or withdrawn.
• Type of vote (voice or roll call)
• Vote count, if applicable

The last paragraph should state the time of adjournment.

After the meeting, draft your minutes promptly while details are fresh. 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.