the municipal secretary desktop reference manual - Southwestern ...

MEETING DO=S AND DON=TS
DO create an information packet which each board member will receive several days in
advance of the meeting.
Include the PROPOSED agenda, with supplemental material
relating to each of its topics or items of business. Include a reminder to contact the office the
day of the meeting for any updated material. Other items to include are:
- Calendar for coming month with all meetings, payroll dates, important deadlines, key
staff vacations, etc.
- Prior meeting minutes (unapproved) for their review
- Copies of noteworthy correspondence
- Information obtained on tabled items
- Follow-ups on problems/complaints
- Bills payable list
DO use the actual agenda, or even an enlarged copy, for note taking.
DO use prepared forms to record roll call votes.
DO insist that the chair repeat a motion in a form approved by the maker and seconder, so
everyone has a clear understanding of the subject of the issue presented for decision.
DO insist on reading back the wording of the motion before the vote. If a motion does not
receive a second, enter that fact and the matter goes no further.
DO include in your minutes, to satisfy the Sunshine Act:
o
o
o
o
o
Date, time, and place of meeting
Names of members present
Official approval of the minutes of the preceding meeting, with any additions
or corrections.
Substance of all official actions and a record by individual member of the roll
call votes taken.
The names of all citizens who appeared officially and the subject of their
testimony.
DON=T include the full text of oral or written reports by officers and committees. Identify
only by the reporter, subject, date and description by the governing body.
DO keep a meeting file to contain:
o copy of the preliminary and final agenda
o copy of the treasurer=s report and bills payable list that were approved at the
meeting
o copies of all records, petitions and other written communications, noted by
source, subject, date and disposition
XIII-11