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the municipal secretary desktop reference manual - Southwestern ...

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MEETING DO=S AND DON=TS (continued)<br />

DON=T enter <strong>the</strong> full text of ordinances in <strong>the</strong> minutes.<br />

DON=T record verbatim expressions of opinions, remarks, or statements made during <strong>the</strong><br />

meeting. Prepare a short summary of <strong>the</strong> discussion, enough to give <strong>the</strong> reader an<br />

understanding of <strong>the</strong> subject, <strong>the</strong> varying points of view expressed and <strong>the</strong> major proponents<br />

of each.<br />

DO require a <strong>municipal</strong> copy of any speaker=s prepared text that is used for a speech.<br />

DO type <strong>the</strong> minutes <strong>the</strong> day immediately following <strong>the</strong> meeting while details are fresh in<br />

your mind. Providing copies to <strong>the</strong> news media will possibly alleviate <strong>the</strong>ir errors.<br />

DO record <strong>the</strong> minutes in a mechanical post binder with consecutive numbered pages capable<br />

of being permanently sealed and with a permanent locking device with <strong>the</strong> <strong>municipal</strong> seal<br />

impressed in each page. The book can also be a bound book. (Minutes may be typewritten,<br />

printed, Photostatted or microfilmed, and may by stapled, glued or taped to <strong>the</strong> pages of such<br />

books, if <strong>the</strong> Municipal seal is impressed upon each page to which pages of minutes are<br />

attached.<br />

The seal must cover both a portion of <strong>the</strong> actual minutes page and <strong>the</strong> page of <strong>the</strong> book to<br />

which it is attached.)<br />

DO store original minute books in <strong>the</strong> vault where <strong>the</strong> most valuable records are kept.<br />

DON=T use correction fluid or tape over <strong>the</strong> entry being corrected. Ra<strong>the</strong>r, a note should be<br />

added in <strong>the</strong> margin that a correction was approved.<br />

XIII-12

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