Some cities do not allow the city clerk into closed sessions (executive sessions). You must take minutes for executive sessions, but they are not open to the public. Unless the minutes reflect the name of the persons voting for the proposal, against the proposal, or who abstained, it will be presumed that a governing body member approved an action if they were in attendance. Votes for Proposals, Against Proposals, and AbstentionsĪll votes, including abstentions and votes against proposals, must be made in public unless noted below. The government agency can take the following actions with motions or proposals: In the minutes, you can either summarize citizen comments or record them verbatim depending on your city’s requirements. Citizens cannot engage in debate with the governing body, and they have a limited timeframe in which to address the Council. Usually, your agenda will include a portion of time when citizens can come to the podium and address the governing body about any non-agenda item. It’s better to edit down from a lot of notes rather than miss key information from taking too few notes. Tip: Lean on the side of summarizing discussion in more detail, rather than less. You should summarize what they say enough so that it’s sufficient in case someone comes back later with a question about that person’s comments. When governing body members discuss motions, do your best to write down what they say. If you use agenda and meeting management software, you can customize the software to accommodate any agenda and minutes structure that fits the needs of your city.
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