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Board Meeting Minutes Format In Contra Costa
State:
Multi-State
County:
Contra Costa
Control #:
US-0020-CR
Format:
Word;
Rich Text
Instant download
Description
Form popularity
FAQ
Minutes are not supposed to be verbatim and including too much detail may only provide ammunition that may be used against the board in a lawsuit. However, with too little detail the minutes may be useless and may leave an impression that the board did not adequately consider one or more matters.
After each meeting, the secretary should work to distribute the minutes to other board members as soon as possible. This is especially important if there are action items to address.
The minutes of an hour and a half to two-hour board meeting should probably not exceed four pages and can often be less. Here are some guidelines ensuring the key deliberations are adequately and usefully recorded: 1.
What information do board meeting minutes contain? Meeting date, time and location. Type of meeting. Names and titles of attendees and guests. Any absent board directors. Quorum. Notes about directors who left early or re-entered the meeting. Board approvals, resolutions and acceptance of reports. Overview of discussions.
Meeting minutes can be 1 to 3 pages long for short meetings, or 3 to 5 pages for long ones. What are A4 size meeting minutes? Meeting minutes when they are sized at A4 (8 – 1/4″ x 11 – 3/4″) is often used by businesses or organizations when the meeting minutes need to be disseminated.
How long should the meeting minutes be? Meeting minutes should be concise and focused. While the length may vary depending on the meeting's complexity, only capture the key points without including unnecessary details.
How to write meeting minutes reports Make an outline. Prior to the meeting, create an outline by picking or designing a template. Include factual information. Add factual details, such as where and when the meeting takes place. Write down the purpose. Record decisions made.
Robert's Rules (Section -16) state that “the minutes should contain mainly a record of what was done at the meeting, not what was said by the members.” Minutes are not transcripts of meetings; rather, the document contains a record of actions taken by the body, organized by the meeting's order of business (agenda).
You can use a cloud service, a document management system, or a dedicated folder to store your meeting minutes. Make sure to label them consistently, back them up regularly, and protect them from unauthorized access. You can also archive old meeting minutes that are no longer needed or relevant.
I think a solution could be to call a special meeting to approve the minutes and hear the tape, or provide time for the clerk to improve the minutes, or, approve the past meeting minutes, and then at the current meeting, rescind the incorrect motion and replace with the correct motion.
More info
Forms may be obtained at the Office of the County Administrator, or Office of the Clerk of the Board, 1025 Escobar Street, 1st Floor, Martinez, California. To ensure an orderly meeting and an equal opportunity for each speaker, persons wishing to address the Board must fill out a speaker's card.The Contra Costa Board of Education uses BoardDocs, an online meeting records system. Meeting agendas for the Board of Supervisors, Housing Authority, standing committees, and special districts are available online. An agenda for each meeting is published three working days prior to the meeting. Agendas are posted at the administration building and at each school. Meetings are generally held on the 2nd and 4th Wednesday of the month. View our calendar or download the yearly schedule to see upcoming meetings. Us or call . Board of Directors Meetings.
