(A) Preparation. Minutes will be promptly recorded and will be made available for public view no later than the first day following the next legislative body meeting. Minutes will be prepared and recorded in a brief and specific manner. Votes and formal action taken regarding proclamations, municipal orders, motions, resolutions, or ordinances must be recorded. Motions must be entered in their entirety. Proclamations, resolutions, municipal orders, and ordinances shall be entered by descriptive title and reference. Ordinances will be assigned identifying numbers only after they have been approved by the legislative body. Discussions during debates or conversations are not required to be entered into the minutes.
(B) Format. The minutes of the legislative body or committees thereof should include the following:
(1) Type of meeting (regular or special);
(2) Day, date, time, and place of meeting;
(3) The word “minutes” in the heading;
(4) Name of meeting body;
(5) Members present, beginning with presiding officer;
(6) Members absent;
(7) Guests and staff present;
(8) Time the presiding officer calls the meeting to order;
(9) Presence of a quorum;
(10) Action taken on last meeting’s minutes;
(11) Committee reports, if applicable;
(12) Unfinished business;
(13) New business;
(14) Adjournment (including day, date, time, and place of next meeting if announced); and
(15) Signature lines for the City Clerk-Treasurer and presiding officer.
(C) Official copy. The official copy of the minutes, which contains all changes that were made and bears the signatures of individuals required to the sign the minutes, must be maintained in the minutes book of the city.
(Ord. 2021-01, passed 6-25-2021)