(A) Agenda.
(1) An agenda shall be prepared for all public meetings conducted by the city, its commissions and boards, for the purpose of establishing an order of business and items to be brought to the attention of the members of the commissions or boards.
(2) The agenda shall include a call to order, a reading of roll call, a presentation of minutes from the previous meeting (where applicable), a presentation of reports for approval, old business, new business, other matters which may be held for consideration by the commission or board, and an adjournment.
(B) Content.
(1) The minutes for any public meeting conducted by the city, its commissions and boards, shall reflect the items on the agenda as well as any other action, discussion, or consideration that occurred during the public meeting.
(a) Minutes shall reflect the call to order of any meeting of a commission or board and shall indicate the date, time, and location the meeting was called to order.
(b) Minutes shall reflect the members present at roll call (to ensure quorum and/or that a meeting is legally conducted) and notations of any members who arrive late, absent themselves from business, and/or leave early from the meeting.
(c) Minutes shall reflect the approval of minutes from the last regular meeting and/or any special meetings conducted by the commission or board.
(d) Minutes shall reflect the nature of business brought before the commission or board, i.e. old business, tabled motions, new business, ordinances, resolutions, proclamations, and other matters brought forward for attention.
(e) Minutes shall reflect the actions of the commission or board in moving, tabling, or withdrawing items of business and where individually taken, the votes of the members of the commission or board.
(f) Minutes shall indicate the date and time the meeting is adjourned.
(2) The minutes for any public meeting conducted by the city, its commissions and boards, must contain a substantive treatment of the items discussed, and shall not be limited to a mere recounting of the subject and outcome of roll call votes. The minutes shall reflect all discussion, debate, and a synopsis of recounting of any materials presented, e.g. written material, audiovisual materials, and the like.
(3) Full and accurate minutes shall contain sufficient facts and information to permit the public to understand the discussion of matters brought before the commission or board.
(a)
SUFFICIENT is defined as “as much as is needed; enough.”
(b)
INFORMATION is defined as informing or being informed of something told or facts learned, news or knowledge; data stored in or retrieved from a computer.
(4) Full and accurate minutes shall contain sufficient facts and information to permit the public to understand and appreciate the rationale behind the commissions or boards decisions on all matters indicated on the agenda for all public meetings.
(5) Written minutes shall indicate the following.
(a) The identity of all the recognized speakers and the topic and views expressed.
(b) Motions and discussions.
(c) The voting results of all members present.
(6) The minutes of an executive session shall be limited to the general subject matter of discussions.
(C) Approval process.
(1) The clerk or secretary shall prepare written minutes after each public meeting of the City Commission or Board.
(2) Copies of the written minutes shall be provided to each member of each commission or board prior to the next regular meeting of the commission or board.
(3) At the next regular meeting, commission or board members shall vote to approve or revise, amend or correct the minutes from the previous meeting.
(4) Minutes shall be certified by approval and adoption by the commission or board, which shall be reflected in the minutes for the current meeting.
(D) General index.
(1) The clerk or secretary shall prepare a general index of the matters included in the minutes of each meeting of each commission or board.
(2) The index shall include a record of each motion with the name of the person making the motion.
(3) The index shall contain sufficient detail to ensure the content of the meeting may be understood by the public.
(Ord. 11-00, passed 3-6-00)