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(H)Mmurez. The Committee must keep a full and accurate record of its actions at every Committee <br /> meeting. The Administrator records the Committee proceedings in a minute book. In the absence of the <br /> city staff member to take the minutes,the Committee should delegate the duty of taking minutes for that <br /> meeting. <br /> (1) The minutes should be written in language and in to the average citizen understands. <br /> (2) If the Committee finds a mistake in the minutes of the previous meeting,the minutes will be <br /> corrected during the current meeting and reflected in the minutes. <br /> (3) Once the Committee has formally approved the minutes of any meeting,the minutes should not <br /> be changed and any circumstances. <br /> (4) Minutes are official papers of the city. Minute books are public records, shall be kept on file <br /> with the Administrator and must be available for public view at any reasonable time. <br /> (5) The following information should be included in the minutes: <br /> (a) The time and place of the meeting; <br /> (b) The members present; <br /> (c) A summary of all decisions made by the Committee, including a copy of each motion <br /> exactly as stated,whether or not the motion had a second and, if the motion was <br /> seconded,whether or not the Committee adopted it, and the names of the people who <br /> made and seconded the motion; and <br /> (d) Tbc names of the Committee Member who voted either for or against each motion. <br /> (1) Order of biwinevse Each meeting of the Committee shall convene at the time and place appointed. <br /> (1) Committee business shall be conducted in the following order: <br /> (a) Call to order; <br /> (b) Approval of agenda; <br /> (c) Awards/presentations/appearances; <br /> (d) Public hearings; <br /> (e) Committee business; <br /> (f) Consent agenda; <br /> (g) Approval of Committee minutes; <br /> 19 <br />