CCP125 minutes formatCITY OF SAN JUAN CAPISTRANO
COUNCIL POLICY
Subject: Effective Policy
Page Date Number
MINUTES FORMAT FOR CITY COUNCIL
AND ALL COMMISSIONS/COMMITTEES/
BOARDS
1 of 1 3/6/2012 125
It is a policy of the City Council that the minute format for all
webcasted (either video recorded or audio-only recorded) City Council and
Commissions/Committees/Boards meetings be “action” minutes. If the meeting is a
workshop or study session, “action” minutes can be expanded into “summary minutes”
when appropriate, at the direction of the Mayor or the Chairperson. The audio/video
recordings of these meetings are to be kept permanently.
“Action” Minutes are to include the following:
• Meeting date
• Starting and ending time
• Location
• Indication whether the meeting is a regular, regular adjourned, or special meeting
• Roll Call – City Council and Commissioners/Committee & Board Members
• Names of staff members presenting items or responding to questions
• Title of each item presented for approval/review/discussion
• List of speakers under Oral Communications
• A statement of action (motion, resolution, ordinance, or direction) and how the
members voted
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