Attendance in the Minutes Policy •
POLICY FOR REPORTING ATTENDANCE IN THE OFFICIAL MINUTES
The Chairman of each Board and Commission should take steps to.identify, at the
beginning of each meeting, the regular members in attendance at the meeting and if
necessary the alternates who will besubstituting for regular members and be voting on
issues that come before the Board of Commission.
Inaddition, the City Clerk's Office has instructions as they prepare minutes of meetings,
to clearly identify those who are present in three categories as follows:
1. Those regular members who are in attendance and participating in the meeting.
12. Those alternate members who are in attendance and have been designated by the
Chairman to participate as voting members at the meeting.
•
3. Those alternate members who are in attendance for discussion purposes.only but not
participating as voting members of the Board or Commission.
In addition, the minutes should show clearly those members, both regular and alternate,
who are absent and whether.or not on the event of an absence, prior notification was
. provided, and those City staff members who are in attendance as.staff serving the Board
or Commission.
Also the City Clerk's office will indicate other guests who are at the meeting i.e., members
of the Mayor and City Commission, representatives of the media, recognized members of
other Boards and Commissions.
This procedure for reporting in the minutes will standardize the minute taking procedure
in regard to attendance and will clarify,..for future reference, those members of the.Boards
and Commissions who.are participating in the meeting as voting members. This
procedure should clarify the formal record of board meetings for future reference.
-Merin •