Community Planning Organization Handbook
Minutes for Public Meetings
The Public Meeting Law requires that written minutes be taken at all meetings and include the following:
- Date, time, and location of the meeting;
- List of members who are present;
- Any motions, proposals, resolutions, orders, ordinances and measures proposed and the action taken by the public body regarding those;
- The results of all votes, and a record of the vote of each member by name if the public body has 25 members or less (Note: if the public body has more than 25 members, then the votes do not need to be listed by name unless a "roll call" vote is requested by a member of that body);
- A summary of any discussion on any matter; and
- Reference to any document discussed at the meeting.
Minutes do not have to be verbatim and the meeting does not have to be tape recorded unless otherwise required by law. The minutes must give a true reflection of the matter discussed at the meeting and the views of the participants.
Minutes must be available within a "reasonable time after the meeting." The public has access to them once they are prepared, even if the minutes have not yet been approved at the next meeting. If minutes have not been approved, they may be so identified.
Minutes from each meeting should be submitted to Clackamas County Citizen Involvement within a reasonable time. Please try to submit minutes within 60 days after the meeting. If the minutes have not yet been approved at the next meeting, simply note on them that they are "draft." The minutes will be kept permanently and available for public review. The CPO should also keep a file of its past minutes. The County will retain the minutes of each CPO, following the rules of the State Archives.
Minutes and records available to the public must be made available to persons with disabilities in a form usable to them, even if it means converting the minutes to large print, Braille, etc. If an individual with disabilities requests the minutes in a special format, please contact the Clackamas County Citizen Involvement.
For your further reference: ORS 192, especially ORS 192. 650, and the Attorney General's Public Records and Meetings Manual (Oregon Dept. of Justice, 1997)
Name of Committee/Subcommittee
Minutes
Regular (or Special or Emergency) Meeting Date/Time
Place
Notice for this meeting was made by press release to newspapers of general and local circulation throughout the County (and, if appropriate, mailed to persons on the mailing list of the Committee and the members of the Committee
Present were (list all voting members in attendance, or attach sign-up sheet if voting is open to everyone in attendance).
The Chair presented the agenda as follows:
(1)
(2)
(3)
FOR EACH AGENDA ITEM, SUMMARIZE BRIEFLY:
Testimony on (list the item above) was received from (any person who testifies) representing _____________, stating that (summarize the major points, including support or opposition).
Also, briefly capture the major points of any committee discussion on the agenda item.
After discussion, (Name of member) moved that (describe the motion made).
Voting for the motion: (Depends on group size whether names or number)
Voting against the motion: (Depends on group size whether names or number)
Or, state that the motion was carried unanimously.
State whether the motion fails or passes.
If the motion carries, the Chair restates any instructions that are needed to follow-up on the item.
Set next meeting. There being no further business, the meeting was adjourned.
