Borough Council minutes template
A structure for borough council minutes, including the mayor’s report and committee reports common in Pennsylvania boroughs, with roll-call votes recorded by member as the Sunshine Act requires.
The template
BOROUGH OF [NAME]
BOROUGH COUNCIL
MINUTES OF THE REGULAR MEETING
[Weekday, Month Day, Year]
CALL TO ORDER
Council President [Name] called the meeting to order at [time] p.m. in Council Chambers, [address].
PLEDGE OF ALLEGIANCE
ROLL CALL
Council present: [Name], President; [Name], Vice President; [Name]; [Name]; [Name]
Council absent: [Name or "None"]
Also present: Mayor [Name]; [Name], Borough Manager/Secretary; [Name], Solicitor; [Name], Police Chief
APPROVAL OF MINUTES
Councilmember [Name] moved, seconded by Councilmember [Name], to approve the minutes of [date]. Motion carried [tally].
PUBLIC COMMENT
[Full name], [address] – [Subject]. [Neutral one-sentence summary.]
MAYOR'S REPORT
[Summary, including police report if presented.]
COMMITTEE REPORTS
Finance: [Summary and any recommendation.]
Public Works / Streets: [Summary.]
Public Safety: [Summary.]
SOLICITOR'S AND MANAGER'S REPORTS
[Summary.]
ACTION ITEMS
Councilmember [Name] moved, seconded by Councilmember [Name], to adopt Ordinance No. [number], [title].
Roll call: [Name] – Yes; [Name] – Yes; [Name] – Yes; [Name] – No; [Name] – Yes. Motion carried 4-1.
EXECUTIVE SESSION
Council recessed into executive session at [time] to discuss [stated reason] and reconvened at [time]. No action was taken.
ADJOURNMENT
The meeting adjourned at [time] p.m. on motion of [Name], seconded by [Name].
Respectfully submitted,
______________________________
[Name], Borough Secretary
How to use it
- Record what was decided, not everything that was said. Keep discussion summaries to a sentence or two.
- For every motion, record the mover, the seconder and each member’s vote. Write the tally (for example, 3-0 or 2-1).
- Write money amounts, parcel numbers and resolution or ordinance numbers exactly.
- For an executive session, record the times and the stated reason, and confirm that any action was taken in public.
- Mark the draft “DRAFT” until the board approves it, then record the approval date.
Requirements vary by state. See the state minutes law guides.
Other templates
Let the recording fill in the template.
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