Authority and special district board minutes template
For authorities and special districts: a board of directors meeting with an operations report, financial approvals and contracts, with each director’s vote recorded.
The template
[NAME] [AUTHORITY / DISTRICT]
BOARD OF DIRECTORS
MINUTES OF THE REGULAR MEETING
[Weekday, Month Day, Year]
CALL TO ORDER
Chair [Name] called the meeting to order at [time] at [location].
ATTENDANCE
Directors present: [Name], Chair; [Name], Vice Chair; [Name], Treasurer; [Name], Secretary; [Name]
Directors absent: [Name or "None"]
Also present: [Name], Manager/Operator; [Name], Solicitor; [Name], Engineer
APPROVAL OF MINUTES
On motion of [Name], seconded by [Name], the minutes of [date] were approved [tally].
PUBLIC COMMENT
[Full name], [address] – [Subject]. [Summary.]
FINANCIAL REPORT AND REQUISITIONS
The Treasurer presented the financial report for [month]. [Name] moved, seconded by [Name], to approve requisitions totaling $[amount].
Vote: [Name] – Yes; [Name] – Yes; [Name] – Yes; [Name] – Yes; [Name] – Yes. Motion carried 5-0.
OPERATIONS / MANAGER'S REPORT
[Water produced/treated, main breaks, permits, compliance reports.]
ENGINEER'S AND SOLICITOR'S REPORTS
[Summary.]
CONTRACTS AND RESOLUTIONS
[Name] moved, seconded by [Name], to award the contract for [project] to [contractor] in the amount of $[amount], the lowest responsible bidder.
Vote: [record each director]. Motion carried [tally].
ADJOURNMENT
The meeting adjourned at [time].
Respectfully submitted,
______________________________
[Name], 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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