were on a 14" format but the Courts in the Province changed
we ourselves,

date that we take this step with our minutes.
on @ach page as we can,

an ll" standard and,
14", and it now seems appropr
to get as much material
efficienty,
out as wide across

minutes as they would appear

we would propose that
the page as they can possibly be (while still leaving room for
the eventual binding of the minutes that does take place).
in this new style is attached.

several years ago to
to an 11" standard, from
In order
in the interest of economy and
the minutes be typed gingle space only, spread

have changed our Bylaws

A sample page from the
You will note that the

space for margin notes has disappeared.

CONTENTS :

The only legal requirement respecting the production of minutes is that

they be

"legibly recorded in a minute book".

Neither the Municipal Act nor any

other Provincial Statute contains any rules at all as to what minutes should or

should not contain.

for the minutes to simply say
refering to any names at all.
need to be recorded and there
motion sheuld not be included
We say these things,

In our minutes, for axample,
mover and seconder of resolutions but this is not required

not because we agree with them,

we usually record the name of the
and it would be in order
that a particular motion was moved and seconded without
Cerainly, any comments made by any individual do not
is even a school of chougif that states a defeated

as it is only positive action that needs to be recorded.
put simply to indicate the

great Latitnde that exists in preparing minutes.

What we would recommend be done is as follows:~-

The change in minute format to 84 * iL"
margin notes, be approved.

paper, single spaced, without

The names of the Council members moving and seconding resolutions should
continue to be retained.

Unless an item of

pusiness before the Council results in the making of

a resolution no mention should be made of it in the minutes unless it

appeared on the printed Agenda for

The comments of Council members, staff members,

that meeting.

er the public on any

particular item under discussion should not be mentioned in the minutes;

except during the course of formal Zoning Public Hearings when the

comments made by the
be recorded in very

public and the answers given to any questions should

brief form along with the name and address of the

person speaking i£ that can be determined.

Under the "New Business" section of the Agenda the varicus matters raised

by the Aldermen should
results thereon and
under discussion sh

disposition.

not be recorded in the minutes unless a4 resolution
then only sufficient material to explain the item

ould be included along with the resolution and its