Meeting minutes are a written record of the conversation and decisions that are made over the course of a meeting. The Portage la Prairie Regional Library Board has six regular meetings per year.
Frequently Used Terms
Adjourn to end a meeting.
Agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be acted upon.
Carried means that a motion has passed or attained the required majority vote, and is thus converted into a resolution or action of the Board.
Consent Agenda groups routine meeting discussion points into a single agenda item. In so doing, the grouped items can be approved in one action, rather than through the filing of multiple motions. Any Board member can request an item be moved to the regular agenda for discussion. This allows more time for discussion on non-routine topics.
In-Camera is a Latin term which, in this context, can be understood to mean an “in private” session. These sessions are designed to handle sensitive issues. In essence, an in camera session serves three core functions: (1) it assures confidentiality; (2) it creates a mechanism for board independence and oversight; and (3) it enhances relationships among board members and the Library Director.
Motion the process of making motions ensures that no decision is accepted without the opportunity for discussion and a vote.
Moved means that a Board member agrees to consider a proposal, discussion or an action by the Board.
Seconded means that a second Board member wishes to discuss the proposal. If no one seconds the motion, the motion lapses. After the discussion is complete, the Board can vote on the motion or choose to revisit the topic at a later date.