Recommendations with Conditions and Roll Call Votes
When entering minutes, information from the Motion Text field that needs to be on the agenda must be added to the CC Note field. While other important meeting information is routinely added to the Motion Text field when recording meeting minutes, the information in this field is not printed on the agenda. Recommendation conditions and roll call votes must be printed on the agenda for Council review.
Recommendations with conditions
Recommendations to grant "with conditions" or "with the following recommendations" imply that there is more information.
When the recommendation includes "with conditions" or "with the following recommendations", refer to the Motion Text field, which contains additional details of the recommendation or condition. Copy the information in part or whole from the Motion Text field and paste into the CC Note field.
Roll call votes
MGO 33.01(11) details the requirement to list the results of a roll call vote in the report to Council. Roll call vote details should also be included in the Motion Text field.
Copy roll call vote details into the CC Note field. Include the vote tally, followed by names that voted aye, names that voted nay, as well as any absent, recused, excused, non-voting, or abstaining. One example is provided below.
Roll call vote examples
The files below are provided as examples of roll call votes. The voting record as listed on the Council agenda is shown in each example. For a more thorough understanding, open the file in Legistar and locate the entry on the History tab, and then review the information shown for Motion Text and finally in the CC Note field.
File number 75926:
File number 79504:
File number 78913:
