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Meeting kitGovernment & councilsMinutes

City council meeting minutes

120 minutes 11 blockspro Runs with Pro

A regular council meeting in the usual order, with each motion and its roll-call result captured, and action minutes ready for the clerk to finish.

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Free to open and edit. Running it live needs Pro, free for 14 days on every new account.

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120 min · 11 blocks, drawn to scale Fits exactly
  1. Call to order and roll call, 3 minutes 3
  2. Pledge of Allegiance or invocation, if your council has one, 2 minutes 2
  3. Approval of the agenda, 3 minutes 3
  4. Approval of the minutes of the last meeting, 3 minutes 3
  5. Public comment on items not on the agenda, 15 minutes 15
  6. Consent agenda, 5 minutes 5
  7. Public hearings, 25 minutesDiscuss 25
  8. Ordinances and resolutions: motion, second, roll call, 30 minutesDecide 30
  9. Reports: city manager, staff, council members, 20 minutesDiscuss 20
  10. Closed session announcement, if any, 4 minutes 4
  11. Adjournment, 10 minutes 10
0306090120 min
  1. +0′Call to order and roll callTip: The clerk calls the roll and records who is present, absent and arriving late, with the time.3 minInfo
  2. +3′Pledge of Allegiance or invocation, if your council has one2 minInfo
  3. +5′Approval of the agendaTip: Any change to the posted agenda is noted here. Check your open meetings law before adding items that weren't posted.3 minDecide
  4. +8′Approval of the minutes of the last meeting3 minDecide
  5. +11′Public comment on items not on the agendaTip: Action minutes record each speaker's name (if given) and topic, not what they said. Council generally can't act on items that weren't posted.15 minInfo
  6. +26′Consent agendaTip: A council member may pull any item for separate discussion. Record which items were pulled, then the roll call on the rest.5 minDecide
  7. +31′Public hearingsTip: Open the hearing, staff report, public testimony, close the hearing, then council discussion and action. Record the times the hearing opened and closed.25 minDiscuss
  8. +56′Ordinances and resolutions: motion, second, roll callTip: For each: the clerk reads the title, then records the mover, the seconder and each member's vote. Note any member who recused and why.30 minDecide
  9. +86′Reports: city manager, staff, council members20 minDiscuss
  10. +106′Closed session announcement, if anyTip: State the legal basis for any closed session and report any action taken when council returns, as your state requires.4 minInfo
  11. +110′AdjournmentTip: The mayor declares the meeting adjourned and the clerk records the time.10 minWrap-up

In short

City council meeting minutes are the official record of a council's actions: who was present, each motion with its mover and roll-call vote, public hearings held and the time of adjournment. This kit gives you a 2-hour agenda in the usual order and action minutes with a roll-call table the clerk fills in for every motion.
Time
2 hours
Minutes style
Action minutes with roll-call tables
Includes
Agenda and minutes template
Plan
Pro

Updated October 4, 2026

What's in the kit

By the end of this meeting, every item on the published agenda has been heard or acted on, and the clerk has each motion, mover and roll-call result for the minutes. The full agenda is drawn to scale above: every block has its own timer when you run it live.

The follow-up email

Subject

Draft action minutes: regular council meeting, ______

Draft action minutes for review before they go on the next agenda for approval.

CITY OF ______ · CITY COUNCIL · REGULAR MEETING · ACTION MINUTES

Date: ______  Time: ______  Place: ______
Presiding: ______ (Mayor)  Recorder: ______ (City Clerk)

ROLL CALL
Present: ______
Absent: ______
Arrived late: ______ at ______
Quorum: [ ] present

1. Call to order at ______.
2. Agenda: [ ] approved as posted  [ ] approved with changes: ______
3. Minutes of ______: [ ] approved  [ ] approved as corrected
4. Public comment: speakers and topics: ______
5. Consent agenda: items pulled: ______
   Moved by ______  Seconded by ______  Result: ______
6. Public hearing: ______ (opened ______, closed ______, ____ speakers)
7. Ordinances and resolutions
   Item ____: ______ (title)
   Moved by ______  Seconded by ______
   Member | Aye | Nay | Abstain | Absent
   ______ | [ ] | [ ] | [ ] | [ ]
   ______ | [ ] | [ ] | [ ] | [ ]
   Recusals: ______  Result: [ ] passed  [ ] failed  (____ to ____)
8. Reports: ______
9. Closed session: [ ] none  [ ] held under ______; reportable action: ______
10. Adjournment at ______.

Attest: ______ (City Clerk)   Approved on: ______

How to run it

  1. 1Build the agenda from your posted agenda, adding one decide block per ordinance or resolution if you want each on its own timer.
  2. 2Council votes are public, so the clerk calls the roll for the official vote. Don't use anonymous phone voting for council action.
  3. 3Agendiq's summary records each decision as it happens, so the clerk only needs to add the roll-call names and numbers to finish the action minutes.
  4. 4Use the timer on public comment to give each speaker the same time your rules allow.
  5. 5Send the draft from the follow-up for review, then place it on the next agenda for approval.

Questions people ask

What is included in city council meeting minutes?
The date, time and place, who presided, roll call, approval of the agenda and prior minutes, public comment speakers and topics, consent agenda action, public hearings, each motion with mover, seconder and roll-call result, closed session reports and adjournment.
What are action minutes?
Minutes that record what the council did rather than what was said: motions, votes, outcomes and who spoke on which topic. Many councils use them because they are clear and quick to approve.
What is the order of a city council meeting?
Commonly: call to order and roll call, pledge or invocation, agenda and minutes approval, public comment, consent agenda, public hearings, ordinances and resolutions, reports, and adjournment. Your council's rules of procedure set the exact order.

Run it with your group

pro
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
Use this template

Free to open and edit. Running it live needs Pro, free for 14 days on every new account.

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