DRAFT MINUTES
Month Day, Year
[University of North Carolina General Administration]/[Host Campus]
Building Name
City, North Carolina
Sample:
This regular meeting of the Committee on Audit, Risk Management, and Compliancewas presided over by Chair Davenport. The following committee members, constituting a quorum, were present: Mr. Aiken, Ms. Gage, Mr. Hood, Chancellor Ballard, Chancellor Conway, and Chancellor Sartarelli.
The following committee members were absent: Mr. Lampe and Mr. Webb. Staff members present were Ms. Sanders, Mr. Shanahan, and Ms. Boni.
Others present included: Chairman Bissette, staff from General Administration and from the constituent institutions, and members of the press [do not go into detail of staff, other than chairman or president].
- Call to Order and Approval of OPEN Session Minutes
The Chair called the meeting to order at Timeon Weekday, Month Day, Yearand called for a motion to approve the open session minutes of Month Day, Year.[1]
MOTION: Resolved, that the Committee onCommittee Nameapprove the open session minutes of Month Day, Year[as distributed]/[as corrected].
Motion: First Name Last Name
Motion [carried]/[failed][2]([after debate]/[after amendment]/[unanimously][3])
- Title of Agenda Item[4]
Brief statement of what occurred and presenter name(s), if applicable.[5]
MOTION: Resolved,that wording of motion that was either adopted or disposed of.
Motion: First Name Last Name
Motion [carried]/[failed]([after debate]/[after amendment]/[unanimously])
- Title of Agenda Item
Brief statement of what occurred and presenter name(s), if applicable.
MOTION: Resolved,that the Committee on Committee Namemove into closed session to state reason for moving into closed sessionpursuant to Chapter143-318.11(a)(Subsection)[6] of the North Carolina General Statutes.
Motion: First Name Last Name
Motion carried/failed([after debate]/[after amendment]/[unanimously])
THE MEETING MOVED INTO CLOSED SESSION.
(The complete minutes of the closed session are recorded in Appendix A.)[7]
MOTION:[8]Resolved,that the Committee on Committee Namereturn to open session.
Motion: First Name Last Name
Motion carried/failed([after debate]/[after amendment]/[unanimously])
THE MEETING RESUMED IN OPEN SESSION.[9]
- Title of Agenda Item
Brief statement of what occurred and presenter name(s), if applicable.[10]
MOTION: Resolved,that wording of motion that was either adopted or disposed of.
Motion: First Name Last Name
Motion [carried]/[failed]([after debate]/[after amendment]/[unanimously])
There being no further business, the meeting adjourned at time.
______
Name, Secretary
{Attachment C_Minutes Template - Committee Meetings[1][1].1}Page 1 of 5
APPENDIX A
Draft CLOSED-Session Minutes
Month Day, Year
[University of North Carolina General Administration]/[Host Campus]
Building Name
City, North Carolina
THE MEETING RESUMED IN CLOSED SESSION.
- Approval of CLOSED-Session Minutes
The Chair called for a motion to approve the closed session minutes of Month Day, Year.
MOTION: Resolved,that theCommittee on Name of Committeeapprove the closed session minutes of Month Day, Year[as distributed]/[as corrected].
Motion: First Name Last Name
Motion carried/failed([after debate]/[after amendment]/[unanimously])
- Title of Update, Report, or Agenda Item[11]
Include a brief, general statement of what was discussed.[12]
MOTION: Resolved, thatwording of motion that was either adopted or disposed of.
Motion: First Name Last Name
Motion carried/failed([after debate]/[after amendment]/[unanimously])
First Name Last Namecalled for a motion to return to open session.
MOTION: Resolved,that the Committee on Committee Namereturn to open session.
Motion: First Name Last Name
Motion carried/failed([after debate]/[after amendment]/[unanimously
______
Name, Secretary
{Attachment C_Minutes Template - Committee Meetings[1][1].1}Page 1 of 5
{Attachment C_Minutes Template - Committee Meetings[1][1].1}
[1] List any additions or corrections to the minutes after this sentence.
[2] If a count was ordered, or the vote was by ballot, include the number of votes on each side here. If voting is by roll call, include the names of those voting on each side.
[3] Insert brief facts about whether the motion may have been debated or amended before disposition in parentheses here, if relevant and appropriate. If in doubt about what to include or whether to include anything, consult with Legal Affairs.
[4] Include name of agenda item in upper and lowercase letters, not in ALL CAPS.
[5] This brief statement should be one to two sentences and should only state what was presented and the name of the person who presented the item (if it was a report or presentation). The minutes should not summarize the content of the discussion or presentation unless formally requested by the committee.
[6] Cite the appropriate North Carolina General Statute subsection here that was mentioned as the reason to go into closed session. If citing to (a)(1) (to prevent the disclosure of information that is privileged, confidential, or not considered a public record under Chapter 132 of the General Statutes), also state the name of, or give the citation to, the law that renders the information privileged or confidential. If citing to (a)(3)(to consult with an attorney), also name all the parties in lawsuits to be discussed, if applicable. If in doubt about what to include, please consult with Legal Affairs.
[7] Insert this block of language, beginning with the motion to go into closed session and ending with and including “(The complete minutes of the closed session are recorded in Appendix A.),” when a committee meeting moves into closed session.
[8] Insert this sample motion into the minutes when a committee member makes a motion to return to open session.
[9] Insert this block of language when a committee meeting returns to open session after being in closed session.
[10] This brief statement should be one to two sentences and should only state what was presented and the name of the person who presented the item (if it was a report or presentation). The minutes should not summarize the content of the discussion or presentation unless formally requested by the committee.
[11] Agenda item should be in uppercase and lowercase letters, not in ALL CAPS.
[12]The general account of any items discussed must be clear enough that a person not in attendance would have a reasonable understanding of what transpired, but it should not include great detail. For example, this general account might state that there was discussion about two appointments at General Administration and one appointment at Winston-Salem State University, but it should not state the names of the possible appointees or provide a detailed summary of the Board members’ discussion.