Cap. 363 ст. 14AFormal records.

(1) The minutes shall be the formal records of the proceedings of the Council meetings and shall be drawn up by the

Executive Secretary.

(2) The minutes shall be -

(a) brief, so as to provide a record of the subject matters discussed and the decisions reached;

(b) accurate, so that they present a true record of the proceedings; and

(c) clear, so that those absent from a meeting can be fully informed of the proceedings and so that there is no doubt about previous deliberations.

(3) The minutes shall contain -

(a) the number and date of the meeting, including the time of commencement and ending;

(b) the members present, who is in the chair, and apologies for absence;

(c) numbered paragraphs;

(d) all motions and amendments in the exact form that they are proposed, and the names of the proposer and seconder;

(e) the results of any voting, with special mention of casting vote, when exercised;

(f) the Chairman’s decision on points of order;

(g) the entry and exit times of Councillors;

(h) the date and time of the next meeting.

(4) There shall also be attached to the minutes any documentation which is deemed necessary in order to keep the minutes as brief as possible, such as motions and schedules of payment.

(5) The minutes held by the Executive Secretary, as approved by the Council, shall be deemed to be the official minutes of the Council.

(6) The minutes become public documents as soon as they are approved by the Council and signed by the Chairman and the Executive Secretary;

(7) When the minutes are approved, the Chairman shall also put his initials on each page.

(8) The Executive Secretary shall cause the approved minutes to be properly filed and he shall be responsible for their safe custody. The Executive Secretary shall also ensure that the approved minutes are posted on the official website of the Council.

(9) A Council may, by resolution, approve the recording or other registration of proceedings for the purpose only of facilitating the drawing up of the minutes. Such recordings or registrations may be destroyed after the approval of the minutes of the meeting to which they relate.