# Draft a public meeting agenda and minutes that meet open meetings law

A compliant public body agenda with specific item descriptions and action-focused minutes that record motions and votes accurately.

- Topic: Meetings
- Framework: Few-Shot
- Level: Advanced
- Tags: Meetings, Write, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/draft-a-public-meeting-agenda-and-minutes-that-meet-open-meetings-law

## Prompt

```text
Help me prepare the agenda and minutes for a public body meeting.

**Public body:** [e.g. "city council", "planning commission", "advisory board"]
**Meeting type:** [regular / special / closed or executive session portion]
**Open meetings law that applies:** [e.g. "state open meetings act"; paste posting and minutes requirements if available]
**Agenda items:** [LIST with what action is expected on each]
**Closed session items, if any:** [topic and the legal basis we expect to rely on]
**For minutes, my notes or transcript:** [PASTE, including motions, movers, seconders, and votes]

Part 1: Agenda
- Standard order: call to order, roll call and quorum, approval of agenda, public comment, consent items, action items, reports, adjournment.
- Describe each item specifically enough that a member of the public knows what may be decided (not "Old business" or "Discussion"). Mark each as action or information.
- Include public comment instructions, remote participation details, and an accommodation statement.
- For closed session items, give a description of the topic and a placeholder for the legal basis: [CONFIRM AUTHORITY WITH COUNSEL].

Part 2: Minutes
- Action minutes, not a transcript: attendance, quorum, each item with a short summary, the exact motion, mover and seconder, and the vote by name (yes, no, abstain, absent).
- Record recusals and stated conflicts of interest.
- Summarize public comments neutrally by speaker name and topic, as our practice requires.
- Do not characterize members' motives or add commentary.

Rules: never invent votes, motions, or attendance; mark anything unclear in my notes [CONFIRM]. Remind me to check posting deadlines with our clerk.
```

## What to fill in

- e.g. "city council", "planning commission", "advisory board"
- regular / special / closed or executive session portion
- LIST with what action is expected on each
- topic and the legal basis we expect to rely on
- PASTE, including motions, movers, seconders, and votes
- CONFIRM AUTHORITY WITH COUNSEL
- CONFIRM

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.