How to conduct a meeting

Learn the rules that guide how boards and commissions meetings are run.

Bylaws

Bylaws serve as the governing framework for a board or commission. They outline the board's structure and operations. Bylaws cover key aspects like:

  • The board's main purpose
  • Primary duties
  • Core operations
  • Responsibilities of the board and its members

The Office of City Clerk prepared a standard set of bylaws for the City's boards. These bylaws can be customized for specific boards with City Council approval.

See standard bylaws

You can find bylaws specific to your board on your board's detail page. For more details, find your board in the list of all:

Standard rules

Standard rules address how meetings are conducted. They provide a uniform framework for:

  • How meetings are planned and organized
  • How meeting held in a way that is open, accessible, and fair

The Office of City Clerk prepared a standard set of rules for the City's boards. These rules can be customized for specific boards with City Council approval.

See standard rules

Open Meeting Law

Open Meeting Law requires all meetings to be open to the public.

  • A meeting requires a quorum, which is the minimum number of members necessary to hold a meeting. It's usually half the membership plus one.
  • Meetings must have public notice, recorded votes, and all written materials must be available to the public.
  • Board members should not talk privately (in person or by phone) or agree on votes in order to avoid a public meeting.

See Minnesota Statutes, Chapter 13D. Open Meeting Law

Some meetings can be closed to the public, such as those for:

  • Discipline cases
  • Labor negotiations
  • Legal strategy

Robert's Rules

City Council uses Robert’s Rules of Order. Robert's Rules define the procedures that:

  • Guide how motions are made, discussed, amended, and voted on
  • Maintain order of a meeting
  • Protect rights of all members

Some advisory boards might be less formal, but staff liaisons and members should be familiar with the basic procedures of Robert's Rules.

See Robert's Rules Online

Related law