PDF templates / Civic / Government
Council Meeting Minutes
Municipal council meeting minutes derived from published UK and US council minutes: masthead with meeting meta box, present/absent/staff attendance box, numbered minute items with motion and vote lines, and approval with clerk and mayor sign-off. Renders as a tagged PDF/A-2A + PDF/UA-1 document.
DSL source
The whole template. Learn the language in the template DSL guide.
const template = doc(
{ size: "Letter", title: "{{jurisdiction}} {{councilBody}} {{meetingKind}} Minutes — {{date}}", padding: [36, 40, 36, 40],
styles: {
".masthead": { "font-family": "Inter", "font-size": 20, "font-weight": "bold", color: "#0b3d91", "margin": [0, 0, 2, 0] },
".meeting-kind": { "font-family": "Inter", "font-size": 13, "font-weight": "bold", color: "#1a1a1a", "margin": [0, 0, 2, 0] },
".meeting-line": { "font-family": "Inter", "font-size": 10, color: "#333", "line-height": 1.4 },
".meta-label": { "font-family": "Inter", "font-size": 8, "font-weight": "bold", color: "#555" },
".meta-value": { "font-family": "Inter", "font-size": 9.5, color: "#1a1a1a" },
".att-name": { "font-family": "Inter", "font-size": 9, color: "#1a1a1a", "line-height": 1.4 },
".item-number": { "font-family": "Inter", "font-size": 10, "font-weight": "bold", color: "#0b3d91" },
".item-title": { "font-family": "Inter", "font-size": 10, "font-weight": "bold", color: "#1a1a1a", "line-height": 1.35 },
".item-body": { "font-family": "Inter", "font-size": 9.5, color: "#1a1a1a", "line-height": 1.45, "margin": [1, 0, 0, 0] },
".item-meta": { "font-family": "Inter", "font-size": 9, color: "#444", "line-height": 1.4, "margin": [1, 0, 0, 0] },
".cert": { "font-family": "Inter", "font-size": 9, color: "#333", "line-height": 1.5 },
".sig-name": { "font-family": "Inter", "font-size": 10, "font-weight": "bold", color: "#1a1a1a", "margin": [0, 0, 0, 0] },
".sig-title": { "font-family": "Inter", "font-size": 9, color: "#444", "margin": [0, 0, 0, 0] },
},
},
// Masthead
s(".masthead", "{{jurisdiction}}"),
s(".meeting-kind", "{{councilBody}} — {{meetingKind}} Minutes"),
s(".meeting-line", "{{date}} at {{time}} — {{location}}"),
gap(8),
// Meeting meta box
r({ "border": [1, 1, 1, 1], "border-color": "#0b3d91", padding: [8, 10, 8, 10] },
col("50%",
s(".meta-label", "MEETING DATE / TIME"),
s(".meta-value", "{{date}} at {{time}}"),
gap(4),
s(".meta-label", "LOCATION"),
s(".meta-value", "{{location}}"),
),
col("50%",
s(".meta-label", "MINUTES OF"),
s(".meta-value", "{{meetingKind}} of {{date}}"),
gap(4),
s(".meta-label", "APPROVED"),
s(".meta-value", "{{approvedAt}}"),
),
),
gap(8),
// Attendance box
r({ "border": [1, 1, 1, 1], "border-color": "#0b3d91", padding: [8, 10, 8, 10] },
col("50%",
s(".meta-label", "PRESENT"),
each("member in present",
s(".att-name", "{{member}}"),
),
gap(4),
s(".meta-label", "ABSENT"),
each("member in absent",
s(".att-name", "{{member}}"),
),
),
col("50%",
s(".meta-label", "STAFF PRESENT"),
each("member in staff",
s(".att-name", "{{member}}"),
),
gap(4),
s(".meta-label", "QUORUM"),
s(".meta-value", "{{quorum}}"),
),
),
gap(10),
// Numbered minute items
each("item in items",
r({ grid: ["34pt", "1fr"], "margin": [0, 0, 6, 0] },
col(s(".item-number", "{{item.number}}")),
col(
s(".item-title", "{{item.title}}"),
s(".item-body", "{{item.body}}"),
when("item.motion",
s(".item-meta", "Motion: {{item.motion}}"),
),
when("item.vote",
s(".item-meta", "Vote: {{item.vote}}"),
),
),
),
),
gap(4),
s(".cert", "{{approval}}"),
s(".cert", "{{nextMeeting}}"),
gap(8),
r({ "margin": [0, 0, 0, 0] },
col("50%",
s(".sig-name", "{{clerkName}}"),
s(".sig-title", "City Clerk"),
),
col("50%",
s(".sig-name", "{{mayorName}}"),
s(".sig-title", "Mayor"),
),
),
ftrPages("{{jurisdiction}} {{councilBody}} — Minutes {{date}}"),
);
const sampleData = {
jurisdiction: "City of Riverton",
councilBody: "City Council",
meetingKind: "Regular Meeting",
date: "12 November 2025",
time: "6:30 PM",
location: "Riverton City Hall, Council Chambers, 450 Civic Center Drive",
approvedAt: "9 December 2025",
present: [
"Mayor A. Okafor",
"Councillor J. Lind",
"Councillor R. Patel",
"Councillor S. Whitfield",
"Councillor T. Brennan",
"Councillor K. Adeyemi",
],
absent: [
"Councillor M. Duarte (excused)",
],
staff: [
"J. Ellis, City Manager",
"D. Reyes, City Clerk",
"P. Novak, City Attorney",
],
quorum: "Quorum present — 6 of 7 members.",
items: [
{
number: "1",
title: "Call to Order, Pledge of Allegiance and Invocation",
body: "Mayor Okafor called the meeting to order at 6:32 PM. Councillor Lind led the Pledge of Allegiance; Pastor R. Bell gave the invocation.",
motion: "",
vote: "",
},
{
number: "2",
title: "Roll Call and Determination of Quorum",
body: "The City Clerk called the roll. Six of seven members were present; Councillor Duarte was excused. The Mayor declared a quorum present.",
motion: "",
vote: "",
},
{
number: "3",
title: "Approval of Minutes — Regular Meeting of 28 October 2025",
body: "The draft minutes of 28 October 2025, circulated 30 October 2025, were presented for approval with no corrections offered.",
motion: "Lind / Patel to approve as circulated.",
vote: "Approved 6–0.",
},
{
number: "4",
title: "Claims Register for the Period Ending 7 November 2025",
body: "The Finance Department presented disbursements totalling $1,284,309.55. No items were pulled for separate discussion.",
motion: "Patel / Whitfield to approve the register.",
vote: "Approved 6–0.",
},
{
number: "5",
title: "Resolution 2025-118 — Accepting the October 2025 Treasurer's Report",
body: "The Treasurer's Report for October 2025 was received. Councillor Brennan asked about investment yields; staff undertook to circulate a note.",
motion: "Whitfield / Adeyemi to adopt Resolution 2025-118.",
vote: "Adopted 6–0.",
},
{
number: "6",
title: "Reappointment of L. Marsh to the Planning Commission (Term to 2029)",
body: "The Mayor's reappointment of L. Marsh was put to the Council for confirmation. Marsh has served since 2021 with full attendance.",
motion: "Okafor / Lind to confirm the reappointment.",
vote: "Confirmed 5–1 (Brennan dissenting).",
},
{
number: "7",
title: "Public Hearing — Rezoning of 1200 Mill Road from R-2 to MU-N (Case Z-25-09)",
body: "The hearing opened at 7:41 PM. Planning staff summarised the 6–1 Commission recommendation; three residents spoke in favour and one against. The hearing closed at 8:05 PM and first reading was set for 9 December 2025.",
motion: "Patel / Brennan to close the hearing and set first reading.",
vote: "Approved 6–0.",
},
{
number: "8",
title: "Ordinance 2025-44 — FY 2025-26 Mid-Year Budget Amendment (First Reading)",
body: "First reading of the mid-year amendment appropriating a net $412,000 from General Fund balance. Councillor Brennan opposed the recreation-programme line.",
motion: "Lind / Adeyemi to approve first reading.",
vote: "Approved 5–1 (Brennan dissenting).",
},
{
number: "9",
title: "Change Order No. 3 — Elm Street Resurfacing (CIP Project ST-24-04)",
body: "Public Works reported storm-drain repairs discovered during milling, adding $86,400 to the contract. The revised completion date is 19 December 2025.",
motion: "Whitfield / Patel to approve Change Order No. 3.",
vote: "Approved 6–0.",
},
{
number: "10",
title: "City Manager's Report and Adjournment",
body: "The City Manager reported winter shelter operations at 94% occupancy and a pending $210,000 state grant decision in January. There being no further business, the meeting adjourned at 9:12 PM.",
motion: "Brennan / Whitfield to adjourn.",
vote: "Approved 6–0.",
},
],
approval: "These minutes were approved as a correct record by the Riverton City Council on 9 December 2025.",
nextMeeting: "Next regular meeting: 9 December 2025 at 6:30 PM.",
clerkName: "D. Reyes",
mayorName: "A. Okafor",
};Sample data
{
"jurisdiction": "City of Riverton",
"councilBody": "City Council",
"meetingKind": "Regular Meeting",
"date": "12 November 2025",
"time": "6:30 PM",
"location": "Riverton City Hall, Council Chambers, 450 Civic Center Drive",
"approvedAt": "9 December 2025",
"present": [
"Mayor A. Okafor",
"Councillor J. Lind",
"Councillor R. Patel",
"Councillor S. Whitfield",
"Councillor T. Brennan",
"Councillor K. Adeyemi"
],
"absent": [
"Councillor M. Duarte (excused)"
],
"staff": [
"J. Ellis, City Manager",
"D. Reyes, City Clerk",
"P. Novak, City Attorney"
],
"quorum": "Quorum present — 6 of 7 members.",
"items": [
{
"number": "1",
"title": "Call to Order, Pledge of Allegiance and Invocation",
"body": "Mayor Okafor called the meeting to order at 6:32 PM. Councillor Lind led the Pledge of Allegiance; Pastor R. Bell gave the invocation.",
"motion": "",
"vote": ""
},
{
"number": "2",
"title": "Roll Call and Determination of Quorum",
"body": "The City Clerk called the roll. Six of seven members were present; Councillor Duarte was excused. The Mayor declared a quorum present.",
"motion": "",
"vote": ""
},
{
"number": "3",
"title": "Approval of Minutes — Regular Meeting of 28 October 2025",
"body": "The draft minutes of 28 October 2025, circulated 30 October 2025, were presented for approval with no corrections offered.",
"motion": "Lind / Patel to approve as circulated.",
"vote": "Approved 6–0."
},
{
"number": "4",
"title": "Claims Register for the Period Ending 7 November 2025",
"body": "The Finance Department presented disbursements totalling $1,284,309.55. No items were pulled for separate discussion.",
"motion": "Patel / Whitfield to approve the register.",
"vote": "Approved 6–0."
},
{
"number": "5",
"title": "Resolution 2025-118 — Accepting the October 2025 Treasurer's Report",
"body": "The Treasurer's Report for October 2025 was received. Councillor Brennan asked about investment yields; staff undertook to circulate a note.",
"motion": "Whitfield / Adeyemi to adopt Resolution 2025-118.",
"vote": "Adopted 6–0."
},
{
"number": "6",
"title": "Reappointment of L. Marsh to the Planning Commission (Term to 2029)",
"body": "The Mayor's reappointment of L. Marsh was put to the Council for confirmation. Marsh has served since 2021 with full attendance.",
"motion": "Okafor / Lind to confirm the reappointment.",
"vote": "Confirmed 5–1 (Brennan dissenting)."
},
{
"number": "7",
"title": "Public Hearing — Rezoning of 1200 Mill Road from R-2 to MU-N (Case Z-25-09)",
"body": "The hearing opened at 7:41 PM. Planning staff summarised the 6–1 Commission recommendation; three residents spoke in favour and one against. The hearing closed at 8:05 PM and first reading was set for 9 December 2025.",
"motion": "Patel / Brennan to close the hearing and set first reading.",
"vote": "Approved 6–0."
},
{
"number": "8",
"title": "Ordinance 2025-44 — FY 2025-26 Mid-Year Budget Amendment (First Reading)",
"body": "First reading of the mid-year amendment appropriating a net $412,000 from General Fund balance. Councillor Brennan opposed the recreation-programme line.",
"motion": "Lind / Adeyemi to approve first reading.",
"vote": "Approved 5–1 (Brennan dissenting)."
},
{
"number": "9",
"title": "Change Order No. 3 — Elm Street Resurfacing (CIP Project ST-24-04)",
"body": "Public Works reported storm-drain repairs discovered during milling, adding $86,400 to the contract. The revised completion date is 19 December 2025.",
"motion": "Whitfield / Patel to approve Change Order No. 3.",
"vote": "Approved 6–0."
},
{
"number": "10",
"title": "City Manager's Report and Adjournment",
"body": "The City Manager reported winter shelter operations at 94% occupancy and a pending $210,000 state grant decision in January. There being no further business, the meeting adjourned at 9:12 PM.",
"motion": "Brennan / Whitfield to adjourn.",
"vote": "Approved 6–0."
}
],
"approval": "These minutes were approved as a correct record by the Riverton City Council on 9 December 2025.",
"nextMeeting": "Next regular meeting: 9 December 2025 at 6:30 PM.",
"clerkName": "D. Reyes",
"mayorName": "A. Okafor"
}Render it with your data
Any API key can render this template by its ID. This call uses the sample data; add a data object to use your own. See the API reference.
curl -X POST https://makespdf.com/api/v1/render \
-H "Authorization: Bearer $MAKESPDF_API_KEY" \
-H "Content-Type: application/json" \
-d '{"templateId": "council-minutes"}' \
-o output.pdf