Fill out a public comment card. Check the box indicating that you want to speak.Meeting minutes can be written in many ways, and there are several formats that can be used when preparing meeting minutes. Follow our step-by-step guide. I use the meeting agenda as a fill in the blank, take attendance, then use bullet points to keep shorthand notes of who said what. Council meetings are held in a hybrid meeting format. Hybrid meetings allow people to join online or in person on the 3rd floor of City Hall.