The signer need not sign in the notary's presence but must personally appear before the notary and state that the signature on the document is his or hers. If a special meeting is required, the meeting will be convened within 21 days of submission of the petition.With these template and sample you can easily take board meeting minutes. The Open Meetings Act (OMA) is designed to ensure that Illinois residents have access to their government. RULE 1: The Mayor shall be the Presiding Officer of the Council. The Council shall elect one of its members President Pro Tempore of the Council. Each member successfully completing the electronic training curriculum shall file a copy of the certificate of completion with the public body. In addition to specifying the date, time and location of the meeting, special meeting notices should make note of all agenda items.