Proceeding Memos

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Proceeding Memos
Last Updated: January 2025

Proceeding Memos serve as a record of what ocurred during a hearing and what further action needs to be taken.

A "PM/Hearing Held" entry docketed for every hearing that is held.

After the hearing, the Calendar Clerk receives the Proceeding Memos (PM).

Scan the PMs together in one PDF document.
Save thd PDF to: G:\images

The Calendar Clerk will docket the PM in CHAP, or as noted in the table below.

To Docket the Proceeding Memo:

If	Then
Order is to be filed, PM is Order, or no action:	Docket the Proceeding Memo in CHAP: Minute Entry Type = Hearing Held Example: PM/Hearing held on Confirmation of Amended Chapter 12 Plan. OUTCOME: Plan Confirmed; Attorney Sample to submit Proposed Order Confirming Plan. (related document(s): 35) Is the PM also an Order? A PM/Order will have a mark by, "ORDER: For the reasons stated from the bench" Example: PM/ORDER re: Hearing held on Motion by Debtor to Continue Automatic Stay. OUTCOME: Motion is granted. (related document(s): 15) Look for any text or hand written notes after "It is ordered from the bench ...." to be included in the docket text. Docket Text Examples/Templates: "PM/Order re: Hearing held (motion, event)... OUTCOME: Motion (granted / denyed). Additional order language. (related document(s): [docket # the hearing is related to]) "PM/Order re: Hearing held (motion, event)... OUTCOME: For the reasons stated from the bench (Add order language written on PM). (related document(s): [docket # the hearing is related to]) Court to Issue a Formal Order: If "Order to be entered by the Court" is marked, add "Court to issue order." to the docket text.
Case Dismissed but stayed ...	Docket the Proceeding Memo in CHAP: Minute Entry Type = Hearing Held Example: PM/ORDER Hearing held on Confirmation of Chapter 13 Plan. OUTCOME: For the reasons stated from the bench, the debtor(s) shall (what) by (when), or the case will be dismissed. (related document(s): 16 )
Adjourned (TC):	Reschedule Hearing in CHAP 1. Open Court Calendar in CHAP Web. Select Judge Click Hearing Date on Calendar 2. Select Hearing to Update Scroll and Locate the Case/Hearing Left Click the Hearing (Highlights the Case) Right Click the Hearing (Opens drop-down menu) Select Update Utilitity 3. Update Sort/Strike Code the CAL tab: Click Sort/Strike Code Select "sr - Stricken - Rescheduled" 4. Enter New Hearing Information Check Reschedule Box b. Add the Trial Date, Time, and Location information. c. Enter Save to reserve the hearing (date/time) in CHAP.
Adjourned (TC):	Update Hearing in CM/ECF 1. Satisfy Current Hearing [Bankruptcy > Court Events > Hearing: Sched/Cont/Resched (auto form)] Upload PDF - Browse & Attach Proceeding Minutes PDF Under Satisfy Pending Schedule Events, Check the Hearing being updated 2. Schedule New Hearing Select the Hearing Type (aka Preliminary Hearing, Status Hearing, Hearing) Click on the "Pease select from the following hearings" Select the New Hearing Hearing Information will auto populate (Verify Information) 3. Update Hearing/Event Relationships Check "Refer to Existing Event(s)" Select the Matter Being Rescheduled Mark Check Box by the New Hearing Update Flags (as needed) 4. Update Hearing & Notice Select the Hearing Judge's WebEx Meeting ID Select Service Method: Electonic Filers: Electronic Notice Pro Se parties: Mail 5. Update Docket Text Confirm before submitting 6. Check Notice Form to Generate. 7. Update and Review Final Docket Text Example: PM/Hearing held on Objection by Debtor to Claim Number 35 of Internal Revenue Service. Adjourned to Telephonic Hearing scheduled for 11/13/2013 at 10:00 AM. Please call the Court conference line at xxx, access code xxx##. *This docket entry serves as electronic notice.* (related document(s): #[56]) 8. Update the CHAP calendar: Go to adjourned hearing date in CHAP. Update the matter text and add attorneys if necessary.
Matter to be decided on briefs or Taken under advisement:	Docket the Proceeding Memo in CHAP: Minute Entry Type = Hearing Held Example: PM/Pretrial Conference held. OUTCOME: Plaintiff's brief due 5/20/16; reply brief due 6/10/16 and response brief by 6/20/16 . (related document(s): 1) CJF cases: Inform JA of any briefing schedule. Example: PM/Hearing held on Objection by Debtor to Claim Number 5 of Black River Country Bank. OUTCOME: Taken under advisement. (related document(s): 19) CA will set the Under_Advisement flag [Bankruptcy > Court Events > Flags Set-Reset or Adversary > Court Events > Flags Set-Reset]; select Under_Advisement flag] and inform JA. When the Memorandum Decision is signed, the case administrator will docket the Order: Memorandum Decision [ ... Orders/Opinions > Memorandum Decision]. When the Order is signed, docket the order via E-orders.
Final hearing is scheduled, and Judge directs clerk's office to send Pre-Hearing Order	Also see Notice of Hearing and Final Hearing Order Recode the matter in CHAP: Change strike code to sr; check box to reschedule; change date, time, and location; sort code should be 90. Update the CHAP calendar: Go to adjourned hearing date in CHAP and update Est. Time, update matter text and add attorneys if necessary. In ECF, docket the Proceeding Memo and Scheduling Order [Bankruptcy > Court Events > PM/Hearing Adjourned/Final Hearing Order (auto form) or Adversary > Court Events > PM/Hearing Adjourned/Final Hearing Order (auto form);verify "date filed" is the date hearing was held; browse and attached PM if the box is checked on the PM; satisfy hearing; select final hearing date and time from drop down list; select location; refer to Motion/Application; complete docket text; CJF cases: generate BNC forms. Example: Final hearing scheduled for 1/8/2014 at 10:00 AM at Eau Claire Hearings, Room 112 on Objection by Debtor to Claim Number 5 of Black River Country Bank PM/Hearing adjourned. Scheduling Order. Signed on: 10/8/13. cc: Parties in interest (Related Doc # 10, 32).
Trial is scheduled and Judge directs clerk's office to send Pre-Trial Order	Also see Notice of Trial and Pre-Trial Order Recode the matter in CHAP: Change strike code to sr; check box to reschedule; change date, time, and location; sort code should be 90. Update the CHAP calendar: Go to adjourned hearing date in CHAP and update Est. Time, change the matter text to "Trial" and add attorneys if necessary. Also edit the Proceeding Memo note to select the note titled CJF - PM for AP Trials. In ECF, docket the Proceeding Memo and Scheduling Order [Adversary > Court Events > PM/Hearing Adjourned/Pretrial or Final Hearing Order (auto form)]; verify "date filed" is the date hearing was held; browse and attach PM if the box is checked on the PM; satisfy pretrial/hearing; select the trial date and time from the drop down list; select the location; refer to Complaint; select type of hearing held (Hearing or Pretrial); complete docket text; CJF cases generate BNC forms. When prompted, set dispositive motion deadlines if noted on the PM. The dates you enter will populate the Pre-Trial Order. Example: Trial scheduled for 11/7/2013 at 10:15 AM at Eau Claire Hearings, Room 112 on Complaint. PM/Pretrial Conference held. Scheduling Order. Dispositive motion, if any, including supporting memorandum, to be filed by 12/23/13; response due by 01/23/14; reply, if any, due by 2/3/14. Signed on 10/29/2013. cc: Parties in interest (Related Doc # [1])
Matter is rescheduled (before hearing is held)	Docket as a Proceeding Memo in CHAP: Minute Entry Type = Hearing Rescheduled ... Note: Be sure to select the Minute Entry Type for the correct Judge/conference line number); Set hearing type, date, time, Judge, and Location; modify text. Example: Hearing scheduled for 07/07/2016 at 09:00 AM by Telephone Conference on Motion by Debtors for Hardship Discharge (Doc # 56) (This reschedules the hearing previously set for 06/30/2016 at 10::00 AM - rescheduled at the request of Trustee.) *This docket entry services as electronic notice.* (related document(s): [56]) Recode the original matter in CHAP. Change strike code to sn (Stricken from the calendar). Update the CHAP calendar: Go to adjourned hearing date in CHAP. Update the matter text and add attorneys if necessary.

Notes:

Return PMs to JA that are 1) Under Advisement, 2) Final Hearings/Trials, 3) set for Briefing Schedule, 4) Order by the Court, and 5) set over/adjourned to a new TC date that's not already on the calendar.
If exhibits are entered at the hearing, hold until the appeal times runs. If requested, the exhibits can be sent back to the attorney (provided the appeal time has expired, return postage has been paid, and the Judge has not written on them). Exhibits are placed in the shred box after 60 days.
If there are additional Judge's notes, JA will make a chambers note [Bankruptcy > Court Events > Chambers Notes]; refer to Motion/Application, etc.; do not attach document. This is a private entry.

UPDATES:

08/30/19 Under Trial is scheduled and Judge directs clerk's office to send Pre-Trial Order, noted: select the trial date and time from the drop down list and added "CJF cases: generate the BNC forms." Do not produce the forms for Judge Ludwig cases.

Removed follow text: "If more than one moving or opposing attorney, delete listed attorney first and then re-add all attorneys. (This is necessary to correct a glitch in CHAP; otherwise, attorneys do not appear on the calendar correctly.)" This is no longer an issue.

Under Matter to be decided on briefs or Taken under advisement, added: CJF cases: Inform JA of any briefing schedule or if a matter is taken under advisement.