What’s supposed to go in the minutes anyhow?
Meeting minutes are a frequent source of confusion and frustration for recording secretaries, but they don’t have to be!
In this video we go over a few important minutes “Do’s and Don’ts”!
And, as promised, here is the complete list of meeting minutes “Do’s and Don’ts” for you…
DO’S:
1. DO use the agenda as a guide;
2. DO record the kind of meeting, date, time, and location;
3. DO record the presiding officer’s and the minute taker’s complete name;
4. DO record the presence of a quorum if announced by the presiding officer;
5. DO write the full name of the maker of every motion;
6. DO include the totals from the treasurer’s report for previous balance, receipts,
disbursements, and current balance;
7. DO record the full names of officers and committee chairs who presented a
report;
8. DO file complete signed reports of all written reports attached to the minutes as
exhibits;
9. DO enter motions and amendments in the exact wording as stated by the
presiding officer and as finally adopted;
10. DO show the exact action taken on every motion (e.g., adopted, defeated,
postponed, referred, laid on the table, etc.);
11. DO record all counted votes, for and against;
12. DO record all Notices, Points of Order, Appeals (including the reason for the
chair’s ruling and the outcome of the appeal);
13. DO include the category of business;
14. DO list the names of members elected or appointed to special committees, the
name of each committee, and its purpose;
15. DO include important announcements pertaining to the whole society.
DON’TS:
1. DON’T forget to check past minutes for agenda items;
2. DON’T include the names of the seconders;
3. DON’T include every detail from a report;
4. DON’T include any content of the debate unless ordered to do so;
5. DON’T include any motion withdrawn before the presiding officer stated it;
6. DON’T include personal opinions or descriptive phrases;
7. DON’T include words of praise or criticism from anyone;
8. DON’T forget to include the time of adjournment;
9. DON’T close with “Respectfully submitted,”;
10. DON’T forget to date and sign the minutes with your title, adding whether the minutes were later adopted with or without corrections.
Happy meetings!
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