preparing minutes
TRANSCRIPT
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Preparing Minutes
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Why important?
Tangible record of the meeting for its participants
Source of info for absent members
Can act as reference point or as a reminder of tasks
assigned or timelines
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Who does this?
Secretary
Minutes-taker
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Types
Action
Discussion
Verbatim
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Five steps
1. Pre-Planning
2. Record-taking at the meeting
3. Minutes writing or transcribing
4. Distributing or sharing of meeting minutes5. Filing or storage of minutes for future reference
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1. Pre-planning
Get a copy of the meeting agenda (for guidance andnote-taking)
Use the same order and numbering
Contains info that should be contained in the minutes (namesof attendees, speakers, and guests; documents to be used in themeeting; date, time, place of the meeting)
Clarify expectations from the Chair or PresidingOfficer
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Location of minute-taker during the meeting
Tools (laptop, tablet, pen and paper)
Required forms
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2. Record taking: What should be included?
May depend on the organization or the meeting
Usual details: Date, time, place of meeting
Names of attendees and regrets Call to order
Vote to accept the minutes of the previous meeting
Acceptance or corrections/amendments to previous meetingminutes
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Decisions made about each agenda item, e.g.:
Actions taken or agreed to be taken
Next steps
Voting outcomes (who made the motions, who seconded, show of
hands) Motions taken or rejected
Items to be held over
New business
Next meeting date and time
Motion to adjourn, time of adjournment
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Board meetings:
You may include a short statement of each action taken by theboard and a brief explanation of the rationale for the decision
When there is extensive deliberation before passing a motion,
summarize the major arguments
Quorum, proxies, waivers,
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Some tips in note-taking
Create an outline
Check-off attendees as they enter the room ordistribute an attendance form
Record decisions or notes on action items Ask for clarification if necessary
Dont try to capture it all
Record it
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3. The Minutes Writing Process
Write the minutes ASAP
Review the outline. Clarify and add as necessary.
Check if all actions and motions are clearly noted
Check for sufficient detail Edit to ensure brevity and clarity
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Be objective
Write in the same tense throughout
Avoid using peoples names except for motions or
seconds Avoid personal observations. The fewer adjectives or
adverbs, the better.
If theres a need to refer to other documents, attachthem in an appendix or indicate where they may befound
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4. Distributing or Sharing Meeting Minutes
MUST ensure that the Chair has revised/approvedthe minutes for circulation
Physical or soft copies (intranet, Google Docs, other
cloud storage) Send the minutes timely
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5. Filing/Storage of Meeting Minutes
Most committees and Boards review and eitherapprove or amend the minutes at the beginning ofthe subsequent meeting.
Once youve made any required revisions, theminutes will then need to be stored for futurereference.