Keeping Minutes
...minutes should contain mainly a record of what was done at the meeting,
not what was said by the members. Robert's Rules of Order
Minutes are the official and historical record of actions taken by the
assembly. Only the action as proposed and disposed is recorded in the minutes;
none of the debate is included unless the minutes are published. Minutes
should contain the following:
-
Kind of meeting.
-
Who presided and who took the minutes
-
Disposition of previous minutes
-
All main motions in exact words as stated by the Chair with the full name
of the proposer - not the seconder - whether adopted or rejected.
-
All other motions on which a vote was taken.
-
All points of order and appeals, including the Chair's reason for the ruling
and the result of the vote on appeal
-
All notices of motions to be made in the future.
-
All counted votes for each side.
-
Treasurer's statement, including amount on hand at the previous meeting,
receipts, disbursements and amount on hand at the current meeting.
-
Reports of other officers, including full name and title of the reporting
officer, and name of the report, if any - not the report itself.
-
Reports of committees, standing and then special (ad hoc), including the
full name of the reporting member and the name of the committee or its
assignment.
-
Names of members appointed to special (ad hoc) committees, together with
the name of the committee and its purpose.
-
Important announcements pertaining to the whole society.
-
The name of the speaker or title of speech program or panel for historical
references.
-
Hour of adjournment.
-
Signature and title of the recording secretary or, in the secretary's absence,
that of the secretary pro tem.
Information taken from Fundamentals of Parliamentary Law and Procedure:
The Rules of Procedure for Deliberative Assemblies, American Institute
of Parliamentarians. Kendall/Hunt Publishing
Return
to CAPP Home Page