...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:
Information taken from Fundamentals of Parliamentary Law and Procedure:
The Rules of Procedure for Deliberative Assemblies, American Institute
of Parliamentarians. Kendall/Hunt Publishing
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
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
Hour of adjournment.
Signature and title of the recording secretary or, in the secretary's absence,
that of the secretary pro tem.
Order of Business
1. The meeting is called to order
2. The secretary calls the roll
3. The secretary reads or distributes the minutes
4. The minutes are read,
corrected, and approved
5. Reports of boards and standing or special
7. Unfinished or old business
Developing an Agenda
- Order of items
Mix short, easy-to-handle items
and more time consuming items
Put a few easy items
first to get the meeting rolling in a positive direction
- Listing goal or action of each item
Place on the
agenda the expected action that will be taken with each item. If you will
be voting on that particular piece, say so. If you will only be opening a
discussion on it, make it clear. (Ex: “For discussion” or “For
- Balance of items and guarding against overload
Make sure the agenda is manageable. If it gets too long, delete items that
Can a small group be put in charge of an
item to bring back information or to make the decision themselves? Delegate
when possible. It will give more people buy-in to your organization.
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