Meeting Minutes Do's and Don'ts
Published 2022-03-14
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...
Professional speaker and coach Susan Leahy MA CSP from www.RobertsRulesMadeSimple.com hopes that you find these DO'S and DONT'S for meeting minutes helpful. Susan is available to provide training for your board!
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 DON'T include any motion withdrawn before the presiding officer stated it;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!
About Susan Leahy MA CSP
Join the thousands who have simplified their meetings with Susan Leahy MA CSP, founder of RobertsRulesMadeSimple.com. In her live, online classes, Susan teaches the fundamental principles of Robert's Rules of Order to help you run productive and effective meetings without getting bogged down by complicated rules. Whether you need customized training for your board or are planning a board retreat, Susan can work with you directly to help you achieve your goals.
For more information and to sign up for Susan's classes, training or coaching, click the link below. And don't forget to subscribe to our YouTube channel for FREE Robert's Rules of Order content and training!
Link: robertsrulesmadesimple.com/webinars
Website: www.RobertsRulesMadeSimple.com/
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Twitter: @RulesMadeSimple
All Comments (18)
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Nice synopsis, Susan. Recording secretaries hold a unique position in that they can "interrupt" a meeting to gain clarity about what is being discussed. I recommend they discuss how this will happen with the chairperson to avoid embarrassing them when it happens (and it will!).
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Recording Secretaries must fight for the cause of “clarity and understanding”! Yes, and Amen, Sister!
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Thank you so much for this video! I just had my first rundown on Robert's Rules and felt overwhelmed by the minutes! However, I feel a lot better after watching your video. I am so excited about my position as Madam Secretary.
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That was so motivating
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This is great! I'm taking over as Secretary since my boss resigned and she always did the minutes, even if she was away! (She would use my notes and watch the video) I never felt confident enough to really speak up at meetings but they can move SO quickly it can be hard. Once i had the guy who MADE a motion ask me to clarify what his motion was! I had only made a note to go back to the video there. Quite embarrassing on a meeting that's livestreamed to my Township. Now that I don't have backup I'm going to be more assertive.
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Thank you for this, I'm going to be secretary again at The Moose. You've made it easier for me to do my minutes.
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This is the most entertaining and informative minutes run down ever.
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nice video. Thanks.
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Excellent.. thank you
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Great video, you were clear and understandable.......
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I always thought union minutes are official records and are supposed to be grammatically correct. The newer generation coming into our union doesn't seem to think it's a big deal to have misspelled words, incorrect punctuation, random words being capitalized that shouldn't be, etc. I am an English freak and this drives me CRAZY! When I review the minutes from our previous meeting and bring this up, the younger members look at me like I have two heads. What are your thoughts on this?
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Can you do a video on how to create an Addendum to meeting minutes (non-contract related) already approved? Surprisingly, there is not much about this on youtube.
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Should Meeting Minutes include the Names of people who make Motions, and the people who Seconded them ? Thanks
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Are things like Meeting Minutes, and Attendance logs available for members of a 501c using Robers Rules? Example, I want to see a certain month's (past) meeting minutes, or last year's attendance sheet, am I able to ask and get it? Thank you.
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what's the proper approach regarding recording people's names?
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I like the information and your approach but the MUSIC IS TOO LOUD to focus on the content!
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Susan this is Gwen Simmons please contact me; I have same cell phone number. Watching your presentations again and still think you are absolutely the best online teacher of Robert's Rules
