Tips for Secretaries:  

WHAT GOES INTO A SET OF MINUTES

1.      Kind of meeting (regular, special, committee)

2.      Name of group

3.      Date, time and place of meeting

4.      Names of those present

5.      Disposal of minutes of previous meeting

6.      All main motions, adopted and defeated

7.      All points of order, with the ruling of the chair

8.      Time of adjournment

MINUTES

1.      Are the record of decisions made, not discussions

2.      Never reflect the secretary’s opinions

3.      Name the makers of motions, but not the seconds

4.      Contain the vote on each side if the vote is counted, or a roll call

5.      Provide a separate paragraph for each subject

6.      Are signed simply, Mary K. Jones, Secretary, “respectfully submitted” is outmoded.

ADMENDMENTS TO THE MINUTES ARE RESTRICTED TO:

1.      Corrections for accuracy

2.      Basic grammar

3.      Removal of embarrassing or inappropriate material

4.      Addition of information to cover omissions

5.      Necessary modifications to give a true and balanced record of what transpired

 

Based on Robert’s Rules of Order (and attribution to W.D. Southworth)