Imagineers Fall 2010 Newsletter

Painless Minutes Approval Tips

By Joan Corbisiero, Professional Registered Parliamentarian

A record of what was DONE at a meeting, not what was said
1.) First paragraph: name of organization, kind of meeting (regular or special, adjourned, annual), date, time convened and place; who was presiding and who the secretary was; presence of quorum, whether minutes of previous meeting were approved.
2.) Body: separate paragraph for each subject matter.

  • Motions (except if withdrawn) as amended, name of maker, disposition (adopted or defeated)
  • Vote counts (ballot or counted)
  • Record of reports given and actions taken on reports
  • Notices of motions, points of order, appeals of chair's ruling whether or not sustained
    3.) Last paragraph: hour of adjournment
    4.) Secretary's signature
    5.) Notation of date of approval

    What should not be included
    1.) Opinions and discussions
    2.) The name of who seconded the motion
    3.) Arguments for or against
    4.) Content of committee reports if in writing, except motions voted on
    5.) Guest speaker's remarks (only name and topic)
    6.) Respectfully submitted

    Minutes become the official permanent record of a meeting only after approval.
  • Minutes are normally approved at the next regular meeting
  • Minutes are approved by assembly as read, distributed, corrected. If there are no corrections, the minutes stand approved as read/distributed. If there are no further corrections, the minutes stand approved as corrected.
  • Minutes can be approved by Minutes Approval Committee
    Any two in attendance review and attest to accuracy before distribution. If there is no objection, the Chair appoints Barbara Bates and Cathy Collins as the Committee to Approve the Minutes. Derek Dawson will report for the Committee apointed to approve theminutes of the last regular meeting (or of the 2008 Annual Meeting on __________) Madam Chairman, the minutes of the ________ meeting were approved and circulated.
    1.) Only approved minutes are distributed. Drafts of minutes are not in circulation.
    2.) Efficient. Eliminates debate about minutes. Attention of meeting is on current agenda.
    3.) Allows for approval and timely distribution of minutes with long intervals in between (as Annual).
  • Minutes can alway be corrected by amending something previously adopted at any meeting when an error or material omission becomes evident.

  • Members only are invited to attend meetings and see minutes.
  • Courts give importance to minutes as evidence.
  • Auditors depend on minutes for authorization of expenditures.

    By Joan Corbisiero, Professional Registered Parliamentarian

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