A Supporting Tool to Help Take Minutes at Board Meetings
Please find attached a supporting template form for your consideration to help your board secretary take easier board meeting minutes. Please (click here) to see the template and print copies. This template form was developed to help board secretaries record the pertinent information that needs to be captured for creating proficient board meeting minutes.
We have also provided the tips that were furnished by the Professional Parliamentarian instructor Joan Corbisiero at our recent board training seminar on Robert's Rules and taking effective board meeting minutes. Her tips are as follows:
The Content of Minutes Should Include The Following:
A record of what was DONE at a meeting, not what was said
1.) First paragraph should include: the name of the organization, the 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.) The body should include: a separate paragraph for each subject matter.
3.) The last paragraph should include: the hour of adjournment
4.) The Secretary's signature
5.) The notation of date of approval
What should not be included is as follows:
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
Important Things to Remember Regarding Minutes Approval:
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