C h a p t e r 2 9
Minutes of a Meeting
I
f you are elected secretary of a club or organization, your primary responsibility
will be to take notes of what happens at any membership meeting. These notes
are called minutes. They simply record the business that occurs during a meeting.
If the club or organization is relatively large, the meetings will be more formal than
if the organization is small. The more formal the meeting, the more formal the min-
utes. Regardless of formality, however, certain characteristics are evident in the
minutes of any meeting.
cHaracteristics
The minutes of a meeting should include
-^ the date, time, and place of the meeting,
-^ the name of the person who calls the meeting to order,
-^ a list of those present, or, in a large group, the number of members present,
-^ a notation of handling of the minutes of the previous meeting,
-^ a notation of committee reports and actions,
-^ a list of unfinished business,
-^ a record of elections or appointments,
-^ an explanation of any business transacted, including any motions made
(sometimes, but not necessarily, the names of the persons who propose and
second the motion) and any actions taken,
-^ a list of important dates and facts,
-^ an indication of the next meeting date, time, and place,
-^ the time of adjournment,
-^ your signature and typewritten name, along with the date (sometimes preceded
by respectfully submitted, a phrase now considered outdated).
Process
The following steps will help you prepare accurate and complete minutes of a meeting.