meeting called to order
minutes read and unanimously approved, approved as corrected, or approved
as submitted
reports presented by committees
unfinished business discussed
elections held
new business presented
announcements made
next meeting date, time, and place established
meeting adjournedFinally, when you have completed the minutes, you need to check for accuracy.
STEP 4: Revising—Checking for Accuracy
The most common errors in minutes result from one of two causes:
- inaccurate information
- incomplete information
For instance, you may misunderstand a motion and record it inaccurately. Or maybe
you mistakenly write not for now, thus changing the meaning of a motion. On the
other hand, you may simply neglect to include such important information as the
names of those making and seconding motions, the voting results, and any inconclu-
sive discussions that became unfinished business.
Ultimately, accurate minutes require complete notes taken throughout a meeting.
Even if you take such detailed notes that you later decide some minor points of the
discussion need not be included, you should have adequate details to prepare accu-
rate, complete minutes.
Finally, when you have revised the minutes and made a neat final copy, sign your
name and record the date.
STEP 5: Proofreading—Checking for Details
When you have completed the final draft, read it for mechanical details: typographical
errors, misspellings, inaccurate punctuation. These errors can cause the minutes to
be misread and in extreme cases create the potential for legal action. Legal cases have
been won or lost over the use of a comma. Your responsibility is not to be taken lightly.
Ultimate proofreading occurs as you read the minutes for approval. Whatever revi-
sions the membership demands are made on the final copy and noted as revisions in
the next meeting’s minutes.
Minutes of a Meeting / 263