Meeting Minutes Do's and Don'ts
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- Опубліковано 13 бер 2022
- What's supposed to go in the minutes anyhow???
Meeting minutes are a frequent source of confusion and frustration for recording secretaries, but they don't have to be!
In this video we go over a few important minutes "Do's and Don'ts"!
And, as promised, here is the complete list of meeting minutes "Do's and Don'ts" for you...
Professional speaker and coach Susan Leahy MA CSP from www.RobertsRulesMadeSimple.com hopes that you find these DO'S and DONT'S for meeting minutes helpful. Susan is available to provide training for your board!
DO'S:
1. DO use the agenda as a guide;
2. DO record the kind of meeting, date, time, and location;
3. DO record the presiding officer's and the minute taker's complete name;
4. DO record the presence of a quorum if announced by the presiding officer;
5. DO write the full name of the maker of every motion;
6. DO include the totals from the treasurer's report for previous balance, receipts,
disbursements, and current balance;
7. DO record the full names of officers and committee chairs who presented a
report;
8. DO file complete signed reports of all written reports attached to the minutes as
exhibits;
9. DO enter motions and amendments in the exact wording as stated by the
presiding officer and as finally adopted;
10. DO show the exact action taken on every motion (e.g., adopted, defeated,
postponed, referred, laid on the table, etc.);
11. DO record all counted votes, for and against;
12. DO record all Notices, Points of Order, Appeals (including the reason for the
chair's ruling and the outcome of the appeal);
13. DO include the category of business;
14. DO list the names of members elected or appointed to special committees, the
name of each committee, and its purpose;
15. DO include important announcements pertaining to the whole society.
DON'TS:
1. DON'T forget to check past minutes for agenda items;
2. DON'T include the names of the seconders;
3. DON'T include every detail from a report;
4. DON'T include any content of the debate unless ordered to do so;
5. DON'T include any motion withdrawn before the presiding officer stated it;
6. DON'T include personal opinions or descriptive phrases;
7. DON'T include words of praise or criticism from anyone;
8. DON'T forget to include the time of adjournment;
9. DON'T close with "Respectfully submitted,";
10. DON'T forget to date and sign the minutes with your title, adding whether the minutes were later adopted with or without corrections.
Happy meetings!
About Susan Leahy MA CSP
Join the thousands who have simplified their meetings with Susan Leahy MA CSP, founder of RobertsRulesMadeSimple.com. In her live, online classes, Susan teaches the fundamental principles of Robert's Rules of Order to help you run productive and effective meetings without getting bogged down by complicated rules. Whether you need customized training for your board or are planning a board retreat, Susan can work with you directly to help you achieve your goals.
For more information and to sign up for Susan's classes, training or coaching, click the link below. And don't forget to subscribe to our UA-cam channel for FREE Robert's Rules of Order content and training!
Link: robertsrulesmadesimple.com/we...
Website: www.RobertsRulesMadeSimple.com/
Facebook: / robertsrulesmadesimple
Twitter: @RulesMadeSimple
Nice synopsis, Susan. Recording secretaries hold a unique position in that they can "interrupt" a meeting to gain clarity about what is being discussed. I recommend they discuss how this will happen with the chairperson to avoid embarrassing them when it happens (and it will!).
True that!! This is such an important point. The Recording secretary is part of the TEAM and the chair and secreatary should most certainly have an understanding of how they are going to work together during the meeting. Great point. Communication is key!!! Happy Meetings.
Recording Secretaries must fight for the cause of “clarity and understanding”! Yes, and Amen, Sister!
You are a Gladiator! (That movie will never get old!!!)
Thank you so much for this video! I just had my first rundown on Robert's Rules and felt overwhelmed by the minutes! However, I feel a lot better after watching your video. I am so excited about my position as Madam Secretary.
That was so motivating
Glad you find it motivating. If your board needs additional training please check out www.RobertsRulesMadeSimple.com My online trainings are affordable and my webinars informative and fun. Happy Meetings .
Unsheathe your sword🗡 and raise your pen.
This is the most entertaining and informative minutes run down ever.
Hi. Thanks so much for the comment. I do my best to keep it interesting. If you like my UA-cam videos you will love my webinars. Please keep me in mind for any board or chair training you need. Happy Meetings. www.RobertsRulesMadeSimple.com Smiles!
nice video. Thanks.
This is great! I'm taking over as Secretary since my boss resigned and she always did the minutes, even if she was away! (She would use my notes and watch the video) I never felt confident enough to really speak up at meetings but they can move SO quickly it can be hard. Once i had the guy who MADE a motion ask me to clarify what his motion was! I had only made a note to go back to the video there. Quite embarrassing on a meeting that's livestreamed to my Township. Now that I don't have backup I'm going to be more assertive.
This is such a great comment. I hope that you are speaking up in those meetings!!!! Also please keep me in mind if your board or board chair is in need of any training. Would love to help! Happy Meetings.
Thank you for this, I'm going to be secretary again at The Moose. You've made it easier for me to do my minutes.
You are most welcome. Also please keep me in mind for any future training or board retreat opportunities. I provide great webinars! www.RobertsRulesMadeSimple.com! Happy Meetings.
😃
Excellent.. thank you
Thanks! If any of your Condo or HOA clients need Robert's Rules or Order training please keep me in mind! I also have a great training for Board Chairs. robertsrulesmadesimple.com/course/chair-a-meeting-free
Great video, you were clear and understandable.......
Thanks so much! Please keep me in mind if you or your board needs any adidtional training. I provide simiple and clear webinars as well!! Smiles and Happy Meetings! robertsrulesmadesimple.com/webinars
Can you do a video on how to create an Addendum to meeting minutes (non-contract related) already approved? Surprisingly, there is not much about this on youtube.
I wont have time to do a video but hope that this helps answering your quesiton about how to create an Addendum to meeting minutes (non-contract related) already approved
An addendum to meeting minutes is a supplement or amendment to the minutes of a previous meeting that provides additional information or clarification. Here's how to create an addendum to meeting minutes that have already been approved:
1. Review the original minutes: Start by reviewing the approved minutes of the previous meeting to ensure that the information you want to include in the addendum is not already present.
2. Identify the reason for the addendum: Determine why you need to create an addendum to the minutes, such as to provide additional details or to correct an error in the original minutes.
3. Draft the addendum: Write up the addendum in a clear and concise manner, including the date of the original meeting, the reason for the addendum, and a summary of the additional information or corrections to be included.
4. Review and approve the addendum: Circulate the addendum to all members of the organization for review and approval. This may be done through a meeting, email, or other means of communication.
5. Update the minutes: If the addendum is approved, update the original minutes to reflect the changes, and attach a copy of the addendum to the minutes.
6. Notify relevant parties: If the organization is required to file meeting minutes with a government agency or other organization, be sure to also provide a copy of the addendum.
It is important to keep accurate and complete minutes for all meetings, including any addendums, to ensure that all members have a clear understanding of the organization's actions and decisions.
www.RobertsRulesMadeSimple.com
I always thought union minutes are official records and are supposed to be grammatically correct. The newer generation coming into our union doesn't seem to think it's a big deal to have misspelled words, incorrect punctuation, random words being capitalized that shouldn't be, etc. I am an English freak and this drives me CRAZY! When I review the minutes from our previous meeting and bring this up, the younger members look at me like I have two heads. What are your thoughts on this?
Proper grammar and spelling is becoming a lost art with the newer generation. It's quite sad.
I agree. Proper grammar is a good thing. Just remember that grammatical errors can be fixed at any time. They do not need to be voted on. So, call the secretaries' attention to them and move on. Do not let your love for grammar keep the meeting from getting down to business. Also, please let me know if I can support. Reach out www.RobertsRulesMadeSimple.com would love ot work with your board.
Should Meeting Minutes include the Names of people who make Motions, and the people who Seconded them ? Thanks
No you do not need to include the names. You just need to note the exact wording of the motion as it was passed or failed. The minutes are a record of the business not a court document of who said what.
Are things like Meeting Minutes, and Attendance logs available for members of a 501c using Robers Rules? Example, I want to see a certain month's (past) meeting minutes, or last year's attendance sheet, am I able to ask and get it? Thank you.
Please note this is not legal advice. But, yes, as a member of a 501c organization that uses Robert's Rules of Order, you are generally entitled to access meeting minutes and attendance logs. These documents are usually considered official records of the organization and should be made available to members upon request. (Remember request not demand)
In order to access these documents, you should make a REQUEST to the organization's secretary or another designated officer. It's important to note that while meeting minutes and attendance logs are generally considered public records, there may be certain exceptions that allow the organization to withhold or redact certain information. This would be in your standing rules or bylaws.
Additionally, it's important to understand that the specific rules and procedures for accessing meeting minutes and attendance logs may be outlined in the organization's bylaws or other governing documents. Be sure to review these documents to understand your rights and the proper procedures for accessing these records. Great question.....
@@RobertsRulesOfOrder Thank you so very much. I helped write the bylaws of this group, and it was initially denied (my request) , but after bringing up RR, and our bylaws, they grudgingly made me a copy.
what's the proper approach regarding recording people's names?
Remember that you are not a court stenographer as the recording secretary. You must ensure that the complete motion that was passed is included in the minutes. You do not need to list people's names and what they say.
I like the information and your approach but the MUSIC IS TOO LOUD to focus on the content!
Appreciate the feedback!
Yeah. People with focus problems already have it hard taking in spoken instructions with any background noise. But when it's THAT loud - it cuts my understanding & retainment of info down by at least half. An honestly, it's just not needed, other than a little intro & outro fade for "interest".
Susan this is Gwen Simmons please contact me; I have same cell phone number. Watching your presentations again and still think you are absolutely the best online teacher of Robert's Rules