Keeping minutes provides a legal and historic record of the meeting.
Taking minutes is a very important job and should not be taken lightly. Keeping minutes begins before the meeting. If taking minutes is new to you, it is a good idea to check in with the chairperson to determine exactly what is required of you at the meeting. The requirements for the minutes will depend on the type of meeting. Fortunately, there are different programs and templates to help guide you. Watch the video below for an introduction into keeping minutes:
Once the meeting is set, make note of who will and will not be attending. Some meetings require a quorum to vote, and no voting may be done if the necessary quorum will not be present. You must take attendance at the meeting. People who give advanced notice that they will not be at a meeting are listed under “Apologies,” and people who do not are listed under “Absent.” What you record will depend on the circumstances, but there are some basic guidelines.
Typically Record:
- The date and time of the meeting as well as the location
- Chairperson
- Purpose of meeting
- Call to order
- Amendments or approval of the past minutes
- Motions, proposals, etc.
- Minute keeper’s name
- When people exit early
- Voting results
- Adjournment