SlideShare uma empresa Scribd logo
1 de 19
Minutes of the Meeting
https://www.boardeffect.com/blog/how-to-take-minutes-at-a-board-meeting/
Steps
Parts
Flow
Steps
1. Prepare- ready an agenda and be familiar with format
2. Record
• Write the decision, short description/summary, and major arguments (if applicable) for each
agenda.
• Record discussions OBJECTIVELY, avoiding inflammatory remarks and personal
observations.
• Minutes are an official and legal record of the board meeting. Meeting minutes are
presumed to be correct and can be used as legal evidence of the facts they report. Document
discussions to accurately reflect the actions and intentions of the members so keep
information basic and language simple. Use names only when recording motions and seconds.
Steps
3. Writing the Official Record of Board Meeting Minutes
• Review the agenda to gain the full scope of the meeting. Add notes for clarification.
Review actions, motions, votes, and decisions for clarity. Edit the record so that the
minutes are succinct, clear, and easy to read.
• It’s better to attach meeting handouts and documents that were referred to during the
meeting to the final copy, rather than summarizing the contents in the minutes.
• Write it AS IT HAPPENS, not after. Write it while it is fresh in your mind. This will
be 1 less task for you during the day. Doing it after the meeting and listening to the
recording is redundant.
Steps
4. Signing, filing, and sharing of minutes
• Once your meeting minutes are fully written, you are responsible for making them
official by having the board secretary sign them. Your organization may also require
the president’s signature.
• Follow your organization’s by-laws and protocols for storing minutes. It’s a good
idea to have back-up copies either in print, a hard drive, or (best case) a board
portal.
• The secretary also has the responsibility for sharing minutes. Make sure the
president has approved the minutes before sharing in print or online.
Parts
• Date of the meeting
• Time the meeting was called to order
• Names of the meeting participants and
absentees
• Whether a quorum is present
• Corrections and amendments to previous
meeting minutes
• Additions to the current agenda
• Motions taken or rejected
• Voting-that there was a motion and second,
and the outcome of the vote
• Actions taken or agreed to be taken
• Next steps
• New business
• Open discussion or public participation
• Next meeting date and time
• Time of adjournment
Helpful Tips for Taking Board Meeting
Minutes
• Use a template
• Check off attendees as they arrive
• Do introductions or circulate an attendance list
• Record motions, actions, and decisions as they occur
• Ask for clarification as necessary
• Write clear, brief notes-not full sentences or verbatim wording
• Maintain the same verb tense
Lesson 5 business meetings and minutes (2).pptx
How should you
conduct a meeting?
Motions
A motion is a proposal that the entire membership take action or a stand on an
issue. Individual members can:
• Call to order.
• Move a motion/make a suggestion.
• Debate or brainstorm on motions.
• Make a group decision.
Role of the facilitator
• Preserve the structure and order of the meeting
• All feedback from the participants should be directed to the facilitator, then
facilitator paraphrases/repeats to the group.
• Make sure the meeting accomplishes all the agenda listed (with the help of
timekeeper, if necessary)
• Review everything, ask for last minute concerns, and sets the schedule for
next meeting before ending the current meeting
Role of the participants
• Wait for your turn to speak. Only one person speaks at a time
• Ask important and relevant questions
• Listen to the other participants
• Provide feedback and ideas to the group
• Direct all feedback, comments, and ideas ONLY to the facilitator
• Be objective. Avoid blurting unnecessary, irrelevant, and/or offensive remarks.
Basic Types of Motions
1. Main Motions introduce items to the membership for their consideration. They cannot be
made when any other motion is on the floor, and yield to privileged, subsidiary, and
incidental motions.
2. Subsidiary Motions change or affect how a main motion is handled, and are voted on before
a main motion.
3. Privileged Motions bring up urgent items about special or important matters unrelated to
pending business.
4. Incidental Motions provide a means of questioning procedure concerning other motions
and have priority.
Presenting Motions
1. Obtaining the floor
• Wait until the last speaker has finished.
• Rise and address the leader.
• Wait until he/she recognizes you.
Voting on a Motion
The method of vote on any motion depends on the situation and the by-laws
of policy of your organization. There are five methods used to vote by most
organizations, they are:
• By Voice -- the leader asks the crowd who says “aye” and who says “no”
• By General Consent -- When a motion is not likely to be opposed, the
Chairman says, "if there is no objection ..." The membership shows
agreement by their silence, however if one member says, "I object," the
item must be put to a vote.
Voting on a Motion
• By Roll Call -- Each member answers "yes" or "no" as his name is called;
this is used when a record of each person's vote is required.
• By Division -- This is a slight verification of a voice vote. It does not
require a count unless the chairman so desires. Members raise their hands
or stand.
• By Ballot -- Members write their vote on a slip of paper, this method is
used when secrecy is desired.
Decisions pertaining to the Motion
• Motion to Table -- This motion is often used in the attempt to "kill" a
motion. The option is always present, however, to "take from the table",
for reconsideration by the membership.
• Motion to Postpone Indefinitely -- This is often used as a means of
parliamentary strategy and allows opponents of motion to test their
strength without an actual vote being taken. Also, debate is once again
open on the main motion.
Always remember:
1. Allow motions that are in order.
2. Have members obtain the floor properly.
3. Speak clearly and concisely.
4. Obey the rules of debate.
5. Most importantly, BE COURTEOUS.
Record the meeting as a group (one may upload
for the group) and write and submit the
minutes of the meeting INDIVIDUALLY
• By now everyone should have already submitted their topic suggestions and have received
feedback from the professor.
• The group will then conduct a meeting to discuss the following agenda for the webinar:
1. Decide on which topic to use for the webinar among the approved ones.
2. Webinar details: Webinar title, poster, certificates, virtual background, invitation to attend
letter, etc.
3. Speaking roles- from the chosen topic, the group brainstorms for subtopics for each
student to discuss for 10 mins. This subtopic will be the basis of the outline which will be
the content of the student's speech activity in the webinar. Deadline will be on ___.
4. Decide whether to have a recorded or live webinar.
Lesson 5 business meetings and minutes (2).pptx

Mais conteúdo relacionado

Semelhante a Lesson 5 business meetings and minutes (2).pptx

Parliamentary procedure
Parliamentary procedureParliamentary procedure
Parliamentary procedureEdgardo Gamolo
 
Unit- IV Meetings & Minute - Company Law
Unit- IV Meetings & Minute - Company LawUnit- IV Meetings & Minute - Company Law
Unit- IV Meetings & Minute - Company LawKarthikaViswanth
 
Parliamentary Procedures Made Easy.pptx
Parliamentary Procedures Made Easy.pptxParliamentary Procedures Made Easy.pptx
Parliamentary Procedures Made Easy.pptxMarketingeScribe
 
Leadership Seminar On Parliamentary Procedure[1]
Leadership Seminar On Parliamentary Procedure[1]Leadership Seminar On Parliamentary Procedure[1]
Leadership Seminar On Parliamentary Procedure[1]Grace Frani
 
MBA-I ECLS_u-2_business vocabulary I
MBA-I ECLS_u-2_business vocabulary IMBA-I ECLS_u-2_business vocabulary I
MBA-I ECLS_u-2_business vocabulary IRai University
 
Llb i ecls_u-2_business vocabulary i
Llb i ecls_u-2_business vocabulary iLlb i ecls_u-2_business vocabulary i
Llb i ecls_u-2_business vocabulary iRai University
 
Mca i ecls_u-2_business vocabulary i
Mca i ecls_u-2_business vocabulary iMca i ecls_u-2_business vocabulary i
Mca i ecls_u-2_business vocabulary iRai University
 
Best Practice Minute-Taking Principles, Skills, Criteria and Process
Best Practice Minute-Taking Principles, Skills, Criteria and ProcessBest Practice Minute-Taking Principles, Skills, Criteria and Process
Best Practice Minute-Taking Principles, Skills, Criteria and ProcessCharles Cotter, PhD
 
Facilitation and development
Facilitation and developmentFacilitation and development
Facilitation and developmentDeboraJasmin S
 
how to conduct effective meetings by Sani Gandhi
how to conduct effective meetings by Sani Gandhihow to conduct effective meetings by Sani Gandhi
how to conduct effective meetings by Sani GandhiSunny Gandhi
 
cherrylou & albert report II.pptx
cherrylou & albert report II.pptxcherrylou & albert report II.pptx
cherrylou & albert report II.pptxJanice276154
 
Bahri bahasa ingris(meeting koordinasi)
Bahri bahasa ingris(meeting koordinasi)Bahri bahasa ingris(meeting koordinasi)
Bahri bahasa ingris(meeting koordinasi)Bahri D'ojanzz
 
Parliamentary Procedure
Parliamentary ProcedureParliamentary Procedure
Parliamentary ProcedureABCompany
 
2012 asae cr virtual round table assisting components with better board meetings
2012 asae cr virtual round table assisting components with better board meetings2012 asae cr virtual round table assisting components with better board meetings
2012 asae cr virtual round table assisting components with better board meetingsTrevor S. Mitchell, CAE
 
MUN Rules of Procedure - PPT.pptx
MUN Rules of Procedure - PPT.pptxMUN Rules of Procedure - PPT.pptx
MUN Rules of Procedure - PPT.pptxssuserdd71c7
 
Unit.4.1.notice, agenda, minutes
Unit.4.1.notice, agenda, minutesUnit.4.1.notice, agenda, minutes
Unit.4.1.notice, agenda, minutesGeetanjali Gitay
 

Semelhante a Lesson 5 business meetings and minutes (2).pptx (20)

Parliamentary procedure
Parliamentary procedureParliamentary procedure
Parliamentary procedure
 
Unit- IV Meetings & Minute - Company Law
Unit- IV Meetings & Minute - Company LawUnit- IV Meetings & Minute - Company Law
Unit- IV Meetings & Minute - Company Law
 
Parliamentary Procedures Made Easy.pptx
Parliamentary Procedures Made Easy.pptxParliamentary Procedures Made Easy.pptx
Parliamentary Procedures Made Easy.pptx
 
Leadership Seminar On Parliamentary Procedure[1]
Leadership Seminar On Parliamentary Procedure[1]Leadership Seminar On Parliamentary Procedure[1]
Leadership Seminar On Parliamentary Procedure[1]
 
MBA-I ECLS_u-2_business vocabulary I
MBA-I ECLS_u-2_business vocabulary IMBA-I ECLS_u-2_business vocabulary I
MBA-I ECLS_u-2_business vocabulary I
 
Llb i ecls_u-2_business vocabulary i
Llb i ecls_u-2_business vocabulary iLlb i ecls_u-2_business vocabulary i
Llb i ecls_u-2_business vocabulary i
 
Mca i ecls_u-2_business vocabulary i
Mca i ecls_u-2_business vocabulary iMca i ecls_u-2_business vocabulary i
Mca i ecls_u-2_business vocabulary i
 
Meeting minutes
Meeting minutesMeeting minutes
Meeting minutes
 
Best Practice Minute-Taking Principles, Skills, Criteria and Process
Best Practice Minute-Taking Principles, Skills, Criteria and ProcessBest Practice Minute-Taking Principles, Skills, Criteria and Process
Best Practice Minute-Taking Principles, Skills, Criteria and Process
 
Facilitation and development
Facilitation and developmentFacilitation and development
Facilitation and development
 
4-H Parliamentary Procedure Basics
4-H Parliamentary Procedure Basics4-H Parliamentary Procedure Basics
4-H Parliamentary Procedure Basics
 
how to conduct effective meetings by Sani Gandhi
how to conduct effective meetings by Sani Gandhihow to conduct effective meetings by Sani Gandhi
how to conduct effective meetings by Sani Gandhi
 
cherrylou & albert report II.pptx
cherrylou & albert report II.pptxcherrylou & albert report II.pptx
cherrylou & albert report II.pptx
 
Meetings
Meetings Meetings
Meetings
 
Bahri bahasa ingris(meeting koordinasi)
Bahri bahasa ingris(meeting koordinasi)Bahri bahasa ingris(meeting koordinasi)
Bahri bahasa ingris(meeting koordinasi)
 
Facilitating meeting skills presentation tools
Facilitating meeting skills presentation toolsFacilitating meeting skills presentation tools
Facilitating meeting skills presentation tools
 
Parliamentary Procedure
Parliamentary ProcedureParliamentary Procedure
Parliamentary Procedure
 
2012 asae cr virtual round table assisting components with better board meetings
2012 asae cr virtual round table assisting components with better board meetings2012 asae cr virtual round table assisting components with better board meetings
2012 asae cr virtual round table assisting components with better board meetings
 
MUN Rules of Procedure - PPT.pptx
MUN Rules of Procedure - PPT.pptxMUN Rules of Procedure - PPT.pptx
MUN Rules of Procedure - PPT.pptx
 
Unit.4.1.notice, agenda, minutes
Unit.4.1.notice, agenda, minutesUnit.4.1.notice, agenda, minutes
Unit.4.1.notice, agenda, minutes
 

Último

Upgrade Your Banking Experience with Advanced Core Banking Applications
Upgrade Your Banking Experience with Advanced Core Banking ApplicationsUpgrade Your Banking Experience with Advanced Core Banking Applications
Upgrade Your Banking Experience with Advanced Core Banking ApplicationsIntellect Design Arena Ltd
 
AMAZON SELLER VIRTUAL ASSISTANT PRODUCT RESEARCH .pdf
AMAZON SELLER VIRTUAL ASSISTANT PRODUCT RESEARCH .pdfAMAZON SELLER VIRTUAL ASSISTANT PRODUCT RESEARCH .pdf
AMAZON SELLER VIRTUAL ASSISTANT PRODUCT RESEARCH .pdfJohnCarloValencia4
 
Intellectual Property Licensing Examples
Intellectual Property Licensing ExamplesIntellectual Property Licensing Examples
Intellectual Property Licensing Examplesamberjiles31
 
IIBA® Melbourne - Navigating Business Analysis - Excellence for Career Growth...
IIBA® Melbourne - Navigating Business Analysis - Excellence for Career Growth...IIBA® Melbourne - Navigating Business Analysis - Excellence for Career Growth...
IIBA® Melbourne - Navigating Business Analysis - Excellence for Career Growth...AustraliaChapterIIBA
 
Personal Brand Exploration Presentation Eric Bonilla
Personal Brand Exploration Presentation Eric BonillaPersonal Brand Exploration Presentation Eric Bonilla
Personal Brand Exploration Presentation Eric BonillaEricBonilla13
 
Introduction to The overview of GAAP LO 1-5.pptx
Introduction to The overview of GAAP LO 1-5.pptxIntroduction to The overview of GAAP LO 1-5.pptx
Introduction to The overview of GAAP LO 1-5.pptxJemalSeid25
 
NewBase 25 March 2024 Energy News issue - 1710 by Khaled Al Awadi_compress...
NewBase  25 March  2024  Energy News issue - 1710 by Khaled Al Awadi_compress...NewBase  25 March  2024  Energy News issue - 1710 by Khaled Al Awadi_compress...
NewBase 25 March 2024 Energy News issue - 1710 by Khaled Al Awadi_compress...Khaled Al Awadi
 
Lecture_6.pptx English speaking easyb to
Lecture_6.pptx English speaking easyb toLecture_6.pptx English speaking easyb to
Lecture_6.pptx English speaking easyb toumarfarooquejamali32
 
Borderless Access - Global B2B Panel book-unlock 2024
Borderless Access - Global B2B Panel book-unlock 2024Borderless Access - Global B2B Panel book-unlock 2024
Borderless Access - Global B2B Panel book-unlock 2024Borderless Access
 
PDT 89 - $1.4M - Seed - Plantee Innovations.pdf
PDT 89 - $1.4M - Seed - Plantee Innovations.pdfPDT 89 - $1.4M - Seed - Plantee Innovations.pdf
PDT 89 - $1.4M - Seed - Plantee Innovations.pdfHajeJanKamps
 
Borderless Access - Global B2B Panel book-unlock 2024
Borderless Access - Global B2B Panel book-unlock 2024Borderless Access - Global B2B Panel book-unlock 2024
Borderless Access - Global B2B Panel book-unlock 2024Borderless Access
 
HELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptx
HELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptxHELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptx
HELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptxHelene Heckrotte
 
Harvard Business Review.pptx | Navigating Labor Unrest (March-April 2024)
Harvard Business Review.pptx | Navigating Labor Unrest (March-April 2024)Harvard Business Review.pptx | Navigating Labor Unrest (March-April 2024)
Harvard Business Review.pptx | Navigating Labor Unrest (March-April 2024)tazeenaila12
 
Developing Coaching Skills: Mine, Yours, Ours
Developing Coaching Skills: Mine, Yours, OursDeveloping Coaching Skills: Mine, Yours, Ours
Developing Coaching Skills: Mine, Yours, OursKaiNexus
 
Ethical stalking by Mark Williams. UpliftLive 2024
Ethical stalking by Mark Williams. UpliftLive 2024Ethical stalking by Mark Williams. UpliftLive 2024
Ethical stalking by Mark Williams. UpliftLive 2024Winbusinessin
 
Graham and Doddsville - Issue 1 - Winter 2006 (1).pdf
Graham and Doddsville - Issue 1 - Winter 2006 (1).pdfGraham and Doddsville - Issue 1 - Winter 2006 (1).pdf
Graham and Doddsville - Issue 1 - Winter 2006 (1).pdfAnhNguyen97152
 
Trauma Training Service for First Responders
Trauma Training Service for First RespondersTrauma Training Service for First Responders
Trauma Training Service for First RespondersBPOQe
 
Project Brief & Information Architecture Report
Project Brief & Information Architecture ReportProject Brief & Information Architecture Report
Project Brief & Information Architecture Reportamberjiles31
 
MoneyBridge Pitch Deck - Investor Presentation
MoneyBridge Pitch Deck - Investor PresentationMoneyBridge Pitch Deck - Investor Presentation
MoneyBridge Pitch Deck - Investor Presentationbaron83
 

Último (20)

Upgrade Your Banking Experience with Advanced Core Banking Applications
Upgrade Your Banking Experience with Advanced Core Banking ApplicationsUpgrade Your Banking Experience with Advanced Core Banking Applications
Upgrade Your Banking Experience with Advanced Core Banking Applications
 
AMAZON SELLER VIRTUAL ASSISTANT PRODUCT RESEARCH .pdf
AMAZON SELLER VIRTUAL ASSISTANT PRODUCT RESEARCH .pdfAMAZON SELLER VIRTUAL ASSISTANT PRODUCT RESEARCH .pdf
AMAZON SELLER VIRTUAL ASSISTANT PRODUCT RESEARCH .pdf
 
Intellectual Property Licensing Examples
Intellectual Property Licensing ExamplesIntellectual Property Licensing Examples
Intellectual Property Licensing Examples
 
IIBA® Melbourne - Navigating Business Analysis - Excellence for Career Growth...
IIBA® Melbourne - Navigating Business Analysis - Excellence for Career Growth...IIBA® Melbourne - Navigating Business Analysis - Excellence for Career Growth...
IIBA® Melbourne - Navigating Business Analysis - Excellence for Career Growth...
 
Personal Brand Exploration Presentation Eric Bonilla
Personal Brand Exploration Presentation Eric BonillaPersonal Brand Exploration Presentation Eric Bonilla
Personal Brand Exploration Presentation Eric Bonilla
 
Introduction to The overview of GAAP LO 1-5.pptx
Introduction to The overview of GAAP LO 1-5.pptxIntroduction to The overview of GAAP LO 1-5.pptx
Introduction to The overview of GAAP LO 1-5.pptx
 
NewBase 25 March 2024 Energy News issue - 1710 by Khaled Al Awadi_compress...
NewBase  25 March  2024  Energy News issue - 1710 by Khaled Al Awadi_compress...NewBase  25 March  2024  Energy News issue - 1710 by Khaled Al Awadi_compress...
NewBase 25 March 2024 Energy News issue - 1710 by Khaled Al Awadi_compress...
 
Lecture_6.pptx English speaking easyb to
Lecture_6.pptx English speaking easyb toLecture_6.pptx English speaking easyb to
Lecture_6.pptx English speaking easyb to
 
Borderless Access - Global B2B Panel book-unlock 2024
Borderless Access - Global B2B Panel book-unlock 2024Borderless Access - Global B2B Panel book-unlock 2024
Borderless Access - Global B2B Panel book-unlock 2024
 
PDT 89 - $1.4M - Seed - Plantee Innovations.pdf
PDT 89 - $1.4M - Seed - Plantee Innovations.pdfPDT 89 - $1.4M - Seed - Plantee Innovations.pdf
PDT 89 - $1.4M - Seed - Plantee Innovations.pdf
 
Borderless Access - Global B2B Panel book-unlock 2024
Borderless Access - Global B2B Panel book-unlock 2024Borderless Access - Global B2B Panel book-unlock 2024
Borderless Access - Global B2B Panel book-unlock 2024
 
HELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptx
HELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptxHELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptx
HELENE HECKROTTE'S PROFESSIONAL PORTFOLIO.pptx
 
Harvard Business Review.pptx | Navigating Labor Unrest (March-April 2024)
Harvard Business Review.pptx | Navigating Labor Unrest (March-April 2024)Harvard Business Review.pptx | Navigating Labor Unrest (March-April 2024)
Harvard Business Review.pptx | Navigating Labor Unrest (March-April 2024)
 
Developing Coaching Skills: Mine, Yours, Ours
Developing Coaching Skills: Mine, Yours, OursDeveloping Coaching Skills: Mine, Yours, Ours
Developing Coaching Skills: Mine, Yours, Ours
 
Ethical stalking by Mark Williams. UpliftLive 2024
Ethical stalking by Mark Williams. UpliftLive 2024Ethical stalking by Mark Williams. UpliftLive 2024
Ethical stalking by Mark Williams. UpliftLive 2024
 
WAM Corporate Presentation Mar 25 2024.pdf
WAM Corporate Presentation Mar 25 2024.pdfWAM Corporate Presentation Mar 25 2024.pdf
WAM Corporate Presentation Mar 25 2024.pdf
 
Graham and Doddsville - Issue 1 - Winter 2006 (1).pdf
Graham and Doddsville - Issue 1 - Winter 2006 (1).pdfGraham and Doddsville - Issue 1 - Winter 2006 (1).pdf
Graham and Doddsville - Issue 1 - Winter 2006 (1).pdf
 
Trauma Training Service for First Responders
Trauma Training Service for First RespondersTrauma Training Service for First Responders
Trauma Training Service for First Responders
 
Project Brief & Information Architecture Report
Project Brief & Information Architecture ReportProject Brief & Information Architecture Report
Project Brief & Information Architecture Report
 
MoneyBridge Pitch Deck - Investor Presentation
MoneyBridge Pitch Deck - Investor PresentationMoneyBridge Pitch Deck - Investor Presentation
MoneyBridge Pitch Deck - Investor Presentation
 

Lesson 5 business meetings and minutes (2).pptx

  • 1. Minutes of the Meeting https://www.boardeffect.com/blog/how-to-take-minutes-at-a-board-meeting/ Steps Parts Flow
  • 2. Steps 1. Prepare- ready an agenda and be familiar with format 2. Record • Write the decision, short description/summary, and major arguments (if applicable) for each agenda. • Record discussions OBJECTIVELY, avoiding inflammatory remarks and personal observations. • Minutes are an official and legal record of the board meeting. Meeting minutes are presumed to be correct and can be used as legal evidence of the facts they report. Document discussions to accurately reflect the actions and intentions of the members so keep information basic and language simple. Use names only when recording motions and seconds.
  • 3. Steps 3. Writing the Official Record of Board Meeting Minutes • Review the agenda to gain the full scope of the meeting. Add notes for clarification. Review actions, motions, votes, and decisions for clarity. Edit the record so that the minutes are succinct, clear, and easy to read. • It’s better to attach meeting handouts and documents that were referred to during the meeting to the final copy, rather than summarizing the contents in the minutes. • Write it AS IT HAPPENS, not after. Write it while it is fresh in your mind. This will be 1 less task for you during the day. Doing it after the meeting and listening to the recording is redundant.
  • 4. Steps 4. Signing, filing, and sharing of minutes • Once your meeting minutes are fully written, you are responsible for making them official by having the board secretary sign them. Your organization may also require the president’s signature. • Follow your organization’s by-laws and protocols for storing minutes. It’s a good idea to have back-up copies either in print, a hard drive, or (best case) a board portal. • The secretary also has the responsibility for sharing minutes. Make sure the president has approved the minutes before sharing in print or online.
  • 5. Parts • Date of the meeting • Time the meeting was called to order • Names of the meeting participants and absentees • Whether a quorum is present • Corrections and amendments to previous meeting minutes • Additions to the current agenda • Motions taken or rejected • Voting-that there was a motion and second, and the outcome of the vote • Actions taken or agreed to be taken • Next steps • New business • Open discussion or public participation • Next meeting date and time • Time of adjournment
  • 6. Helpful Tips for Taking Board Meeting Minutes • Use a template • Check off attendees as they arrive • Do introductions or circulate an attendance list • Record motions, actions, and decisions as they occur • Ask for clarification as necessary • Write clear, brief notes-not full sentences or verbatim wording • Maintain the same verb tense
  • 9. Motions A motion is a proposal that the entire membership take action or a stand on an issue. Individual members can: • Call to order. • Move a motion/make a suggestion. • Debate or brainstorm on motions. • Make a group decision.
  • 10. Role of the facilitator • Preserve the structure and order of the meeting • All feedback from the participants should be directed to the facilitator, then facilitator paraphrases/repeats to the group. • Make sure the meeting accomplishes all the agenda listed (with the help of timekeeper, if necessary) • Review everything, ask for last minute concerns, and sets the schedule for next meeting before ending the current meeting
  • 11. Role of the participants • Wait for your turn to speak. Only one person speaks at a time • Ask important and relevant questions • Listen to the other participants • Provide feedback and ideas to the group • Direct all feedback, comments, and ideas ONLY to the facilitator • Be objective. Avoid blurting unnecessary, irrelevant, and/or offensive remarks.
  • 12. Basic Types of Motions 1. Main Motions introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions. 2. Subsidiary Motions change or affect how a main motion is handled, and are voted on before a main motion. 3. Privileged Motions bring up urgent items about special or important matters unrelated to pending business. 4. Incidental Motions provide a means of questioning procedure concerning other motions and have priority.
  • 13. Presenting Motions 1. Obtaining the floor • Wait until the last speaker has finished. • Rise and address the leader. • Wait until he/she recognizes you.
  • 14. Voting on a Motion The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are: • By Voice -- the leader asks the crowd who says “aye” and who says “no” • By General Consent -- When a motion is not likely to be opposed, the Chairman says, "if there is no objection ..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote.
  • 15. Voting on a Motion • By Roll Call -- Each member answers "yes" or "no" as his name is called; this is used when a record of each person's vote is required. • By Division -- This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand. • By Ballot -- Members write their vote on a slip of paper, this method is used when secrecy is desired.
  • 16. Decisions pertaining to the Motion • Motion to Table -- This motion is often used in the attempt to "kill" a motion. The option is always present, however, to "take from the table", for reconsideration by the membership. • Motion to Postpone Indefinitely -- This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion.
  • 17. Always remember: 1. Allow motions that are in order. 2. Have members obtain the floor properly. 3. Speak clearly and concisely. 4. Obey the rules of debate. 5. Most importantly, BE COURTEOUS.
  • 18. Record the meeting as a group (one may upload for the group) and write and submit the minutes of the meeting INDIVIDUALLY • By now everyone should have already submitted their topic suggestions and have received feedback from the professor. • The group will then conduct a meeting to discuss the following agenda for the webinar: 1. Decide on which topic to use for the webinar among the approved ones. 2. Webinar details: Webinar title, poster, certificates, virtual background, invitation to attend letter, etc. 3. Speaking roles- from the chosen topic, the group brainstorms for subtopics for each student to discuss for 10 mins. This subtopic will be the basis of the outline which will be the content of the student's speech activity in the webinar. Deadline will be on ___. 4. Decide whether to have a recorded or live webinar.