Writing minutes is important and necessary for any organization of any size. Their use is valuable not only to members but also to the legitimacy of the organization.
1. Minutes
Jacqueline Marazzi
CA NU CHI Unit
August 22, 2012
jm.prp15@gmail.com
2. Minutes… why we need them
Organization action records
Organization permanent records
Member’s right to ask for the minutes
Presiding officer’s guide for agendas
Litigation if any.
3. Minutes… preparation to take minutes
Arriveon time and perhaps earlier than
meeting time to take minutes
Use agenda as a guideline
Include only actions taken, no verbiage
Ask presiding officer when clarification is
needed not the members.
4. Minutes – how to write them?
Finalize the minutes as soon as the meeting
is over or the day after the meeting.
Only actions taken are entered in the
minutes.
Clear sentences only. Motions must be
complete and clear as to the intent.
Edit, correct spelling and read them again
within a day.
5. Minutes… format follows the agenda
Call to order
Minutes approval
Officers report
Unfinished business
New Business
Announcements
Signature
6. Minutes…what to do with them?
Send copy to the presiding officer timely
After the presiding officer has reviewed them send
them to the board members and/or members
depending on the organization
Have organization minutes with you at every meeting
Minutes are permanent records and must be kept in
a safe place