Professional Documents
Culture Documents
INTRODUCTION
Minutes also known as protocols, are the
instant written record of a meeting.
These minutes are intended to better
assist us in the decision making process
Minutes are written as an accurate record
of a group’s meetings
Minutes also inform people who were not
at the meeting about what took place
WHY MEETING MINUTES
MATTER
• Capture the essential information of a
meeting like decisions and assigned
actions.
• Useful because people can forget what
was decided at a meeting
• Can be saved and used for future
reference
DURING THE MEETING
• Pass around an attendance sheet
• Give a list of committee members &
make sure you know who is who
• Note the time the meeting begins
• Don’t try to write down every single
comment – just the main idea
• Make note of any motions to be
voted on at future meetings
• Note the ending time of the meeting
AFTER THE MEETING
• Type up the minutes as soon as
possible after the meeting
• Include the name of organization,
name of committee, type of meeting
• Include the time the meeting began
and ended
• Proofread the minutes before
submitting them.
TYPES OF MINUTES
MINUTES MINUTES
OF OF
RESOLUTIONS NARRATION
DO’S
Type of meeting, name of the organization,
date and time, name of the chair or facilitator,
main topics and the time of adjournment.
• Name of Organization
• Board Meeting Minutes: Month Day, Year
• Time and location
• Present:Name board members in attendance
• Absent: Name absent board members. You may
want to subdivide this category into people with
and without proxies.
• Others Present: List any organizational staff and
guests and their affiliations here
• Proceedings:
• Meeting called to order at (time) by (person,
usually chair)
• Minutes from (prior meeting date) amended and
approved.
• Subcommittee Reports – (highlights of
information presented and discussions had)
• Any action taken. For instance, MOTION to (do
action); seconded and passed.
• Meeting adjourned at (time)
• Future Business:
• Here is a place to remind people of:
• conversations that were tabled until next time,
• possible agendas for upcoming meetings,
• assignments that board members have taken on
• Minutes submitted by (name)
• Name of Organization
(Board Meeting Minutes: Month Day,
Year)
(time and location)
• Board Members:
Present: Bhata Bhatacharia, Jon White
Bear, Douglas Carver, Elizabeth Drucker,
Pat Kyumoto, Jack Porter, Mary Rifkin and
Leslie Zevon
Absent: Melissa Johnson
Quorum present? Yes
Others Present:
Exec. Director: Sheila Swanson
Other: Susan Johns, Consulting Accountant
• Proceedings:
· Meeting called to order at 7:00 p.m. by Chair,
Elizabeth Drucker
· (Last month's) meeting minutes were amended
and approved
· Chief Executive's Report:
- Recommends that if we not able to find a new
facility by the end of this month, the organization
should stay where in the current location over the
winter. After brief discussion, Board agreed.
- Staff member, Jackson Browne, and Swanson
attended the National Practitioner's Network
meeting in Atlanta last month and gave a brief
extemporaneous presentation. Both are invited
back next year to give a longer presentation
about our organization. After brief discussion,
Board congratulated Swanson and asked her to
pass on their congratulations to Browne as well.
- Drucker asserts that our organization must ensure its name
is associated with whatever materials are distributed at that
practitioner's meeting next year. The organization should
generate revenues where possible from the materials, too.
- Swanson mentioned that staff member, Sheila Anderson's
husband is ill and in the hospital. MOTION to send a gift to
Anderson's husband, expressing the organization's sympathy
and support; seconded and passed.