How 2 Do Things

Minutes of meetings provide the official records of a meeting of a committee. Follow the steps below to keep meeting minutes.

Identify the group or committee holding the meeting.

Identify the date, time and place of the meeting.

State the type of meeting, such as whether it is regular or special meeting called to discuss a specific topic.

State the number of members present and their names.

State that the chairperson and the secretary were present at the meeting, or identify any substitutes.

State whether the minutes of the prior meeting were approved, revised or not read.

List any reports that were read and/or approved.

Identify the primary motions made at the meeting, and state whether they were carried, defeated or postponed.

Identify the persons who made and seconded certain motions.

Provide a full description of any resolutions adopted.

Provide a record of all ballots and votes cast.

State the time the meeting is officially adjourned, and the date, time and place of the next meeting.

The recording secretary needs to sign the minutes, and the chairperson may as well.