SECRETARY Writing History

Taking Minutes Step One Obtain the meeting agenda. Minutes from the last meeting. Any background documents to be discussed. Consider using a tape recorder to ensure accuracy. Once minutes are approved, all tapes should be erased.

Step Two Sit beside the chairperson for convenient clarification or help as the meeting proceeds. Step Three Write “Minutes of the meeting of (exact chapter association name).” Example: “Minutes of Volusia School Nutrition Association” Record the date, time and place of the meeting.

Step Four Call Roll If the meeting is an open one, write down the names of the attendees who have voting rights (Only elected board members have voting rights). List committee members and guests.

Step Five Note who arrives late or leaves early so that these people can be briefed on what they missed. If the meeting is stopped to take a break, note the time. When the meeting reconvenes, note the time.

Step Six Write down items in the order in which they are discussed. Example: Fund raising is item # 2 on your agenda, but membership which is item # 6 is discussed first, you would insert it as: Item #1, Item # 6, then Item # 2.

Step Seven Record motions made. You do not have to record who made the motion or who seconded the motion. Record whether motions are adopted or rejected, how the vote was taken (by a show of hands, voice or other method) and whether the vote is unanimous.

Step Eight Focus on recording actions taken by the group. Avoid writing down the details of each discussion.

Warnings and Tips You do not need to record topics irrelevant to the business at hand. Taking minutes is not the same as taking dictation. Consult only the chairperson or executive officer, not the attendees, if you have questions.

Transcribing Minutes Transcribe minutes soon after the meeting, when your memory of events is still fresh. Follow the format used in previous minutes. Consider attaching reports or other supplementary material to the minutes as an appendix. Write “ Submitted by” and then sign your name and the date. Place Minutes chronologically in a record book.

Tips and Warnings Write in a concise, accurate manner, taking care not to include any sort of subjective opinion. No matter what type of minutes you take, focus on capturing and communicating all important actions that took place. Remember you are Writing Your Chapter’s History.