Do We Have to Keep Minutes? January 2013

Introduction. The National Member Services Committee has developed a series of National Education Seminars to help Lodges run more effectively. A number of sessions are available ranging from meeting management to public relations. Just contact the National office for more information ( )

Topics of Discussion. Understanding the importance of keeping minutes of a meeting. Understanding how changes can be made. Sample set of minutes. Knowing where to keep your minutes safe. Understanding who has a right to see the minutes.

Keeping Records. Minutes should be kept of all meetings of your Lodge. This includes Executive and Committee meetings. Minutes are the official, permanent record of what took place at the meeting. A historical record which we can refer to.

Formal or Informal. Some minutes are formal, with motions including movers, seconders, and numbered points of discussion. Lodge and Executive minutes should follow a formal structure. Committee minutes can be informal with motions or recommendations noted, with or without movers and seconders. Minutes should be clear and concise, summarizing the conversation.

To Move or Not to Move. It is generally accepted that at large meetings movers and senconders of motions are listed. In smaller meetings, say people, movers and seconders don’t have to be noted. Point to remember. Just because someone moves or seconds a motion it doesn’t mean they support it, they are just allowing the motion to be put on the floor for discussion.

Are they a Secret? Minutes are kept as the official record of a meeting. Every member who attended or who had the right to attend the meeting has a right to see them. Minutes are not secret and should be open to whoever wants to view them, providing proper notice is given. Minutes should be properly filed so that they can be retrieved on short notice.

Approval. Minutes should always be approved/ amended at the next meeting of the group. Approval/amendments are recorded in the minutes of the second meeting. Once approved they become the official record.

Recap. Minutes should be kept for every meeting They should be clear and concise. They should contain the motions made at the meeting. They should be filed in a safe place where they can be easily retrieved.

Putting it into Action. Obtain sample minutes from the National office, Develop a pattern that works for your Lodge. Stick with the pattern and try and make your minutes clear and concise. File minutes as soon as they are approved by the Lodge.