1. Do what works for you... while keeping high standards
Great Meetings
Great Minutes
Do what works for you... while keeping high standards
in mind!

2. Signs of an Effective Meeting
The meeting has a purpose
Members contribute fully
Creative ideas and solutions are generated
Members are committed to decisions and actions
Members are willing to work together again

3. An effective Chair acts like a friendly but firm "traffic cop", directing conversational traffic
Encourages full participation
Gives "stop" and "go" instructions
Keeps meeting fast-paced
but not rushed
Keeps everyone on track
and on time

4. Meeting Etiquette
Listen attentively and avoid interruptions or distracting gestures
Keep to the item on the agenda
Respect other members’ viewpoints
Request permission to speak by raising your hand

5. Tips for an Effective Chair
Works with school partners to support student success
Welcomes everyone and introduces each item on the agenda
Reviews background, identifies action or decision needed, and summarizes decisions
Runs effective and democratic meetings
Is aware of privacy issues and discourages personal comments

6. Tips for an Resolving Conflict
An Effective Chair rejects tactless remarks and emotional comments, identifies problems as they occur, and helps resolve conflict in a positive manner
Tips for an Resolving Conflict
Acknowledge there is a conflict
Seek the best solution
Sometimes, it may help to defer the discussion to a future meeting
If the conflict cannot be resolved, your superintendent of education could assist or provide resources

7. Great Looking Agenda 1. Welcome and Introductions 5. Further Business
(2 minutes)
2. Approval of Agenda
Chair reviews agenda first
(5 minutes)
3. Approval of Minutes of Last Meeting, dated ………..
4. Agenda Items
time to be determined
List in priority order and mark items, "For Approval", or "For Information". Include the expected time to complete the item. a) b) c)
5. Further Business
if identified during the meeting
(15 minutes) a) b)
6. Public Questions
include on every agenda
8. Next Meeting
confirm date and time
Adjournment

8. Consensus A General agreement B Collective Opinion
C Group solidarity in
sentiment and belief

9. Consensus – Why? Benefits Of Consensus
Recommended by Ministry of Education
Best method for School Councils, especially for important decisions
Code of Ethics in Board’s Policy # 61
Non-judgmental
Respect confidentiality
Hold constructive discussions
Reach decisions through consensus
Benefits Of Consensus
Everyone participates
Everyone’s input is received
Support from everyone
Commitment from everyone

10. Steps to Achieving Consensus
1. Chair identifies the issue
2. Members discuss their views
3. Members suggest possible solutions
4. The most promising solution emerges
5. “Could you live with this? Would you support this?"
6. If yes, you have consensus. If no, repeat steps 3 to 6

11. A Great Recorder knows that accurate minutes are an essential part of effective meetings -- and that great minutes help the School Council accomplish its objectives
A Recorder wears two hats: as a Participant, interacts in the meeting; as a Recorder, takes notes

12. Before the meeting, an Effective Recorder:
Arrives early and brings an attendance list, background material, and extra minutes. Is familiar with meeting procedure and basic rules of order
Knows that the minutes should focus on key INFORMATION and ACTION

13. During the meeting, an Effective Recorder:
Sits next to the Chair. Concentrates and listens actively. Is sensitive to tone, innuendo, and gestures of participants
Needs to be impartial when recording the minutes. (However, may be partial when acting as Participant!)
Thinks critically and writes organized minutes, which indicate "who will do what“
Uses a minutes template, and keeps a separate sheet of paper for thoughts, questions or comments to refer to when it's his or her turn to talk
Immediately highlights important statements, actions and proposals as well as problems, missing information, or unclear motions. Verifies figures, dates, and spellings

14. Tips for Recording Focus on ACTION and items for FOLLOW-UP
Record: Who – What – When – Where – Why
Accurately record any proposals achieved by consensus or motion
Show how points of order were resolved
The motion needs to be clear to the Recorder and to those voting

15. After the meeting, an Effective Recorder:
Writes minutes within a few days of the meeting
Writes minutes that are succinct yet contain all essential points
Avoids individual or personal comments or attributing comments, and avoids using the minutes to criticize or praise
Sends minutes to everyone quickly after the meeting, to facilitate follow-up

16. Great Minutes Need School Council name Date, time and place of meeting
Attendance (and absence)
Approval of agenda
Approval of minutes of previous meeting
Agenda Items
Time of adjournment

17. Hints for Great Minutes
Be kind to the reader: Include a little background, but avoid jargon and initials
Minutes should be attractive and well spaced, using appropriate heading, numbering, "bolding", or underlining
Use simple language, preferably with complete sentences

18. When constructing minutes, think of the future reader, and try to write minutes that will be concise, specific, and useful
Minutes that Don't Work
"We decided to check with the rentals office."
Minutes that Work
"Mary Smith volunteered to check with the Board's rentals office to investigate renting the auditorium for the parents' curriculum meeting in May. She will report back at the next meeting."

19. Never Underestimate the Power of Minutes
Minutes are a permanent and accurate record of a group's decisions and actions, including key background information and the people responsible for follow-up
They are a reference for all (especially for those not present), giving background and rationale for decisions
Minutes can authorize the actions of the School Council and prove what was decided
They can provide an objective summary of the School Council's activities, and are a reminder of expected action. They are public documents and are available at the school for the public and the school community to view

20. Minutes Template Agenda item:
______________________________________________________________
Key points of discussion:
Consensus reached:
Expected action and person(s) responsible:
_____________________________________________________________

21. AGENDA ITEM: The school council discussed … and decided to…
(list)_________________________________________________
Use a short summary statement for the item, such as:
The school council discussed … and decided to…
Discussion took place regarding…and it was concluded that…
A variety of opinions were expressed about… It was the school council’s consensus that…
The issue of…was debated, which resulted in the decision to…
Following debate, the school council agreed to…
Pros and cons regarding…were considered, following which a consensus decision was made that… It was also agreed that…
(your own summary statement)

22. 2. KEY POINTS OF DISCUSSION
If necessary, briefly list key points of discussion, such as: important information, major pros and cons, clarification of ideas. (Don’t record personal comments, speakers’ experiences, repetitive information, or withdrawn motions.)
The following key issues were discussed… The decision was made that…
Clarification was provided that… This resulted in a consensus decision that…
Factors in favour of the proposal included… Factors against the proposal included… These were debated, and it was the consensus that…
Key issues included in the discussion included… The council subsequently decided that…
While there was general support for…, concerns were raised regarding… Following discussion of these concerns, a compromise was reached that…

23. 3. ACTION / RESULTS
Briefly list key actions that answer "who?" "what?" "when?" "where?" and "why?' Where appropriate, include consensus reached or motions approved, expected actions, deadlines, and person(s) responsible.

24. Recommended references
The Minute Taker’s Handbook: Taking Minutes at any Meeting with Confidence, by Jane Watson, 1992, Self Counsel Press, ISBN (available from the Mississauga Library or Brampton Library as WAT).
Bourinot’s Rules of Order, by John George Bourinot or by Geoffrey Stanford (available from the Libraries as BOU (Mississauga) or BOU (Mississauga).
Robert’s Rules of Order, by Henry M. Robert, (available from the Libraries as
ROB (Mississauga) or ROB (Brampton).
Many additional resources are available in the local libraries. Try searching the library catalogue using "meetings", "rules of order", or "chairing".
We’re here to help
If you have questions, or need advice about school council minutes or meeting procedures, please contact the Senior Board Reporter, Communication Services at:
, or , ext. 2019
(Updated October 2007)