WHAT ARE MINUTES OF MEETING-DOWNLOAD FORMAT

What are the Minutes of the Meeting?

Forms of meeting minutes vary with different organizations. However, there is certain information that should always be included:

1. Title of Meeting (name of group, committee, or organization)
2. Place, date, and hour
3. Attendance (by roll call or observation)

Procedure:

1. Minutes of the previous meeting – approved or corrected
2. Reports
3. Unfinished business
4. New Business
5. Next meeting (if designated)
6. Adjournment (hour)
7. Signed by Secretary/Clerk
8. Countersigned by President/Mayor

Always make a rough draft of the minutes before documenting them in the minute book/minutes of Meeting (MOM). No large deletion should appear in the minute meeting. If minutes are amended or corrected on the assembly at which they are examined, the corrections ought to be installed in crimson ink, or the amendments need to be written on a separate pate to be attached. No minutes should be rewritten after they have been read.  They should stand corrected.

The clerk or secretary of the meeting should sit near the chairman or Mayor or be able to hear every word that is said.  If not able to hear, the recorder needs to, by way of a sign, so inform the chairman or Mayor who can interrupt the speaker and ask for a repetition of what has been stated if he deems it of sufficient significance to accomplish that.

Note:

Late joiners and early departures, because an essential point may hinge on whether an actual person heard a certain discussion.

The more pre-expertise that can be had in a meeting, the easier it will be to file the mins.

Immediately attain copies of all papers read or discussed at the meeting and write up the mins as quickly as feasible.

Acknowledgement/Affirmation:  

Notes are taken and recorded “in-depth”, but minutes are written in summary. Remember that what is done or accomplished at a meeting (or left unfinished) is of the utmost importance, not what is said. 

Therefore, be alert to recognize and record all decisions; all actions to be taken, by whom; and all business left pending.

During debates and discussions, summarize these, noting highlights, such as the “for” and “against” arguments and by whom.

1. Motions:  every motion must be recorded, its maker, its second, and its outcome.
2. Reports:  record the presentation, by whom, and the last action of each, if any.
3. Voting:  record all voting, how taken, and the count (if countable).  
4. Voting is by these methods in this order of formality:
5. General (or silent) assent or consent
6. Voice – all in favour say hi
7. Show of hands (all in favour raise your hand)
8. Standing (to be counted)
9. Roll call (yeas and nays or for and against, registered)
10. Secret ballot (many use this?)

The tone of the minutes should be completely impersonal, with no comments from the clerk, such as “heated”, “lengthy” or “moving”.

MINUTES OF MEETING

DOWNLOAD THE FILE HERE 

WHAT ARE THE MINUTES OF THE MEETING?