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SECRETARY

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.

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SECRETARY

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  1. SECRETARY Writing History

  2. 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.

  3. 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.

  4. 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.

  5. 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.

  6. 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.

  7. Step Seven • Record motions made. • 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.

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

  9. 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. • The person taking minutes does not participate in the meeting.

  10. 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.

  11. 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 Chapters History.

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