Secretary
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SECRETARY PowerPoint PPT Presentation


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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

SECRETARY

Writing History


Taking minutes

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

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

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

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

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

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.


Step eight

Step Eight

  • Focus on recording actions taken by the group.

  • Avoid writing down the details of each discussion.


Warnings and tips

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.


Transcribing minutes

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

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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