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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.