Meeting minutes are a formal recording of transactions that occurred at a specific time and place. Minutes are a record of what was done, not all that was said. So, what are some best practices for creating effective minutes? Below are a few guidelines for preparing board minutes.
- At the top of the page, record the name of the school, the date, time and location of the meeting. Make sure to indicate if it is a special meeting.
- Use full names of those present and absent, as well as any guests in attendance.
- Specify the time that the meeting was convened and the name of the presiding officer.
- Record minutes in accordance with the order of events.
- Note the approval (and amendment) of the minutes of the previous meeting. Use a consent agenda for this process.
- Briefly summarize the main points of the discussion only if it sets precedent or is critical. Otherwise, simply note that discussion ensued.
- Note the review and acceptance of the financial report.
- Record all motions including the individual who made the motion. Record abstentions, affirmations and opposing votes.
- Note the time of adjournment, recorder of minutes and Board Secretary who reviews all minutes.
- If attendees arrive or leave during the meeting, record the time and attendee’s name.
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