Minutes Don't Just Happen

Agdex#:	057
Publication Date:	11/96
Order#:	96-019
Last Reviewed:	11/97
History:	Replaces Factsheet 89-128 "Minutes Don't Just Happen"
Written by:	Nick Geleynse - Rural Organization Specialist/OMAF; Rob Black - Rural Organization Specialist/OMAF

Table of Contents

1. Introduction
2. Responsibilities Of The Secretary
3. Minutes
4. Here's Another Option....
5. References
6. Related Links

Introduction

Every organization needs a responsible individual to be its secretary. The role this person plays is an important one in the running of a successful meeting and to the success of the organization.

As a secretary, you should have good writing, note-taking, summarizing and public-speaking skills as well as some knowledge of parliamentary procedure. You should be familiar with the organization and topics under discussion. It is important that you be chosen because of your special skills and talents.

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Responsibilities of the Secretary

This Factsheet focuses on the responsibilities of the secretary at meetings. Other responsibilities of the organization secretary may include:

• providing relevant information, ideas and opinions as a participant in the meeting;
• keeping an accurate set of minutes of each meeting in the records of the organization;
• keeping an up-to-date membership list;
• handling the organization's correspondence;
• distributing minutes to members and notifying them of upcoming meetings;
• keeping a list of all committees and members;
• helping the chairperson with preparing the agenda, advice on meeting procedure, reference materials and information retrieved from the records;
• keeping necessary minutes and files for the organization's archives;
• making meeting and physical set-up arrangements. The meeting planning checklist may help in preparing for your meeting; and
• finally, as the outgoing secretary, familiarizing the new secretary with your duties and responsibilities.

Meeting Planning Check List

Meeting objective: _________________________________________

Date _______________

Time _____ to _____ am/pm _____

Place__________________

Participants

_________________________________

_________________________________

_________________________________

_________________________________

_________________________________

_____ Room reserved
_____ Agenda (meeting notice)
_____ Prepared
_____ Sent
_____ Visuals prepared

Meeting Material

_____ Note Pad, pencils
_____ Name/place cards
_____ Name badges

Handouts

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Food, Beverage

_____ Coffee _____ Juice _____ Soft drinks _____ Lunch_______________________

Equipment

_____ Overhead projector
_____ spare lamp

_____Slide projector
_____ spare lamp

_____ 16 mm
_____ spare lamp

_____Screen (Size) ______________

_____ Charts
_____ pointer

_____ Chalkboard
_____ chalk

_____ Video tape/disc
_____ marking pens

_____ Microphone
_____ lectern

_____ Extension cord

Post Meeting

_____ Action Minutes

_____ Next meeting__________________

Room Layout

Note: Designate No Smoking Area

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Minutes

The purpose of the minutes is to:

• provide a permanent record of the proceedings of a meeting;
• keep track of progress;
• inform absent members;
• help familiarize new members with the committee/ organization. For many committees/organizations that experience a high turnover, the minutes, with a brief outline of the discussion, can bring new members up to date quickly; and
• provide a useful guide for evaluating a committee's/ organization's work.

Anywhere Agricultural Society

Directors' Meeting

January 11, 1989, 8:00 p.m. Anywhereville Community Centre.

Agenda

1. Welcome
2. Minutes of last meeting.
3. Old Business.

3.1 - Proposal re: date change of spring fair.

4. New Business

4.1 - Delegates to Directors' workshop.
4.2 - Report from Promotions Committee.
4.3 -

5. Future agenda.

6. Date of next meeting.
7. Adjourn - 10:30 p.m.

MINUTES OF THE ANYWHEREVILLE AGRICULTURAL SOCIETY DIRECTORS' MEETING

January 11, 1989, 8:00 p.m., Anywhereville Community Centre

1. The meeting was called to order by Chairperson Mr. A., who welcomed all those present.
Absent with notification Mr. B.

2. Minutes of the December 6, 1988 meeting were read, corrected and accepted.

3. Old business

3.1 - MOTION: Mrs. C./Mr. D. that the date of the spring fair be changed to the Victoria Day weekend.

Discussion
In favor
a)
b)

Against
a)
b)

DEFEATED

4. New Business.

4.1 - MOTION: Mr. E./Mr. F. that Anywhereville Agricultural Society send three delegates to the "Workshop on the Roles and Responsibilities of Agricultural Society Directors."

CARRIED

4.2 - Promotions Committee reported that

4.3 -

5. Future agenda:

a) finalize Plans for spring fair.
b) sponsorship of 4-H clubs.
c) report from toy show committee.

6. Next meeting - February 8, 1989, 8:00 p.m., Anywhereville Community Centre

7. Meeting adjourned at 10:15 p.m.

______________________________________ Chairperson

____________________________________ Secretary

Minutes Don't Just Happen

In writing the minutes, it is important that you as the secretary sit where you can see the members of the meeting and clearly hear what is being said. Otherwise, it will be hard to keep up with the discussion, and time will be lost in repeating information.

Agenda items should be numbered. While writing the minutes, the secretary can identify or index the minutes with the items on the agenda (see example). The agenda is then attached to the minutes and filed as a complete package.

Minutes should be as brief as possible, yet still maintain their accuracy. What type of minutes and how much to include can be decided by the group or between the chairperson and the secretary.

A basic set of minutes should include:

1. The name of the organization/committee. 
2. When and where the committee/organization met. 
3. Who chaired the meeting, and who was present. For larger groups it may be easier to record who is absent. 
4. Adoption of the last meeting's minutes. 
5. The matters discussed and any decisions made. Business matters should be divided into old and new business. Old business usually refers to items from the minutes of previous meetings. New business refers to items that have not been addressed by the committee/organization before. When recording items of business, the motion, who made the motion, the seconder, and whether it was carried or defeated should be included. 
6. Agenda items for the next meeting: This could include unfinished business or assignments given to subcommittees. The list serves as a good reminder to the committee/organization. 
7. The time and place of the next meeting. 
8. The secretary and chairperson's signatures.

The following sample set of minutes includes all of the above and illustrates how the minutes could be indexed with the agenda for easy reference.

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Here's Another Option....

Once a decision has been voted on at a committee/ organization meeting, the members can then take "ownership" of that decision. With this principle of "group ownership", the names of the mover and seconder of a motion are not needed. What is important is that the group has made a decision and only this is recorded.

Helpful Hints

• Keep the minutes in a three-ring binder with a separate section for annual meeting minutes.
• Always have more than one pen/pencil on hand and lots of paper.
• If a lengthy report is given, obtain the notes from the person giving the report and summarize. Rather than recording excess information, refer in the minutes to the committee/organization files where committee/ organization minutes will be kept.
• Request that lengthy motions be written out and given to you.
• Have ready with you sheets of paper with the following:

This will help you record motions faster.

• As soon as possible after the meeting, write up the final version while it is still fresh in your memory.
• Complete a "Meeting Action Plan" (see back page) to summarize duties, responsibilities and deadlines agreed to during the meeting.

 "The secretary's work is never done"... or maybe it just seems that way. Your position requires a considerable commitment of time and enthusiasm because you have many responsibilities to your club or organization. A primary responsibility is the writing of clear and concise minutes. Through the minutes you ensure that an accurate history of the organization and its members is kept. These records provide a sense of continuity to the organization as each year passes.

__________________________________________________________________________ Meeting

Meeting Date: _______________________________ Recorder: _____________________________

Chair:

List of attendees attached ______________________________

Time: End: _________________ Start: __________________ Length: ______________________

Next meeting: ____________________________________________________________________

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References

Better Meetings - A Handbook for Trainers of Policy, Councils and Other Decision Making Groups. Smith, Carol E. Humanics Press, 1975, Atlanta, Georgia.

Effective School Board Meetings. Davidson, Jack L. Parker, 1970, West Nyack, New York.

The Essentials of Committee Management. Tropman, John E. Nelson, Hall, 1979, Chicago, Illinois.

Making Committees Effective. Sheffield, Edward F. 1961.

Planning & Conducting Meetings. Slack, Trevor. Sports Dynamics, 1985, London, Ontario.

Related Links

• Effective Meetings
• Procedures for Meetings
• So You've Been Asked to Speak

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