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.

 

  1. 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.
  2. Use full names of those present and absent, as well as any guests in attendance.
  3. Specify the time that the meeting was convened and the name of the presiding officer.
  4. Record minutes in accordance with the order of events.
  5. Note the approval (and amendment) of the minutes of the previous meeting. Use a consent agenda for this process.
  6. Briefly summarize the main points of the discussion only if it sets precedent or is critical. Otherwise, simply note that discussion ensued.
  7. Note the review and acceptance of the financial report.
  8. Record all motions including the individual who made the motion. Record abstentions, affirmations and opposing votes.
  9. Note the time of adjournment, recorder of minutes and Board Secretary who reviews all minutes.
  10. If attendees arrive or leave during the meeting, record the time and attendee’s name.

 

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