Things You'll Need:
- Pen and paper or computer, possibly a recording device and a binder of some kind (i. e. 3 ring notebook.)
-
Step 1
Take the minutes as close to what is said as possible. You might want to use a tape recorder for this. The minutes should open with "The meeting was called to order at (insert time & date) with (insert members names here)present. You must have a quorum for the meeting to commence. This must be over half of the board. The president of the board does not vote unless there is a tie. Without a quorum the meeting is opened and closed due to a quorum not being present.
-
Step 2
Next you will go down the agenda that was printed and posted for the meeting as follows: Reading and approval of last meeting minutes (these will be signed by the president); old business; new business; payment of bills etc. depending on what type of meeting it is. Your agenda will be how the meeting will go forward. You will always need to have a motion, second on the motion and a vote for each item on the agenda. You may also table an item for further investigation.
-
Step 3
When the last months minutes are approved by a 1st, 2nd and vote you simply place them in a binder for safe keeping. This binder should be kept in a safe place voted on by the members of the group. The secretary will be responsible for keeping of the minutes and if the secretary keeps the minutes with them it should be handed off when this position changes hands. If you record the minutes and then transcribe them you should keep the recording for a period of time decide by the members (this is to check for any discrepancy in the future).
-
Step 4
How to write an agenda:
1. Meeting called to order
2. Reading of the last meetings(this can be a date etc. You will approve these after the reading.)
3. Old Business
4. New Business
5. Motion to adjourn
Between new business and adjournment you may place anything that the board needs to discuss and vote on.
