Use the template from previous meetings to write up the current minutes. Transcribe meeting notes as soon as possible following the end of the meeting, while the discussions are still fresh. Write down how this decision was made, whether through a show of hands or some other method. Record the names of those who make motions, as well as whether they are adopted or rejected. Take notes as the meeting continues, making a note of each agenda item being discussed. ![]() Write the title of the minutes, recording the date, time and venue of the meeting, as well as the names of each attendee at the meeting. Use a tape recorder to capture proceedings and verify notes once the meeting is over. Sit beside the person who is chairing the meeting for clarification as the meeting progresses. Under Robert's Rules of Order, as an agenda item, the previous meeting minutes must be read and accepted before the meeting commences. This will outline the flow the minutes to be taken. Obtain a copy of the meeting agenda, to determine what is to be discussed. Make a note in the minutes of the current meeting that the previous have been accepted. This is done through a show of hands, by voice or by the chairperson asking each attendee individually. The previous minutes must be accepted before the current meeting can proceed.Īsk all attendees to vote to accept the minutes. The motion can be made by any voting board member and will need to be seconded by someone else. The president or the chairman of the board, group or meeting asks for a motion to accept the previous meeting's minutes as read or with discussed changes as noted. ![]() Discussion should be factual and friendly, not opening up old debates or conflicts.Ĭall for a motion from the floor. Discuss the minutes from the previous meeting, making any corrections before approval.
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