Mastering the Minutes

In each meeting a secretary is responsible for capturing what was done by an organization. As one of the minimum essential officers, participation by the secretary in an organization is significant. With involvement prior to, during, and after a meeting the secretary is expected to be reliable and detail oriented. The secretary may be assigned many responsibilities, but at the core of duties are production of the minutes.

Minutes become the official record of proceedings in a session after approval by the organization. Combined with minutes from previous meetings, the official record of an organization is extended with each approval. If dispute ever arises on the direction of an organization the previous minutes serve as a valuable historical resource. In that way, it is important that the minutes accurately reflect what took place.

Extensive details and explanations are provided on minutes in most published parliamentary authorities. Minutes need not be complicated or unnecessarily long but must capture actions of both the organization and members. For clarity and ease of reading only what is necessary should be included. Each organization may have differing levels of detail required (by law, precedence, or custom) but at a minimum, minutes should contain the following:

• Basic identifying information (such as name of organization, date and time, type of meeting, and members present)

• All stated motions and their disposition (that is, whether the motion was carried, lost, withdrawn, postponed, referred, etc.)

• Points of order raised (and the ruling)

• Disciplinary action (if any)

• Name of guest speakers and subject presented (where appropriate)

• Time of adjournment

• Signature of the secretary

Over time, a rich history is developed by the proceedings of an organization that meets regularly. Who attended, what issues were debated, and any challenges to rulings of the presiding officer are all captured in minutes that are properly approved with necessary corrections. So important is the official record that the responsibility of extending it is maintained even if the actual secretary is not present. In the secretary’s absence one must be appointed to carry out the secretarial function for the meeting.

Minutes mastery is defined by inclusions as well as exclusions. Proper minutes are concise and capture actions that have occurred. Inclusion of information beyond what is necessary should be limited to avoid unnecessary confusion and unintended consequences. Several customs that impact the production of proper minutes include utilizing notes as minutes, recordings, capture of inappropriate discussion, and errors and omissions.

• Utilizing notes as minutes. Notes are helpful for a number of reasons (including producing draft minutes) but notes are not a substitute for minutes. Notes often contain expanded details that are simply not necessary. The distinction is important as sometimes notes submitted as minutes are drafted as if to provide an exact transcript of the meeting for those absent. Minutes are not produced to provide a record of everything said in a meeting. Confusing minutes with notetaking will produce improper minutes.

• Recordings. It has become common for meetings of all types to virtually gather. In extension, some organizations have made a custom of digitally recording meetings using virtual conferencing software features. While organizations have the right to record their sessions it is generally advisable not to do so without the consent of the membership. Fear that deliberations may be shared in an unintended way or taken out of context could restrict comments and ideas from some members. If recordings are made, they are not appropriate substitutes for minutes.

• Inappropriate discussion. Sometimes organizations must discuss difficult matters. Archived items discussed create a permanent record that could later become evidence in a dispute. Members have a right to discuss everything and should do so freely. However, the organization should consider capturing (in recordings, notes, or minutes) only the actions taken on matters while omitting dialogue to avoid documenting unnecessary discussions that may be inappropriate.

• Errors and omissions. Members have an obligation to review the minutes prior to approval and should look closely to ensure accuracy. Minutes of an organization are typically approved at the next regular meeting after they are taken. With limited exceptions it is not appropriate to attempt to approve minutes of a meeting in the same session prior to adjournment. Minutes may be further corrected after approval as appropriate to address errors and omissions. Members should not hesitate to assist with maintenance of the official record.

Accurate records must be maintained in an organization and all actions should be recorded in the minutes. However, each organization must decide the appropriate level of information to capture in the official record. It is generally best to restrict minutes to the basic facts and actions while limiting dialogue that may have transpired in deliberations. Avoiding issues impacting proper minute taking will greatly aid in proper minute production and clarity in the official record of an organization.

Minutes are a record of what was done, not what was said. Without this information it is possible that the will of the assembly may never be fulfilled. The organization has the final responsibility in approving the minutes with any necessary corrections for accuracy. Notetaking, and even recordings, can be helpful in the production of draft minutes but are never substitutes for minutes. Only recording what is necessary and approving minutes that are concise are great practices to start and maintain in order to keep members informed of actions that have occurred in previous meetings.

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