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•Reasons for Good Minutes
1. They are the only record of the association business and a reference
for the president and board.
2. The committee chairman uses them for constant referral.
3. President must be informed of committee activities at all times.
4. They are essential to continuity and information for succeeding
committees
and executive board.
•Guide for Recording Good Minutes
The following heading should be placed at the top of the first page
- Name of Association.
1. Include in the first paragraph:
a) Kind of meeting (regular, special, board meeting, etc.)
b) Name of the committee or board
c) Date, including the year, time, and place of meeting
d) Name of the presiding officer
e) Names of members present and those absent. In the case of a general
meeting, have a sign-in sheet and attached this to the minutes
f) Whether minutes of the previous meeting were approved as read,
mailed or corrected
3. Record ideas - listen to comments, put down main points. Summarize.
These records are for the committees or board use - make them brief,
but as complete as possible. Minutes are a record of action taken
or assignments made by the committee or board. It is not necessary
to
record all the conversations, etc., only the action taken or assignments
made. 4. Minutes should clearly indicate:
a) major problems stated
b) suggestions proposed
c) conflicting points of view for clarification action
d) motions and the votes
5. Record all main motions:
a) name the board member who made the motion during the meeting with
the board action
b) it is not necessary to include that the motion was seconded
c) state and underline whether motion carried or failed
6. Time of adjournment 7. End minutes simply with " John Jones, Secretary."
After minutes have been approved, the secretary should write "approved" with
the date at the top.
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