![]() The minutes of the previous meeting should be approved during the current meeting. If there is a substitute serving for the chair, this should be reflected in the minutes. Include the full names of the presiding officer (chair), governance members and recording secretary in attendance. If this is the case, only include the location in the minutes of the first meeting of the fiscal year. The location should be included unless the organization meets at the same place every time. If the meeting was scheduled for 7:00, and for some reason it started at 7:30, the minutes should indicate 7:30 as the start time. However, the name should always be included in the minutes.īowie clarifies that the meeting time you record in the minutes is the time the meeting is called to order. Bowie says this is often left out because the recording secretary and the group already know the name of the organization that is meeting. Unlike a called meeting, the agenda of a special meeting may be changed, says Bowie.Īlthough this might sound obvious, your minutes should include the official name of the organizing body. A special meeting can replace a meeting that was cancelled or postponed, for example, and it must be announced. Special Meeting: A special meeting is one held separately from regularly scheduled meetings. If the board discusses and takes action on any topic outside of the agenda, she says, the discussion and actions are moot. Bowie notes that the agenda for a called meeting cannot be amended. For example, a board might hold a called meeting to discuss the purchase of an item. Regular Meeting: Regular meetings are those meetings scheduled for the year in accordance with the organization’s bylaws.Ĭalled Meeting: A called meeting is a meeting that occurs for a specific purpose. She offers a quick rundown of the most common types of board meetings: So, it’s important to include which type of meeting the minutes cover. 8 Things You Should Always Include in Your Meeting Minutesīoards can hold several types of meetings, says Bowie, including regular, special, called, emergency and other meetings. Note that you should always check your bylaws for any variations to these practices. Here, Bowie shares her list of meeting minutes must-haves below, along with some of her best tips as part of the Simbli Webinar Series. Minutes should only include the actions, and a way for someone reading them five years from now to discern what took place.” “The minutes are the official record of the proceedings of the organization, not a journal or a diary. “There’s a lot of confusion around what the meeting minutes represent,” said Bowie. To help clear up some of the confusion, and offer some best practices around taking minutes, we talked with Zenda Bowie, director of field services and parliamentarian for the Georgia School Boards Association (GSBA). Many board secretaries and others responsible for taking minutes struggle with determining what should be recorded and how. Not only do minutes provide a historical account of board actions, they help to measure progress against your strategic plan, drive accountability, and can be used as legal protection if necessary.įor all of the benefits, however, the act of recording meeting minutes comes with its challenges. Taking effective meeting minutes is an important aspect of board management.
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