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HOW TO TAKE MINUTES
There are several ways to take minutes and each organization needs
to choose the appropriate method for them. A reasonable option is to
record summary of debates, agreements and disagreements with a
succinct explanation of the character for each. The second method is to
take action minutes when decisions are reached and responsibilities are
assigned. In either of these cases, make note of the following:
The names of the people proposing any action, stating an option or making a
motion
Take down word-for-word any motions, resolutions, amendments, decisions or
conclusions
Who seconded the motion
Whether the motion is approved, defeated, or
withdrawn
What assignments were made and to whom
It is very helpful for both minute taking and for those
attending the meeting if either the chair or the secretary
restates a motion prior to a vote and then summarizes the
decisions that are reached. The summarizer should be
most careful in clarifying any
point of controversy.
It is the secretary's responsibility to signal the president or chairperson
to ask questions regarding the subject or discussion if he or she
becomes lost or unsure. A secretary should not wait until the meeting
has been adjourned to get clarification; individuals may lose their
perspective, issues may become less important, or one's memory may
alter what actually occurred.
Immediately after the meeting, the secretary must go over the notes
while everything is still fresh, ensuring they check their notes for the
following:
Type of meeting
Date, time, and place
List of attendees and those absent