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Make a list of all members Note who is here, and who is absent This tells you if you have quorum and can proceed with an official meeting (majority of members + 1 member, or how your club defines quorum)
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Writing Effective Meeting Minutes
By: Michael HayesICC Administrative Coordinator
Call to Order
• Note the time the meeting was called to order, or officially begun.
• The chair must say: I call this meeting to order at (insert time here)
Make a list of all members Note who is here, and who is absent This tells you if you have quorum and can
proceed with an official meeting (majority of members + 1 member, or how your club defines quorum)
Roll Call
Review previous minutes for accurate content, spelling, grammar, etc.
To approve: Make a motion I move to approve the minutes of October
1st 2015 as is ◦ Or
I move to approve the minutes of October 1st 2015 with corrections (only if editing is needed)
How to Approve Minutes
Michael: I move to approve the minutes of October 1st 2015 Chelsea: I secondAye: 15No: 0Abstain: 0Or: motion approved unanimouslyNote: Chair cannot make a motion or vote unless breaking a tie
Motions/Votes
Any updates from your officers and advisors
Officer and Advisor Reports
Continue any business from the previous meeting
Old Business
Begin any new business to discuss
New Business
Per Ralph M Brown open meeting act, you must give the public an opportunity to speak
Document their comments in this section
Open Floor/Public Comments
Be clear and concise You’re not a court reporter, don’t write
every word said but make sure you get all the main points of what’s said in a meeting
Write minutes like a script Ex: Garrett: I officially call this meeting to
order at 2pm
Write complete sentences
Write the time the chair ended the meeting Ex: Garrett: I adjourn this meeting at 3pm
Adjournment
Sample Minutes (Part 1 of 3)
Sample Minutes (Part 2 of 3)
Sample Minutes (Part 3 of 3)
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