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)