Advanced Minute Taking

Presented By:Kathleen Hampton

Florida TaxWatch

This manual was created for online viewing. State specific information in this manual is used for illustration and is an example only.

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Advanced Minute Taking

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mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-833-3953email: customerservice@lorman.com • website: www.lorman.com • seminar id: 392511

Prepared By:Kathleen Hampton

Florida TaxWatch

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Advanced Minute Taking

Presented by: Kathleen Hampton

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Implementing Parliamentary Procedure

• Is there a parliamentarian?

• Use Robert’s Rule of Order

• National Association of Parliamentarians http://parliamentarians.org

How do I prepare to take minutes?

Use template that follows meeting agenda

• Day, date, location, beginning and ending time of the meeting

• List of attendees• Approval of previous meeting minutes (if applicable)• Directed actions and assignments

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Sample Agenda

Acme Corporation Monthly Staff Meeting

Tuesday, March 1, 2012, 8:30 a.m.Acme Board Room

1. Call to Order/Approval of Meeting Minutes2. Presentation by Human Resources on Open Enrollment Period3. Strategic Planning Update4. Secretary’s Report5. Updates on Action Items from February meeting6. New Business7. Staff Comments/Announcements8. Adjournment – next meeting April 1, 2012, 8:30 a.m., Acme Board Room

What should I do during the meeting?

•Call to order

•Roll Call/Quorum

•Speakers

•Handouts

•Approve previous meeting minutes

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How are minutes approved?

Approval of Minutes of October 5, 2012

Dr. Hunt stated there is a change on page 7, of the October 2012 meeting minutes.  Change the last name listed as “Kim Smith” to “Cox.”  

Dr. Lewis moved, seconded by Ms. Smith, to approve the October 2010 meeting minutes as corrected.  The motion carried 7‐0.

****************************************************

The Fairfax County Board of Governors approved the October 5, 2012, meeting minutes on _________.

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How do I record motions?

Motion #___

______________________________________________________________________________________________________________________________________________________

Made by:_______________________

Seconded by:____________________

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Tabling Issues

• Move to “table”

• Must vote to reintroduce a “tabled” issue

Recording Votes

• Voice votes

• Standing votes

• Ballot votes

As you’re taking minutes…

•Write more detail than is needed•Never include personal opinions or derogatory comments

•Keep action items separate•Write motions verbatim

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What should minutes look like?

• KISS Method

• Use a template

• Identify important information on the top of page 1

• Identify participants and presiding officer in first paragraph

• Record action taken on minutes of previous meeting

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Keep in mind…

• Be comprehensive yet brief and accurate

• Write in narrative style

• Go in agenda order

• Break up by subject or outline on agenda

• Use subheadings if meeting was long or complex

• Write in past tense using action words

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Keep in mind…

• Conclude with adjournment time

• At the end, the words “respectfully submitted” are no longer used

• The last page of the document should include a place for the chairman or executive director and recorder to sign and date.  This should be done after the board votes to approve the document.

• Keep markups from chair

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What should I do after the meeting?

•Clarify information/ask questions

•Check speaker cards and handouts

•Review and finalize action items and distribute

•Draft/edit/finalize minutes

•Distribute before next meeting

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Storing Minutes

• Paper version

• Electronic version

• Web version

Appendix A:  Sample Agenda

School Improvement CouncilJackson Elementary Media Center

Tuesday, November 11, 20127:00 p.m. to 8:30 p.m.

1. Introduction – Members and Guests 2. Approval of Minutes 3. Principal’s Report 

a. School Report Card Overview

4. Committee Reportsa. Riley School Improvement Award (ad hoc) – Marty SmithInformation: Final review of application prior to submissionb. Parental Involvement – Jessica JohnsonDiscussion: Strategies for parent survey distribution and collectionc. Reading Goals – John MatthewsInformation: Progress report on “Turn On To Reading” weekd. Math Improvement – Robin WilsonInformation: Review end of year math scores and AYP subgroup scorese. After School Strategies – Ted MalcovichInformation: Report first quarter participation in program

5. Public Comment6. Announcements 7. Review assignments and agenda for next meeting 8. Adjourn

Next Meeting: Tuesday, January 13, 2013, 7:00 p.m. to 8:30 p.m., Media Center

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Appendix B:  References and Resources

• Robert’s Rules of Order Newly Revised, Robert McConnell Production

• The New Office Professional’s Handbook 4th Edition, Houghton Mifflin Company

• Franklin Covey Style Guide, Franklin Covey Company

• The Gregg Reference Manual 10th edition, William Sabin

• National Association of Parliamentarians http://parliamentarians.org

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• www.ehow.com – eHow – Home Business online: • How to Type Board Meeting Minutes by Johanna Miller, eHow Contributor, Nov. 27, 

2010

• How to Make an Addendum to Meeting Minutes by Andrea Helaine, eHow Contributor, Jan. 2, 2010

• www.about.com, Career Planning – Taking Meeting Minutes by Dawn Rosenberg McKay

• www.personal‐assistant‐tips.com• Writing Minutes of Meetings:  Composing Minutes of Meetings

• Preparation for Writing Minutes

• www.effectivemeetings.com – listed below from Art of Taking Minutesby Delores Dochterman and The Minute Taker’s Handbook by Jane Watson

• www.meetingwizard.org – Taking Minutes

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Appendix C:What are helpful words I can use? 

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acknowledgeditemizedaddedlistedannouncedmentionedappealedopposedapprised the Commissionoutlinedaskedpointed outassuredpresentedbriefly describedqueriedbriefly outlinedquestionedbrought to the attention of 

recitedcalled attention torecommendedcautionedrelated clarifiedremarkedcommentedrepliedconveyedrequesteddeclaredrespondeddefined the position ofsaiddeparted from the agendastateddescribedstressed

detailedsuggesteddirected attention tosummarizeddiscussedsupportedelaboratedthankedemphasizedtold the Commissionexplainedupon _________'s inquiryexpressedvoiced his opinionheartily endorsedwelcomedimpliedwent on to sayimpressed upon

Appendix D:What are helpful phrases I can use?Chairman ____________thanked ____________ for the informative presentation.Chairman ____________ said interested persons will be provided an opportunity to present testimony on any agenda item at the time of consideration.

Addressing Mr. _________’s concerns regarding ______________.Following consideration and without objection, the Commission approved _______________ as recommended by the staff.

However, he further stated……………….The next item presented was……………..After further questions and discussions regarding _________________, Vice‐Chairman _____________ raised the question………..

In addition, he said ………………….Executive Director _____________ told ___________ that at this time………….In further clarifying ____________ comments, __________points out………..In requesting adoption of the regulations, Commissioner _______________Before a vote you may alter the agenda, modify the agenda or change the agenda.After the vote you amend the agenda.

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Mr. ______________ presented for Commissioner Consideration and action the …………….

Reverting to the order of the agenda, Chairman ________ reported……..The next item presented was………………After a short recess………….Vice‐Chairman ___________ summarized the following:At this point, there was discussion regarding…………….Commissioner ________________ directed the staff to…………………..Upon inquiry by ______________ regarding _______________, Mr. __________ responded that………………

The Chairman called for a vote on the motion made by __________________.Upon Commissioner _______________’s inquiry, _________ reported…………….In response to ____________’s question regarding ______________, Commissioner _____________said………

Addressing Item _____of the agenda, Commissioner ____________said………Following consideration and without objection, the Commission approved ___________, as recommended by staff.

Following discussion and opportunity for all persons present to be heard, Commissioner _____ moved, seconded by Commissioner ________________, to approve ___________ as amended, and adopt ___________, as recommended by Commissioner ____________.  The motion carried unanimously.

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Referring to ________on the agenda, Following review, Commissioner ____________ moved, seconded by Commissioner _____________, to approve the minutes of the ____________ of ___________, as amended.   The motion carried unanimously.

At this time, _____________ requested taking Item _________, _____________, out of order.  There was no objection.

_________________ presented the _____________ on behalf of ______________.

In response to ___________’s inquiry relative to _______________, Commissioner ____________ advised that ________________.

Chairman _____________ reiterated Mr. ______________’s comment that………………….

Upon Chairman ____________’s recommendation and motion by _________________, seconded by _______________ and carried unanimously, the following Establishment Orders were approved:

With the aid of slides, __________ presented a summary.Following discussion and an opportunity for all present to be heard, ____________ motioned, seconded by ____________ and carried.

At this time, an item not appearing on the agenda was presented.After much review and discussion, Commissioner _____________ suggested.At the conclusion of discussions on the ________________.A slide presentation with oral interpretation was given by ____________ to illustrate……………

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Appendix E:  Sample Minutes

Sample formal and informal minutes are included as an attachment to this presentation. 2

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Notes