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Page 1: Minute Taking Made  Easy

Minute Taking Made Easy

By: Rhonda Scharf, CSP

Presented by: Robin Cochran, CPS/CAP

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Don’t Let the Thought of Doing Minutes Stress You Out!

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What Are Minutes?

Minutes are the official, written, permanent, formal record of what transpires during a meeting.

Their purpose is to provide people with:1) A clear and objective summary of the meeting2) To update those unable to attend3) A reminder of future expected actions4) To provide a rationale and historical background

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What Should Minutes Contain?a) Datesb) Timesc) Locationsd) Motions/decisionse) Attendees/absencesf) Guestsg) Group nameh) Attachmentsi) The word MINUTES has to be shown

What Should Minutes Not Contain?

j) Welcomek) Lunch/break detailsl) Personal issuesm) Actual conversationsn) The recorders input (give input only if requested)o) Side conversations

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Types of Minutes

FORMALFormal minutes adhere to the strict use of Rules of Order. Large meetings are likely to be more formal than small meetings. The larger the meeting the more control is necessary to expedite the business at hand, to assure legality.

Examples of Formal Meetings:1) Annual Membership Meetings2) Monthly Board Meetings3) Corporate Meetings 4) State and Regional Conventions5) National Conferences6) Seminars7) Federal and Local Government Meetings

Definition of Robert’s Rules of Order Provides common rules and procedures for deliberation and debate in order to place thewhole membership on the same footing and speaking the same language.

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IAAP Spartanburg Chapter Meeting Minutes July 8, 2010 – 6:00 p.m.

Spartanburg Community College Call to Order: President Christine Owens called the July 8, 2010 Spartanburg Chapter IAAP meeting to order at 6:00 pm at Spartanburg Community College. Members were asked to review the June 10, 2010 meeting minutes and the Treasurer’s Report for June. Welcome and Introduction: President Christine Owens announced that the program will be presented by your Officers and Committee Chairs. President Owens welcomed the attendees and guests Brenda Staselavage, former Spartanburg Chapter member and guest of Bertha Flynn; Geraldine Mahaffey, CPS, guest of Robin Cochran, CPS/CAP; and Janie Walker guest of Arlene Morgan. President Owens also welcomed our new members Crista Bumgarner, recruited by Sue Kibbe and former Spartanburg Chapter member, Tonia Flowers, who has rejoined our chapter. Tonia was originally recruited by Dawn Skaggs, CPS. Invocation: Trudy Gaston, CPS/CAP gave the invocation and a tribute to Linda Allison, CPS. 2010-20101 Officers: President Christine Owens introduced the current chapter officers. Old Business: Lynne Morgan, Treasurer conducted a roll call. 1/3 of the members were present to have a quorum for voting purposes. Approval of Minutes: The minutes for June 10, 2010 were approved and filed. Treasurer’s Report: The Treasurer’s Report for June was approved and filed for audit. In order to close out the 2009-2010 year, the audit has already been performed. Finance Committee: The Finance Committee moved to approve the 4th Quarter Audit Report and the Fiscal Year 2009-2010 Audit Report. Motion carried. The 2010-2011 Proposed Budget was presented and moved to be approved. Motion carried.

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Types of Minutes (continued)

Modified Formal As indicated, this type of meeting conducts its business with relaxed Rules ofOrder.

Example of Modified Formal1) Use of formal motions, but informal discussions

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Informal Informal meetings use few or no Rules of Order to conduct business.

Examples of Informal1) Staff Meetings2) Management Meetings3) Committee Meetings4) Social/Civic Club Meetings

Types of Minutes (continued)

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 Committee Name: IAAP Professional Development Committee

Date: May 28, 2009 Time Start: 5:30 pm

Time End: 6:30 pm Chairperson/Facilitator: Dawn Skaggs

Location: SCC Rm 315 Note Taker:

Member Name Present Member Name Present

Dawn Skaggs X Debra McFadden X

Linda Beheler, CPS Bobbie Bishop, CPS/PHR

Laronda Caldwell X Robin Cochran, CPS X

Linda Clamp X Margie Crews

Laura Huesman X Linda Allison, CPS (certification exam) X

Sandy Zimmerman, CPS Judy Martin, CAP (certification exam)

Patsy Pruett, CPS/CAP (certification exam)

AGENDA

ITEM DISCUSSION

RESPONSIBLE

PERSON Executive Breakfast

Scheduled for Thursday, October 8, 2009 at the Piedmont Club from 7:30 – 9:00 am. In the process of asking Ingo Angermeier, CEO of Spartanburg Regional Healthcare System to speak. Still a possible problem to due to scheduling. Other speakers mentioned were Bernie Dunlap or Mike Ayers from Wofford College or possible George Dean Johnson from USC School of Business. A subcommittee is forming to plan the breakfast. Linda Clamp will head it up but needs lots of others on the subcommittee. Please let her know if you are able to assist her.

Linda Clamp

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Roles of the Minute Taker

1) Sort out the comments/suggested actions and decisions expressed at the meeting and produce an accurate summary

2) Keep track of attendance/absence at the meeting3) Store the minutes and all related materials4) Request the chair to temporarily halt the meeting if the comments are flowing too quickly5) Authenticate all the records and documents associated with the meeting by having the chair

add his/her signature6) Be familiar with the procedures used by the group

A Minute Taker Must Be:7) Highly Organized8) Be a Good Listener9) Be Focused

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Check List for Scheduling Meeting

1) Discuss possible agenda items with Meeting Chair2) Draft a tentative agenda3) Reserve meeting location4) Send meeting notice and tentative agenda5) Assemble and take to meeting all necessary materials

Prior to Meeting

1) Send reminder day before2) Make copies of meeting materials3) One hour prior to meeting set room up (lights, heat, air, recorder, laptop, etc.)4) Prepare template for meeting minutes

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Committee Name: IAAP Professional Development Committee

Date: May 28, 2009 Time Start: 5:30 pm

Time End: 6:30 pm Chairperson/Facilitator: Dawn Skaggs

Location: SCC Rm 315 Note Taker:

Member Name Present Member Name Present

Dawn Skaggs, CAP Debra McFadden

Linda Beheler, CPS/CAP Bobbie Bishop, CPS/PHR

Laronda Caldwell, CPS Robin Cochran, CPS/CAP

Linda Clamp Margie Crews

Laura Huesman Linda Allison, CPS (certification exam)

Sandy Zimmerman, CPS Judy Martin, CAP (certification exam)

Patsy Pruett, CPS/CAP (certification exam)

AGENDA

ITEM DISCUSSION

RESPONSIBLE

PERSON Executive Breakfast

Linda Clamp

Programs

All Committee Members

Mini Workshops

All Committee Members

Certification Exam

Linda Allison, CPS

Next Meeting

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Listening SkillsActive listening is a skill used to GET information before you GIVE your own ideas.

In work situations active listening is critical. Most of us focus on our responsibilities and actions as speakers (senders), and forget our responsibilities as listeners (receivers). We often think of listening as a passive activity. It’s hard work and active listening is the skill that keeps communication moving forward.

What Are Active Listening Responses? Paraphrase Reflect Probe Clarify Summarize

Remember: Watch the non-verbal communication!

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Formats for Taking MinutesTape RecorderPros:1) Provides comfort zone2) Easy to play back if uncertain about topics

Cons:3) Voices hard to recognize4) Minutes too detailed5) Tapes must be archived with hard copy minutes

Hand Written Pros:6) Hi-light key words7) Use colored inks (for follow-up items)

Cons:8) Tend to write whole sentences, not use key words9) Lose track of conversation

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Formats for Taking Minutes(continued)

Laptop

Pros:1) Current technology2) Faster use of time3) Abbreviate better

Cons:4) Clicking noise distracting5) Key pads are hard to type on6) Not ergonomically correct

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Items to be Recorded

1) Motions and resolutions verbatim2) Objective summary of what is being discussed3) Record a comment only once4) Never inject your own personal opinions5) Never give one person’s comments more weight than another’s6) Be consistent with reference to the attendees ( Ms. Jane Doe verses Jane Doe)

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Helpful Writing Shortcuts

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The AgendaPreparing the agenda is not part of the Minute-taking process but many recorders help the chair to write and circulate them. The purpose of the agenda is to familiarize all the participants with the topics that will be discussed at the meeting.

There is no correct way to set up an agenda. There are many ways an agenda can be formatted.1) The agenda for an informal meeting may be done as a simple numbered list of topics2) The agenda for a formal meeting will typically call for a more structured list of topics

The Layout of the Agenda3) The heading of the agenda should be consistent with the heading on the minutes4) The word “Agenda” can be at the top or bottom of the page5) The agenda should be sent out before hand to allow the participants time to reflect on the

meeting topics and to do research if needed6) Agendas should be sent out at least 3-days before the meeting (a week is preferable)

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Spartanburg Chapter IAAP Meeting Thursday, August 12, 2010 - 6:00 p.m.

Spartanburg Community College Community Room – Health Sciences Building

Spartanburg, SC

REGULAR MEETING AGENDA

Call to Order – Chris Owens, President Welcome and Introduction of Guests and Officers Member Recognition Invocation – Karen Ravan, Student Chapter Chair Dinner Business Session

Approval of Minutes of July 8, 2010 Meeting Approval of Treasurer’s Report – July 2010

Committee Reports Delegate Report – EFAM/Boston – Chris Owens, Delegate; Marie Clevenger, CAP, Alternate; Margie Crews; Robin Cochran, CPS/CAP; and Linda Beheler, CPS/CAP

Unfinished Business New Business Program – Deborah McFadden, Professional Development Chair - Introduction of Guest

Speaker Nick Hullinger, Spartanburg County Deputy speaking on “Safety Awareness” 50/50 and Door Prizes – Marie Clevenger, CAP and Robin Cochran, CPS/CAP Good of the Order Adjourn

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Organizing the MinutesFormal Minutes1) Heading

The heading should be 1 inch from the top of the page. Each heading line should be centered and be typed in either capitals or in upper/lower case letters. Use the same style for all of an organizations Minutes and Agendas. The location, time and date may be placed in the heading as well. In a formal meeting the Minutes should state if the meeting is a special or a regular meeting.

2) AttendanceYou must include the names of people attending the meeting and the people who are absent. The attendance record is necessary to show a quorum.. Guests must also be listed. Meeting chair must also be listed.

3) Minutes of previous meetingMinutes of the previous meeting should be approved at the beginning of the meeting (this is mostly done in formal meetings). The recorder stands to read the Minutes in a formal meeting. If minutes are corrected the changes occur in the margin near the correction or amendment.

4) ReportsThis refers to the reports received from any of the group’s members. Committee reports should be submitted in writing and dated. Copies of the report should be received in advance and attached to the agenda for members to review.

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Organizing the Minutes(continued)

5) Finances Finances are usually discussed under the treasurer’s report.

6) Correspondence Letters sent to the group are usually read by the recorder and then either filed or attached to the appendix of the Minutes.

7) Unfinished business This involves motions or issues raised at an earlier meeting and carried forward to the current meeting. Old business is always listed on the agenda.

8) New business This portion of the meeting is devoted solely to the introduction of new information. It may also include assigning tasks to members of the group and setting deadlines.

9) Adjournment The meeting is closed due to no further business or discussion. This is recorded in the minutes.

10) Signatures In the past, the phrase “respectfully submitted” was considered appropriate, now it is considered “old fashioned”, but still used by most organizations.

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After the Meeting

1) Draft the minutes as soon after the meeting as possible2) If time does not allow this, reread your notes to ensure they are detailed, so you can

interpret later3) Minutes need to be completed in a timely manner

Minute Summary – Small Informal Meetings4) Full minutes are not always required 5) Minute summaries are more useful for staff meetings where a multitude of topics are discussed6) The summary simply records the meeting in an abbreviated format

Retaining Minutes7) Minutes should be maintained in hard copy form with signatures (minutes should be kept for 5

years)8) If you record your minutes, the tapes should be kept and dated 9) If you use a laptop to record your minutes make sure you always have a back up disk10) If there are any questions or concerns about the minutes, the recorded and chair are the

responsible parties

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After the Meeting(continued)

5) After drafting the minutes, they should be distributed to the meeting attendees for review before finalizing and distribution6) All finalized minutes should contain the signature of the recorder and meeting chair

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Connecting WordsStage of Argument Degree of Certainly Consequence or ResultInitially Certainly As a ruleAt the onset Surely ThereforeUp to the present time Indeed As a resultSo far Perhaps HenceCurrently Anyway OtherwiseIn sum Basically ApparentlyLastly In any case FortunatelyFinally Naturally So far this reasonAfter all Of course ConsequentlyIn Conclusion Probably AccordinglyFirst DoubtlesslySecondly To a degree

Example SummaryIndeed To summarizeIn fact In briefIn other words In shortThat is On the wholeTo illustrate In essenceFor example ThusFor instance Briefly

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Connecting Words(continued)

Relationship of Time Concession DefiningForemost After all ThisLately Although this may be true ThoseBeyond Even though ThatLater I admit TheseMeanwhile naturallyAs soon as granted Contrasting PointAt last AnywayAs long as Similar Point Despite thisUntil Moreover StillAt first Similarly WhilePresently In addition Then

Next HoweverIn Connection With Also But Relating to Besides After allAffecting Once moreRegarding GenerallyPertaining to AgainNoting LikewiseApplying to And

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Hope These Minute Taking Tips Have Brought A Smile to Your Face

Have a Great day!!!!!!!!