In formal meetings, decisions are made through motions, which are proposals presented for discussion and voting. These motions must be recorded exactly as stated.
Organizing Formal Meeting Minutes
When compiling minutes for a formal meeting, follow the same organizational structure as the meeting itself.
Heading
The heading should be positioned one inch from the top of the page. Each line should be centered and formatted according to the organization’s preference (either all capitals or a mix of uppercase and lowercase).
The heading must include the word “Minutes” along with the name of the group or committee conducting the meeting.
Introductory Paragraph
The date, time, and location of the meeting can be included in the heading or the introductory paragraph. If the meeting location is always the same, it may be omitted. There is no strict rule regarding the order of this information, but consistency is key. Use the same formatting style for all minutes and agendas.
The minutes should also indicate whether the meeting is a regular (weekly, monthly, yearly) or special meeting.
Attendance
List the names of attendees as well as those invited who did not attend. This can be done casually or in alphabetical order. Include non-regular members under “In Attendance.” Record who chaired the meeting and include your name as the recording secretary or note-taker.
Minutes of Previous Meeting
At the start of the meeting, the chair will request approval or amendments to the minutes from the last meeting. This decision can be recorded as a motion, but it’s preferable to use one of the following standard phrases:
- “Minutes of the June 10, 2020 meeting were approved as read.”
- “Minutes of the June 10, 2020 meeting were approved as circulated.”
- “Minutes of the June 10, 2020 meeting were approved with corrections.”
- “The reading of the minutes of the June 10, 2020 meeting was deferred until…”
Reports
This section includes reports from the group’s officers or committees. As the minute-taker, summarize these reports or any documents presented during the meeting. You can either attach them as an appendix or refer to them as “filed” in the minutes.
If a report was shared for informational purposes only, note that it was “received.” If it was presented with a verbal explanation, indicate it was “presented.” For reports that include opinions and end with resolutions, state that the report was “adopted” or “accepted.” If further discussion is needed, it can be marked as “considered.”
When the group decides to adopt a committee’s resolutions, record the resolution in full in the minutes. For significant reports, the group may order that it “be entered into the minutes,” requiring the entire report to be included.
After a motion to accept or adopt a report, the report will be open for amendments by the group.
Finances
Financial discussions typically occur under the treasurer’s report. No action is necessary for this type of report, and it is technically improper to approve the treasurer’s report unless it has been audited. A treasurer’s annual report, however, should be written and audited, requiring a motion and vote for acceptance of the auditor’s report.
Correspondence
Letters, faxes, and emails received by the group are typically read by the secretary and either filed or attached as an appendix to the minutes. Telephone conversations may also be documented in this manner.
Unfinished Business or Business Arising from Previous Meeting
This section covers motions or issues that were raised in earlier meetings and deferred to the current meeting. It includes details on follow-up actions and any new decisions resulting from previously discussed items.
New Business
This part of the meeting is dedicated to introducing new information. It may also involve assigning specific tasks to group members and establishing deadlines for completion.
Adjournment
The chair may either call for a motion to adjourn the meeting or adjourn it themselves after confirming that no further business remains. As the minute-taker, you would record this as follows:
“The chair adjourned the meeting at 2:30 p.m.”
“There being no further business, the meeting was adjourned at 2:30 p.m.”
Next Meeting
Document the date, time, and location of the next meeting.
Signatures
In highly formal groups, it is customary to include “Respectfully submitted,” before any signatures, though this is often omitted in less formal settings. The minute-taker’s signature and title should be included at the end of the minutes. Optionally, the date of the final preparation of the minutes may also be added.
In formal minutes, the chair initials each page and signs the last page to prevent any alterations.
