Taking Meeting Minutes:Effective Techniques for Efficiency and Accuracy

Presented By:Christy Crump, Crump & Associates

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

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: 389900

Taking Meeting Minutes: Effective Techniques for Efficiency and Accuracy

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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: 389900

Prepared By:Christy Crump, Crump & Associates

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Taking Meeting Minutes:  Effective Techniques for Efficiency and Accuracy

Christy CrumpCrump & Associates

Copyright 2012 All Rights Reserved.Reproduction without permission is prohibited.

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How should I take meeting minutes?

• Handwritten• Computer• Audio recording• Stenographer

Note:  Any documented method is considered a public record under the laws of most states.

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How should I prepare to take minutes?

Use template that follows meeting agenda

• Day, date, location, beginning and ending time of the meeting, approval of previous meeting minutes (if applicable)

• List of attendees• 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 Actions Items from February meeting6. New Business7. Staff Comments/Announcements8. Adjournment – next meeting April 1, 2012, 8:30 a.m., Acme Board Room

As you’re taking minutes…

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

• Keep action items separate.• Keep Roberts Rules of Order handy.• Write motions verbatim.

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How do I record motions?

Motion #___

______________________________________________________________________________________________________________________________________________________

Made by:_______________________

Seconded by:____________________

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What should minutes look like?

• KISS.

• Use a template.

• Identify important information on the top of page 1.

• Identify participants and presiding officer in first paragraph.

• Formal minutes:  Record action taken on minutes of previous meeting.

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Keep in mind…

• Be comprehensive yet brief and accurate.

• Don’t write personal opinion.

• Write in narrative style.

• Go in agenda order.

• Break up by subject or outline on agenda.

• Use subheadings if meeting was long or complex.

• Formal minutes:  Write in past tense using action words.

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Keep in mind…

• Keep markups from chair.

• Conclude with adjournment time.

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

• Formal Minutes:  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.

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What are timesaving tips?

• Use a minutes template. 

• Use a highlighter to mark off each section of your notes as you transcribe from paper to computer. 

• If you have questions about a section of your notes, mark with a flag as a reminder to get more information before adding to your computer draft.

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How are minutes approved?

Approval of Minutes of October 5, 2010

Dr. Kunst stated there is a change on page 7, of the October 2010 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 Leon County Research and Development Board of Governors approved the October 5, 2010, meeting minutes on _________.

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Appendix A: Sample Agenda

School Improvement CouncilJackson Elementary Media Center

Tuesday, November 11, 20087:00 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, 2009, 7:00 p.m. to 8:30 p.m., Media Center

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Appendix B:  Referencesand 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 Minutes by 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

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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. 1

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Christy Crump

President

Crump & Associates

850.528.7099

christy@crumpandassociatesfl.com

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EXAMPLE OF FORMAL MINUTES 

Leon County Research and Development Authority Board of Governors March 1, 2011  

Leon County Research and Development Authority

Board of Governors General Meeting

Tuesday, March 1, 2011

Florida State University Research Foundation Building B, Room 269 (2nd Floor), 2010 Levy Avenue

Tallahassee, FL

Minutes

The Leon County Research and Development Authority’s (LCRDA or the Authority) Board of Governors (Board) met on Tuesday, March 1, 2011, beginning at 8:35 a.m. with Chair Phil Blank presiding.

The following Board members were in attendance: Ray Eaton, Vice-Chair; Sam McCall, Treasurer; Barney Bishop; Leon County Commissioner Kristin Dozier; Dr. Fred Leysieffer; and David Ramsay. Members not in attendance: John Chapin and Dr. Kinfe Redda.

Also present were: Jeff Barbacci and Allison Harrell, Thomas Howell Ferguson; Lori Billberry, Talcor; Martin Fitzpatrick, Broad and Cassel; Dr. Catherine Kunst and Kathleen Hampton, LCRDA; Larry Lynch, FSU Foundation; Kim Dressel and Shington Lamy, Leon County; Elizabeth Mack, Tallahassee Democrat; and R. Dean Minardi, Bing Energy.

1. Call to Order

Chair Blank called the meeting to order at 8:35 a.m. Chair Blank introduced Kathleen Hampton, the new office manager and executive assistant to the Executive Director of the Authority at Innovation Park. Chair Blank asked if there were any corrections to the proposed meeting minutes.

a. Approval of Minutes of October 5, 2010

Dr. Kunst stated there is a change on page 7, of the October 2010 meeting minutes. Change the last name listed as “Kim Williams” to “Dressel.”

Dr. Leysieffer moved, seconded by Gov. Ramsay, to approve the October 2010 meeting minutes. The motion carried 7-0.

b. Approval of Minutes of November 2, 2010

Dr. Leysieffer moved, seconded by Vice-Chair Eaton, to approve the November 2010 meeting minutes. The motion carried 7-0.

2. Presentation by Larry Lynch, Director of the Entrepreneurial Excellence Program (EEP)

Chair Blank introduced Larry Lynch, Director of the Entrepreneurial Excellence Program, FSU Foundation. Mr. Lynch described the entrepreneurial program, what the course provides to the

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EXAMPLE OF FORMAL MINUTES 

Leon County Research and Development Authority Board of Governors March 1, 2011  

community, invited Board members to attend an upcoming course, and stated he would like to see the EEP graduates move into the Incubator Building located at Innovation Park.

3. Chairman’s Report

Amendment to the Contract with Talcor Chair Blank described that an amendment was drafted to the Talcor contract, clarifying that the Executive Director and the office manager of the Authority were not employees of Talcor, thereby allowing eligibility to the Florida Retirement System. The Chair reported he had executed the amendment and requested that the Board ratify his actions. Gov. Ramsay moved, seconded by Dr. Leysieffer, to ratify the actions of the Chair in executing the amendment to the Talcor contract. The motion carried 7-0.

4. Audit Committee Report

Gov. Ramsay reported on the information listed on the attachment Exhibit G1 the Audit Committee’s Report ending March 1, 2011,and entered the document titled, “Fixed Assets to be Written off” into the record. He alerted the Board that the audit is running longer than originally anticipated and described the reasons for the delay. The Audit Committee will receive the first draft of the audit and members anticipate that the auditors will present their report to the Board on April 5. He alerted the Board that the time will have expired to complete the 180 day report to Wachovia Bank with the financial statements, which would have expired on March 29, and placed in technical default. He approached the Wells Fargo (Wachovia) Bank for a 30-day extension and they granted this request, which requires an alteration to a legal document. He asked the Authority to ratify that action. Chair Blank called for the motion to ratify the execution of the document with Wells Fargo to allow the 30-day extension. Vice-Chair Eaton moved, seconded by Gov. Bishop, to approve the execution of the request to Wells Fargo for a 30-day extension of the financial reports. The motion carried 7-0.

Gov. Ramsay stated the auditors uncovered a number of items in the Authority’s inventory that are considered worthless and depreciated which are listed on Attached Exhibit G1 and they are unable to locate or identify the items. He recommended the Board authorize the auditors to “write-off” the items considered fixed assets in the amount of $1,154.99. Chair Blank asked for the motion to approve the Committee’s recommendation.

Comm. Dozier moved, seconded by Vice-Chair Eaton, to approve the “write off” the fixed assets of inventory the auditors were unable to locate totaling a value of $1,154.99. The motion carried 7-0.

5. Treasurer’s Report

January 31, 2011, Financial Report Gov. McCall presented the Treasurer’s Report. Gov. Eaton asked for clarification regarding making adjustments to the current budget to resubmit back to the state. Gov. McCall replied that was appropriate to resubmit to get the Authority on the right track and include the legal fees. Vice-Chair Eaton moved, seconded by Gov. Ramsay, to approve the Treasurer’s Report. The motion carried 7-0.

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EXAMPLE OF FORMAL MINUTES 

Leon County Research and Development Authority Board of Governors March 1, 2011  

Gov. Ramsay asked staff to post the items approved during the meeting to the March balance sheet to assist in providing the auditors an unqualified opinion. Gov. McCall asked Gov. Ramsay to review the Audit Report submitted to the Board last year by Thomas Howell Ferguson to ensure all of those recommendations have been implemented and/or addressed. Gov. Ramsay stated he believed everything has been addressed. Dr. Kunst replied that there is an outstanding issue regarding the purchase of land and she planned to follow up with the auditors. Gov. McCall reiterated that he is primarily interested in the written statement in the back of the audit and believes they have all been implemented. Gov. Ramsay requested that the Executive Director ask if the auditors could produce an operational audit to review and issue a courtesy report relative to internal controls.

6. New Business

No new business.

7. Public Comment

No one asked to speak during this time.

8. Adjournment

 Chair Blank adjourned the meeting at 1:15 p.m.

The Leon County Research and Development Board of Governors approved the March 1, 2011, Meeting Minutes on ___________________________________.

_________________________________ ______________________

Dr. Catherine Kunst, Executive Director Date

Transcribed by:

__________________________________ ______________________

Kathleen Hampton, Office Manager Date

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EXAMPLE OF INFORMAL MINUTES

Business and Professional Women Tallahassee Local Organization

Executive Committee Meeting Minutes November 30, 2007, 5:00 p.m.

Florida State University BPW Scholarship House The meeting of the Business and Professional Women/Tallahassee Local Organization Executive Committee was called to order at 5:17 p.m. Those in attendance were: Yolanda Miranda-Hill, Christy Crump, Debbie Cuddy, and Jennifer Martin. Local Organization President Yolanda Miranda-Hill presided over the meeting. Ms. Miranda-Hill will appoint a Nominating Committee in January to begin work on the elections process. Ms. Crump discussed the annual membership drive, which will be February 1, 2008-March 31, 2008, and have a theme of “Diversity.” State Membership Committee chair, Sue Banks, will be asked to speak at the February meeting. Ms. Miranda-Hill will take over the duty of ordering the BPW polo shirts. Ms. Martin will research PayPal and the possibility of BPW/Tallahassee using PayPal to take lunch orders/shirt orders, etc. If possible, a link will be placed on the website. Ms. Cuddy discussed the pecan fundraiser. She is requesting an extension of one month on the payment due date to the pecan company. The cookbook fundraiser committee is meeting, and the cookbook is expected to be ready by April 2008. The February 7, 2008, networking social will be a fundraising event for the American Heart Association (AHA). Five dollars of the money collected for ticket sales will be donated to the AHA. Ms. Martin is requesting the entire first floor of the Brokaw-McDougall House. The theme will be spa night with booths where people can experience spa treatment services. Marcy Collins will be asked to secure donated spa treatment services. The FSU BPW Scholarship House t-shirts have been ordered and will be received the first week of December. The cost of the shirts is $8.64 each. The BPW/Florida state conference is May 30-June 1, 2008, in Daytona Beach. Incentives to entice more members to attend were discussed but no decisions were made. A table to sell t-shirts, polo shirts, and cookbooks will be reserved. It was decided that the bimonthly membership development meeting will be continued until the 2008 Board of Directors is decided. At that time, the board can decide whether or not to continue with the meetings. A bylaw change will be presented at an upcoming meeting to address the new member induction ceremonies. The bylaw amendment will state that when someone joins BPW, they will be

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EXAMPLE OF INFORMAL MINUTES

inducted at the next regular monthly meeting. The April meeting will be retained as the annual officer installation. A Bylaws Committee has been named with Christy Crump as chair and Suzanne Keele as member. The Women’s Conference will take place either October 18 or October 25, 2008. Prudential Financial is signed on as a sponsor. The committee decided to not renew the Tallahassee Chamber membership. The meeting was adjourned at 8:00 p.m.

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Notes