Taking Minutes Like a Pro

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It's not unusual to uncover less than helpful minutes in organizations and in churches as well. While little can be done to improve past records, we can be conscientious about recording today's business accurately and thoroughly. Minute taking is an important function requiring careful attention to what's happening and precision in preserving the historical record. This is a skill every church secretary should want to master.

There are no absolute criteria for minute taking, no one and only technique. Minutes must meet the needs of the organization; they may be formal or informal. Still, some basics apply.

Be Informed and Equipped
A fair understanding of parliamentary procedure and "Roberts Rules of Order" is essential. Have copies of organizational documents (bylaws, constitution) and lists of members, officers, and committees at hand along with the printed agenda.

Focus on Your Purpose
The goal of minutes is to provide an accurate and objective summary of what was done by the group, not what was said by those in attendance. A person reading the minutes, whether a day, a year, or a decade later, should be able to understand what actions were taken. Write in the third person ("the" not "our"). Personal comments or writing to "slant" actions must be avoided.

Follow the Meeting's Printed Agenda
These items must be recorded in the minutes:

• Type of meeting, regular or called
• Name of organization
• Place, time, and date of meeting
• Name of presiding officer
• Manner of disposition of previous minutes (approved, approved with corrections, etc.)
• Summary of committee reports
• Main motions, points of order, appeals
• Time of adjournment

The minute taker may request that recommendations and reports from committees, as well as signed motions of consequence, be submitted prior to the meeting. By the way, it is a good idea to sit where you can hear and see clearly who is speaking (this seems obvious, but is often overlooked).

Prepare An Outline from Using the Agenda
This is to be used for note taking. Leave sufficient room to record verbatim all motions made, noting if they pass, fail, are amended, or referred. Note the full name and position of the person making each motion, but not names of those seconding. Motions withdrawn are not recorded; defeated motions are. Minutes should not include personal comments or judgments expressed during discussions of motions.

Consider Using Motion Forms
Organizations often need to educate their members in protocol. Properly, motions must be stated in a positive form; they begin with the word "that" followed by a noun and verb. Motions are not to be negatively worded. If members are not used to parliamentary procedure, officers may suggest motions be written on forms prepared for that purpose.

Summarize Verbal Reports
Better, require written reports. Reports are for information; it is not necessary to move the adoption of any report, written or oral. Only recommendations within the report are acted upon. The treasurer's report never requires action and should never be "accepted." There can be action to refer the report to an auditor; it is the auditor's report that is later adopted.

Key Minutes As Soon As Possible After the Meeting
Use a template to ensure consistency in format. Provide ample margins and start a new paragraph for each item of business. Write in complete sentences, using the past tense. Avoid the use of abbreviations and jargon. Use only acronyms clearly understood by the organization. Published minutes are signed by the presiding officer and the secretary; minutes read only are signed just by the secretary. Omit the "Respectfully submitted" closing that preceded signatures for so long. Minutes are kept forever. Do them well!

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