Robert's Rules of Order specifies that minutes are a concise record of what was done at a meeting, not a detailed account of what was said. They serve as the official historical and legal record of the actions taken by a body.
Core Purpose: Actions, Not Conversations
Under Robert's Rules, the primary function of minutes is to document the formal decisions and actions of an assembly. They are not transcripts of discussions or debates. Instead, they focus on the outcomes and resolutions adopted. This distinction is crucial for maintaining a clear, unbiased record that can be easily referenced for past decisions.
Essential Content of Minutes
Minutes should be organized according to the meeting's agenda or order of business, providing a clear and structured overview of the proceedings.
Here's a breakdown of what minutes typically must include:
- Kind of meeting: Regular, special, annual, etc.
- Name of the organization.
- Date and time of the meeting.
- Place of the meeting (if not always the same).
- Presence: The fact that the regular presiding officer and secretary were present, or in their absence, the names of their substitutes.
- Members Present: Generally, the number of members present, but for smaller boards or committees, the names of those present and absent may be listed.
- Approval of previous minutes: Note if they were approved as read or corrected.
- All main motions and points of order: Whether adopted, lost, or otherwise disposed of, including the name of the mover (but not the seconder).
- Amendments: All amendments to motions.
- Voting Results: For votes that are not unanimous, the exact count or method of voting (e.g., "by rising vote") should be recorded.
- Points of order and appeals: How they were decided.
- Summary of reports: A brief statement of the main points of any reports given, noting if they were accepted or adopted.
- Motions that were withdrawn.
- Motions to Reconsider: If adopted, they effectively erase the previous action from the record.
- Motions that were referred to committee.
- Adjournment: The time the meeting adjourned.
What Minutes Should Not Include
To maintain their purpose as a factual record of actions, minutes should omit:
- Detailed debate or discussion: The "who said what" is generally not recorded.
- Personal opinions or arguments of members.
- Superfluous descriptions or commentary.
- Motions that were not seconded or ruled out of order without discussion.
Importance and Practicality
Accurate minutes are vital for several reasons:
- Historical Record: They provide a permanent account of the organization's decisions and activities.
- Legal Document: In many contexts, minutes can serve as legal proof of actions taken.
- Accountability: They allow members to review past decisions and hold the body accountable.
- Continuity: They ensure that new members or officers can quickly understand past actions and the context for current discussions.
Practical Tips for Minute-Taking:
- Listen for Motions: Focus on identifying motions, who made them, and the final action.
- Be Objective: Record facts without interpretation or bias.
- Use Clear Language: Avoid jargon or overly complex sentences.
- Refer to Agenda: Use the meeting agenda as a guide to structure your notes.
- Confirm Actions: If unsure about a motion or its outcome, confirm with the presiding officer or mover.
For more information on the principles of parliamentary procedure, you can consult resources such as Robert's Rules of Order Online.
