(Help for Associational & Church Clerks)
STEPS TO TAKING MINUTES
Meetings may be conducted formally or informally, depending on the objective of the meeting and the circumstances. The following guidelines for taking minutes for committees, ministry teams, or for business meetings are based on Robert's Rules of Order.
STEP 1 – The clerk needs to obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy. It is also advisable to have a copy of the organization’s Constitution and bylaws and any other guiding documents.
STEP 2 - Sit beside (or close to) the chairperson for convenient clarification or help as the meeting proceeds.
STEP 3 - Write "Minutes of the meeting of (exact association/church name)."
STEP 4 - Record the date, time and place of the meeting.
STEP 5 - Circulate a sheet of paper for attendees to sign. (This sheet can also help identify speakers by seating arrangement later in the meeting.) If the meeting is an open one, write down only the names of the attendees who have voting rights.
STEP 6 - Note who arrives late or leaves early so that these people can be briefed on what they missed.
STEP 7 - Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place.
STEP 8 - Record the motions made and the names of people who originate them.
STEP 9 - Record whether motions are adopted or rejected, how the vote is taken (by show of hands, voice or other method) and whether the vote is unanimous.
STEP 10 - Focus on recording actions taken by the group. Avoid writing down the details of each discussion.
STEP 1 – The clerk needs to obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy. It is also advisable to have a copy of the organization’s Constitution and bylaws and any other guiding documents.
STEP 2 - Sit beside (or close to) the chairperson for convenient clarification or help as the meeting proceeds.
STEP 3 - Write "Minutes of the meeting of (exact association/church name)."
STEP 4 - Record the date, time and place of the meeting.
STEP 5 - Circulate a sheet of paper for attendees to sign. (This sheet can also help identify speakers by seating arrangement later in the meeting.) If the meeting is an open one, write down only the names of the attendees who have voting rights.
STEP 6 - Note who arrives late or leaves early so that these people can be briefed on what they missed.
STEP 7 - Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place.
STEP 8 - Record the motions made and the names of people who originate them.
STEP 9 - Record whether motions are adopted or rejected, how the vote is taken (by show of hands, voice or other method) and whether the vote is unanimous.
STEP 10 - Focus on recording actions taken by the group. Avoid writing down the details of each discussion.
Minute Taking Tips
TIP 1 - You do not need to record topics irrelevant to the business being discussed. Taking minutes is not the same as taking dictation.
TIP 2 - Consult only the chairperson or executive officer, not the attendees, if you have questions.
TIP 2 - Consult only the chairperson or executive officer, not the attendees, if you have questions.
STEPS TO TRANSCRIBING MINUTES
STEP 1 - Transcribe minutes soon after the meeting, when your memory of the event is still fresh.
STEP 2 - Follow the format used in previous minutes.
STEP 3 - Preface resolutions with "RESOLVED, THAT..."
STEP 4 - Consider attaching long resolutions, reports or other supplementary material to the minutes as an appendix.
STEP 5 - Write "Submitted by" and then sign your name and the date.
STEP 6 - Place minutes chronologically in a record book.
STEP 2 - Follow the format used in previous minutes.
STEP 3 - Preface resolutions with "RESOLVED, THAT..."
STEP 4 - Consider attaching long resolutions, reports or other supplementary material to the minutes as an appendix.
STEP 5 - Write "Submitted by" and then sign your name and the date.
STEP 6 - Place minutes chronologically in a record book.
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Bobby Gilstrap, DoM
Huron & Southeastern Baptist Assocaitions
Michigan
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