MINUTES OF MEETING MINUTES also known as protocols, are the instant written record of a meeting or hearing often give

an overview of the structure of the meeting often created at the moment of the hearing by a typist or court recorder at the meeting may be audio- recorded or notes taken brief and concentrate on material issues the minutes of certain entities and other important legal documents must be kept Public Minutes speakers' words are recorded verbatim, or with only minor paraphrasing required at public hearings that are called to address a particular issue, as distinct from other types of public meetings, which may not strictly require verbatim records of all comments made Things to Consider Before the Meeting Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder. Make sure your tool of choice is in working order and have a backup just in case. Use the meeting agenda to formulate an outline. During the Meeting Pass around an attendance sheet. Get a list of committee members and make sure you know who is who. Note the time the meeting begins. Don't try to write down every single comment -- just the main ideas. Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion. Make note of any motions to be voted on at future meetings. Note the ending time of the meeting. After the Meeting Type up the minutes as soon as possible after the meeting, while everything is still fresh in your mind. Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. Include the time the meeting began and ended. Proofread the minutes before submitting them.

Steps on Taking Minutes of Meeting

Step 1 Obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy. Step 2 Sit beside the chairperson for convenient clarification or help as the meeting proceeds. Step 3 Write "Minutes of the meeting of (exact association name)." Step 4 Record the date, time and place of the meeting. Step 5 Circulate a sheet of paper for attendees to sign.

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.

MINUTES OF MEETING 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.

FORMAT 1. HEADING includes where and when the meeting was held 2. PRESENT who was there 3. APOLOGIES FOR ABSENCE who should have been there, but was not 4. MINUTES OF THE PREVIOUS MEETING 5. SIMPLE STATEMENTS what actually occurred at the meeting 6. ANY OTHER BUSINESS other matters 7. DATE, TIME AND LOCATION OF NEXT MEETING MINUTES OF MEETING SAMPLE OF MINUTES

 Tips on writing: 1. Keep your minutes brief and to the point. Give complete information on each topic, but don't be too lengthy. 2. Be specific. If you are referring to a sales department, specify "the shoe sales department on the third floor." 3. Use the names and titles of people such as "Ms. Harriet Smith, head of the Finance Department," rather than referring to "the head of the Finance Department." 4. Be objective and impartial. Avoid using adjectives and adverbs that suggest either good or bad qualities such as the "capable" assistant or the "comprehensive" report.

II. Minutes, also known as protocols, are the instant written record of a meeting or hearing. They often give an overview of the structure of the meeting, starting with a list of those present, a statement of the various issues before the participants, and each of their responses thereto. They are often created at the moment of the hearing by a typist or court recorder at the meeting, who may record the meeting in shorthand, and then prepare the minutes and issue them to the participants afterwards. Alternatively, the meeting may be audio recorded or notes taken, and the minutes prepared later. However it is often important for the minutes to be brief and concentrate on material issues rather than being a verbatim report, so the minute-taker should have sufficient understanding of the subject matter to achieve this. The minutes of certain entities, such as a corporate board of directors, must be kept and are important legal documents.

Public minutes
Most public meetings and governmental hearings follow prescribed rules. Often speakers' words are recorded verbatim, or with only minor paraphrasing, so that every speaker's comments are included. This is generally required at public hearings that are called to address a particular issue, as distinct from other types of public meetings, which may not strictly require verbatim records of all comments made.

Format
Generally, minutes begin with the name of the body (eg a committee) holding the meeting, place, date, list of people present, and the time that the chair called the meeting to order. The minutes then record what was actually said at the meeting, either in the order that it was actually said or in a more coherent order, regardless of whether the meeting follows (or ignores) any written agenda. A less often used format may record the events in the order they occur on the written agenda, regardless of the actual chronology. Since the primary function of minutes is to record the decisions made, any and all official decisions must be included. If a formal motion is proposed, seconded, passed, or not, then this is recorded. The voting tally may also be included. The part of the minutes dealing with a routine motion might note merely that a particular motion was "moved by Ann and passed unanimously." It is not necessary to include the name of the person who seconds a motion. Where a tally is included, it is sufficient to record the number of people voting for and against a motion (or abstaining), but requests by participants to note their votes by name may be allowed. If a decision is made by roll call vote, then all of the individual votes are often recorded by name. If it is made by general consent without a formal vote, then this fact may be recorded. Tallies may be omitted in some cases (e.g. a minute might read "After voting, the Committee agreed to..."). It is also often common for adherents to the "less is more" approach to include certain facts: for example, that financial reports were presented, or that a legal issue (such as a

potential conflict of interest) was discussed, or that a particular aspect of an issue was duly considered, or that a person arrived late (or left early) at a particular time. The minutes may end with a note of the time that the meeting was adjourned. Minutes in businesses and other private organizations are sometimes submitted by and over the name of the officer of the organization or committee who is responsible for them (often the Secretary - not the typist, even if the typist actually drafted the document!) at a subsequent meeting for review. The traditional closing phrase is "Respectfully submitted," (although that phrase is slowly falling out of use) followed by the officer's signature, his or her typed (or printed) name, and his or her title. If the members of the committee or group then agree that the written minutes reflect what happened at the meeting, then they are approved, and the fact of their approval is recorded in the minutes of the current meeting. If there are major errors or omissions, then the minutes will be redrafted and submitted again at a later date. However minor changes may be made immediately, and the amended minutes may be approved "as amended" or e.g. "subject to adding Amanda Schroder's name to the list of attendees". It is normally appropriate to send a draft copy of the minutes to all the members in advance of the meeting so that the meeting need not be delayed while everyone reads and corrects the draft. It is also unwise to approve minutes which one has not read. Business and other meetings commonly assign tasks to individuals (or bodies). Usually (but not always) this is someone who is attending the meeting. This is known as "placing an action". The assignment of a task to an individual is an important decision by the meeting and so all actions must be accurately recorded in the minutes. Reviewing past actions often takes a prominent place in the agenda.

Taking Meeting Minutes At some point your boss may ask you to take minutes at a meeting. This task isn't reserved for secretaries only. Any person who attends a meeting may be asked to do this. Since the minutes will serve as an official record of what took place during the meeting, you must be very accurate. Here are some pointers to help you master this skill. Before the Meeting Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder. Make sure your tool of choice is in working order and have a backup just in case. Use the meeting agenda to formulate an outline.

During the Meeting Pass around an attendance sheet. Get a list of committee members and make sure you know who is who. Note the time the meeting begins. Don't try to write down every single comment -- just the main ideas.

Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion. Make note of any motions to be voted on at future meetings. Note the ending time of the meeting.

After the Meeting Type up the minutes as soon as possible after the meeting, while everything is still fresh in your mind. Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. Include the time the meeting began and ended. Proofread the minutes before submitting them

III. Business meetings may be conducted formally or informally, depending on the company and the circumstances. Taking good minutes during a business meeting can be a crucial time and headache saver and it's a skill that is greatly appreciated by employers. The following guidelines are based on Robert's Rules of Order. Taking Minutes Step 1 Obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy. Step 2 Sit beside the chairperson for convenient clarification or help as the meeting proceeds. Step 3 Write "Minutes of the meeting of (exact association 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. For small meetings, write the names of the attendees who approve, oppose and abstain from each motion. Step 10 Focus on recording actions taken by the group. Avoid writing down the details of each discussion.

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

IV. Writing help: how to take minutes at meetings

It is important to keep a record of those discussions and decisions in an organized fashion. By remembering a few essential elements, you can learn how to take notes at a meeting easily and effectively. If you ever find yourself in the precarious position of having to take minutes at a meeting and dont have a clue of how to go about doing it, dont panic! It wont be a daunting task, if you remember a few of the essential elements of note taking. The decisions made and issues discussed during a meeting are crucial to the continued functioning of a business or organization. Therefore, it is important to keep a record of those discussions and decisions in an organized fashion. Before the meeting starts, take a few minutes to gather your thoughts. You should review a copy of the agenda to understand what the meeting is about. Also, examine the names of attending participants in order to become familiar with the context of the meeting. The more you know about the upcoming discussions and participants, the more effective your notes will be. You can also use the agenda to serve as the format for the minutes. Before the meeting begins, prepare an outline using the topics from the agenda and leave plenty of white space for notes. Remember to include all essential elements, such as the date and time, venue, agenda, names of the participants, time of adjournment and next meeting date. By having the topics already written down, you can jump right on to a new topic. If you are not familiar with the participants in the group, you might even want to prepare an attendance checklist. As people enter the room, check off the names. Or, you can pass around a sheet for everyone to sign as the meeting starts. To be sure about who said what,

make a map of the seating arrangement, and make sure to ask for introductions of unfamiliar people. You will find that taking meeting notes is also easier when you are not a participant in the discussion. Not only does this make you impartial and objective in what you write, but it is also very difficult to take minutes of a meeting that you are expected to talk, too. As the note taker, your focus should be to capture the discussion of the meeting, not on leading or participating in the discussion. You are not in charge of the meeting, the chairperson is. Use whatever recording method is comfortable for you: a notepad, laptop computer, tape recorder, steno pad or shorthand. If you are uneasy about taking notes or know that you may have to speak, it might be a good idea to use a tape recorder as a backup. If you are going to be a participant in the meeting, you should also be prepared! Study the issues to be discussed and have your questions ready ahead of time. If you have to concentrate on understanding the issues while you are taking notes, they wont make much sense to you later. Another important aspect to remember is that writing minutes is not the same as transcribing. Effective note taking does not mean you are recording every word that is spoken, this could lead to you missing the most important points. Concentrate on getting the gist of the discussion and taking enough notes to summarize it later. The minutes of a meeting should serve as snapshot of the decisions and discussions, so keep them brief and to the point. It may also help to attach any materials or brochures that were handed out at the meeting to the notes. Having this documentation should make your job easier because you can reference the handouts in your notes rather than include all of their contents. The documentation may also help you should you need to refresh your memory about a topic when finalizing the minutes. You should type up your minutes right after the meeting has ended so it still fresh in your mind. The longer you wait to do put your notes in a draft format, the greater the possibility of forgetting a critical point. Once you have finished with the draft of the minutes, be sure to double-check it for typographical errors before sending it to the participants. It is probably wise to keep all rough notes until the minutes have been approved. Once all of the participants have signed off on the draft, you can finalize the minutes and throw your notes away. You should keep all of the handouts and attach them to the minutes for future reference. Dont be intimidated by the prospect of taking minutes. Concise and coherent minutes are the mark of a professional. The very process of recording minutes can give you a better understanding of the issues faced by your organization or company, along with the ability to focus on what is important.

V. Tip: Minutes of meetings: Here are a few tips for those who asked for this information:
1. Keep your minutes brief and to the point. Give complete information on each topic, but don't be too lengthy. 2. Be specific. If you are referring to a sales department, specify "the shoe sales department

on the third floor." 3. Use the names and titles of people such as "Ms. Harriet Smith, head of the Finance Department," rather than referring to "the head of the Finance Department." 4. Be objective and impartial. Avoid using adjectives and adverbs that suggest either good or bad qualities such as the "capable" assistant or the "comprehensive" report.

VI. Basic Sample of Board of Directors Meeting Minutes.

Description of Minutes (a sample report of minutes is included later in this document) The following sample agenda represents typical format and content of a board meeting minutes report. This sample should be customized to the particular culture and purpose of the organization. Note that board meeting minutes are very important. Minutes are considered legal documents by the auditors, IRS and courts, and they represent the actions of the board. Many assert that if it's not in the minutes, it didn't happen. There is no standardized level of content and format for board minutes. In courts, as important as what you did is that you were reasonable when you did it. Therefore, sufficient information should be included to describe how board members reasonably came to reasonable decisions. Include the name of the organization, date and time of meeting, who called it to order, who attended and if there a quorum, all motions made, any conflicts of interest or abstainments from voting, when the meeting ended and who developed the minutes. The secretary of the board usually takes minutes during meetings. Written minutes are distributed to board members before each meeting for member's review. Minutes for the previous meeting should be reviewed right away in the next meeting. Any changes should be amended to the minutes and a new version submitted before the next meeting where the new version is reviewed to be accepted. Minutes should be retained in a manual and shared with all board members.

Sample of Board Meeting Minutes Name of Organization

Board Members: Present: Bhata Bhatacharia, Jon White Bear, Douglas Carver, Elizabeth Drucker, Pat Kyumoto, Jack Porter, Mary Rifkin and Leslie Zevon Absent: Melissa Johnson Quorum present? Yes Others Present: Exec. Director: Sheila Swanson Other: Susan Johns, Consulting Accountant Proceedings:

 Meeting called to order at 7:00 p.m. by Chair, Elizabeth Drucker (Last month's) meeting minutes were amended and approved Chief Executive's Report: - Recommends that if we not able to find a new facility by the end of this month, the organization should stay where in the current location over the winter. After brief discussion, Board agreed. - Staff member, Jackson Browne, and Swanson attended the National Practitioner's Network meeting in Atlanta last month and gave a brief extemporaneous presentation. Both are invited back next year to give a longer presentation about our organization. After brief discussion, Board congratulated Swanson and asked her to pass on their congratulations to Browne as well. - Drucker asserts that our organization must ensure its name is associated with whatever materials are distributed at that practitioner's meeting next year. The organization should generate revenues where possible from the materials, too. - Swanson mentioned that staff member, Sheila Anderson's husband is ill and in the hospital. MOTION to send a gift to Anderson's husband, expressing the organization's sympathy and support; seconded and passed. Finance Committee report provided by Chair, Elizabeth Drucker: - Drucker explained that consultant, Susan Johns, reviewed the organization's bookkeeping procedures and found them to be satisfactory, in preparation for the upcoming yearly financial audit. Funds recommends that our company ensure the auditor provides a management letter along with the audit financial report. - Drucker reviewed highlights, trends and issues from the balance sheet, income statement and cash flow statement. Issues include that high accounts receivables require Finance Committee attention to policies and procedures to ensure our organization receives more payments on time. After brief discussion of the issues and suggestions about how to ensure receiving payments on time, MOTION to accept financial statements; seconded and passed. Board Development Committee's report provided by Chair, Douglas Carver: - Carver reminded the Board of the scheduled retreat coming up in three months, and provided a drafted retreat schedule for board review. MOTION to accept the retreat agenda; seconded and passed. - Carver presented members with a draft of the reworded By-laws paragraph that would allow members to conduct actions over electronic mail. Carver suggested review and a resolution to change the By-laws accordingly. Kyumoto suggested that Swanson first seek legal counsel to verify if the proposed change is consistent with state statute. Swanson agreed to accept this action and notify members of the outcome in the next Board meeting. Other business: - Porter noted that he was working with staff member, Jacob Smith, to help develop an information management systems plan, and that two weeks ago he (Porter) had mailed members three resumes from consultants to help with the plan. In the mailing, Porter asked members for their opinions to help select a consultant. Porter asked members for their opinions. (NOTE: Zevon noted that she was also a computer consultant and was concerned about conflict of interest in her Board role regarding this selection, and asked to be ABSTAINED from this selection. Members agreed.) The majority of members agreed on Lease-or-Buy Consultants. MOTION to use Lease-or-Buy Consultants; seconded and passed. - Swanson announced that she had recently hired a new secretary, Karla Writewell. Assessment of the Meeting: - Kyumoto noted that the past three meetings have run over the intended two-hour time slot by half an hour. He asked members to be more mindful and focused during discussions, and suggested that the Board Development Chair take an action to identify solutions to this

issue. Chair, Carver, agreed. Meeting adjourned at 9:30 p.m. Minutes submitted by Secretary, Bhata Bhatacharia

By: Kristine Dysico Lemeul Pascual Rina Castillo Kaycee Mendoza Noel Bautista Danica Soriano John Robin Villegas Reonel Garcia