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From corporate board members to private club members, the meeting's minutes help keep agendas on track and document important decisions and motions. To maintain proper minutes, Robert's Rules of Order outlines rules for thorough minutes that allows an organization's meetings to stay organized and documented for future use and clarification.
Opening
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Start with the basic information. Show what kind of a meeting is taking place, whether it is a special meeting or a regular meeting. List the date, time and place. Note the name of the assembled group, as well as the members in attendance. Also include whether the minutes of the previous meeting were read.
Meeting
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For the main body of the meeting, notes should reflect motions, including withdrawn motions, and the questions, discussions and disposition of motions. The minutes should also include secondary motions and any information required to clarify the minutes. List points of order, appeals, and the reasoning behind rulings. If a motion is made, the name of the mover should be recorded. The name of the seconder need not be recorded unless the assembly wishes. The secretary should also record officer and committee reports, as well as new and unfinished business.
Wrap-Up
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The last part of a meeting's minutes should entail closing items, such as the time of adjournment. If the body calls for a follow-up meeting, this should be listed, as well as location. This is especially significant if the next meeting is held at a time and place that is not standard. The secretary should sign the minutes.
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