How to write minutes:
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Obtain the meeting agenda, minutes from the last
meeting, and any background documents to be discussed. Consider a tape recorder
for better reporting of particular statements.
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Sit beside the chairman for convenient clarification
or help as the meeting proceeds.
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Write "Minutes of the meeting of (exact
association name)."
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Record the date, time and place of the meeting.
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Write the names of people present if there are fewer
than 20. Circulate a sheet of paper for attendees to sign in. (This sheet can
also help identify speakers by seating arrangement later in the meeting.)
Record only the names of attendees with voting rights if the meeting is an open
one.
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Note people who arrive late or leave early so that
they can be briefed on what they missed.
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Write down items in the order that 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.
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Record the motions made and the names of people who
originate them.
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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.
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Focus on recording actions taken by the group. Avoid
writing down the details of each discussion.