CONTENT AND FORM OF THE MINUTES

 

Based on the current edition of Robert’s Rules of Order Newly Revised)

 

BY

 

Shane D. Dunbar (MEd), PRP, PAP (dunbar@northwest.net)

Professional Registered Parliamentarian, Professional Accredited Parliamentarian

The Parliamentary Procedure Instructional Materials Center----www.northwest.net/parli-pro

 

 

1.     The first paragraph contains:

 

a.      The kind of meeting  (regular, special, annual, or adjourned)

b.     The name of the group holding the meeting

c.      The date and hour of the meeting, and the place if it is not always the same

d.     A notation of the presence of the regular Presiding Officer and the Secretary, or the name of their substitutes

e.      Action taken on the minutes of the previous meeting (approved as read or as corrected or dispensed with, for later approval)

 

2.     The body of the minutes contains  (each subject covered should be written in a separate paragraph):

 

a.      Reports of officers, boards, standing committees, and special committees

(1)    Officers  (including the Treasurer’s report)

(2)    Board  (given by the Secretary for information)

(3)    Standing committees

(4)    Special committees

 

b.     Motions

(1)    Final wording of all main motions (with any adhering amendments) and any motion that brings a main question again before the assembly; also whether each was adopted, lost, or temporarily disposed of, but not if withdrawn

(2)    All notices of motions

(3)    All points of order and appeals, noting whether sustained or lost, the reason for each ruling by the chair

(4)    The name of the maker of important motions, but not of the seconder

(5)    All subsidiary, privileged, and incidental motions  (secondary motions) that were not lost or withdrawn if including them clarifies the minutes

           

c.      Announcements

 

3.     The last paragraph  (a sentence) contains the hour of adjournment.

 

4.     The minutes are closed with the signature and title of the Secretary.

 

 

OTHER TIPS FOR THE SECRETARY

 

 

Š       The name and subject of a quest speaker can be included in the minutes.  Do not include a summary of the remarks.

Š       Do not include what did not occur in the meeting.

Š       When the minutes have been approved, the word “Approved,” with the Secretary’s initials should be written below the minutes.

Š       When corrections are made, the error should be bracheted and the correction written on the facing page or in a wide margin.

Š       Minutes can be corrected years after they are approved.

Š       The Secretary should sit near the presiding officer.

Š       The names of those elected or appointed to committees should be listed.

Š       Motions should be recorded exactly as adopted.

Š       If a motion is long or difficult to record requested that it be submitted in writing.

Š       If a draft of the preceding meeting minutes are sent to all members, they need not be read unless requested.

Š       The fact that a motion was seconded is not included.

Š       “Respectfully submitted” is not necessary when the Secretary signs the minutes.

 

FORM OF THE MINUTES

 

 

      The regular meeting of the King County Garden Club was held on Thursday, June 21, 2001, at 7:00 P.M., at the  Edmonds Community College Horticulture building, the President being in the chair and the Secretary being present.  The minutes of the last meeting were read and approved.

 

     The Treasurer reported  receipts of $10,000 from a recent plant sale, current disbursements of $1000, and a balance on hand, June 21, of $20,130.87.  The report was filed.

 

     John Jones, reporting on behalf of the Membership Committee, moved “that our club’s brochure be mailed to all community college Horticulture students in Washington State.”  The motion was adopted after debate.

 

     The special committee appointed to decide the place and date of our next flower show reported, through its chairman, Mary Smith, a motion, which after debate was adopted as follows:  “That our next flower show be held at the Edmonds Arboretum on Saturday, July 21, 2001, from 9 A.M. to 9 P.M..”

 

     The motion relating to the purchase of a new computer and printer for our club, which was postponed from the last meeting, was then taken up. After debate, the motion was adopted as follows:  “That our club immediately purchase a new Hewlett Packard model 6830 computer and  a Hewlett Packard model 6831 laser printer.”

 

     Jenny Jones moved “that our club undertake the establishment of a youth garden club.”  Howard Price moved to amend the motion by adding the words “at our high school.”  The motion and the amendment were adopted after debate.

 

     Edna Fredrickson moved “that our club donate $2000 to the high school for their greenhouse construction fund.”  The question was postponed to the July meeting.

 

     Adam Fraser moved “that we set up a booth at the next state fair.”  The motion was lost.

 

     Helen Adamson moved “that we sponsor a fuchsia show new summer.”  On motion from Edna Fredrickson , the motion

was referred to a committee of  three to be appointed by the chair with instructions to report at the next regular meeting.  The chair appointed Jenny Jones, Adam Fraser, and Helen Adamson to the committee.

 

     The President introduced the guest speaker, Mr. Nathan Adam, whose subject was “Constructing a Home Greenhouse.”

 

     The meeting adjourned at 10:02 P.M.

 

 

                                                                                                          (signature)  Jesse Bronson, Secretary