Writing minutes is important and necessary for any organization of any size. Their use is valuable not only to members but also to the legitimacy of the organization.

1. Minutes
Jacqueline Marazzi
CA NU CHI Unit
August 22, 2012
jm.prp15@gmail.com

2. Minutes… why we need them
 Organization action records
 Organization permanent records
 Member’s right to ask for the minutes
 Presiding officer’s guide for agendas
 Litigation if any.

3. Minutes… preparation to take minutes
 Arriveon time and perhaps earlier than
meeting time to take minutes
 Use agenda as a guideline
 Include only actions taken, no verbiage
 Ask presiding officer when clarification is
needed not the members.

4. Minutes – how to write them?
 Finalize the minutes as soon as the meeting
is over or the day after the meeting.
 Only actions taken are entered in the
minutes.
 Clear sentences only. Motions must be
complete and clear as to the intent.
 Edit, correct spelling and read them again
within a day.

5. Minutes… format follows the agenda
 Call to order
 Minutes approval
 Officers report
 Unfinished business
 New Business
 Announcements
 Signature

6. Minutes…what to do with them?
 Send copy to the presiding officer timely
 After the presiding officer has reviewed them send
them to the board members and/or members
depending on the organization
 Have organization minutes with you at every meeting
 Minutes are permanent records and must be kept in
a safe place