I'm already finding more things I should be doing as a club secretary. At the first board meeting, I totally forgot that I was supposed to take minutes! Fortunately, I was able to remember everything long enough to get it down on paper!
But what is supposed to be in the minutes anyway?
Minutes are just a record of the action taken at a meeting. According to "The Complete Idiot's Guide to Robert's Rules" they are "minutes, not hours-make them short and accurate." Most minutes for Lions Clubs will include:
- the name of the organization and type of meeting
- the date, time and place
- the person presiding at the meeting and the name of the person who took the minutes
- how many members were present (optional, but useful to establish a quorum)
- the motions made, who made them and the result
- committee reports attached or included in brief
After the minutes are approved, the secretary should mark them "approved", sign them, and keep a copy along with any written reports.
Pretty easy, huh? Just don't forget to take notes and you'll be fine!
Have an "addition to the minutes"? Use the comments link below.