Wednesday, July 20, 2011

Just a minute-I'm the secretary?

OK, club secretaries!  As promised, here's the first informational and enlightening blog post just for you!  (Anyone can read it, though!)

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
Minutes don't include discussion, the person who seconded a motion, withdrawn motions, or opinions.

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.

1 comment:

  1. Lion Bev, the secretary of Emmett Gem Lions club, says that she uses a template modified from the one provided by Lions International. A template is a good way to make sure you don't forget something, and it keeps the minutes in the same format each time. The Lions club template is pretty bare bones:, but you could add to it, as Bev did, to include other aspects of your meeting.