The words you are searching are inside this book. To get more targeted content, please make full-text search by clicking here.
Discover the best professional documents and content resources in AnyFlip Document Base.
Search
Published by rcgsecretary592, 2018-09-25 22:36:32

The Art of Minute Taking (1)

The Art of Minute Taking (1)

Secretary Challenge 2018-2019
The Art of Minute Taking

Presenters:
Secretary: Stephanie Noble
Assistant Secretary: Sheba Thomas



The importance of minute taking 
 

● Minutes are used to document business
conducted at a meeting. Typically, they will
describe the events of a meeting, include a
list of participants, record issues discussed
and decisions made concerning these issues.
Minutes can also be used as proof that a
meeting took place to provide reference for
those who were unable to attend.

Role of the RCG Secretary 
 

● Maintaining all club records, including
membership, committee appointments,
attendance, dues payments, and important
club documents such as the club’s certificate
of organization, budgets, and reports.

● Notifying the sponsor Rotary club of club
members who are turning 30, to help it
identify potential Rotarians.

● Providing club and member information to
the president for regular updates to Rotary
International.

Guidelines to minute taking 

 

● Taking minutes — a clear, concise written
record of meeting discussion

● Minutes should cover these points:
○ Date, time, and place
○ Presiding officer
○ Attendance
○ Approval and correction of last
meeting’s minutes
○ Treasurer’s statement
○ Summary of reports from officers and
committees
○ Summary of agenda (including old and
new business) and
○ Actions taken at all club meetings
○ Announcements
○ Adjournment

Preparation before minute taking 

 

● Read the minutes from the previous
meeting

● Read the meeting agenda
● If the minute taker will be contributing

to a particular discussion in the meeting,
an alternative minute taker should be
appointed to minute that point of the
meeting
● Plan the timing of agenda items
● Be aware of the jargon or technical
terms that may be used during the
meeting

During Minute Taking

● Record the time and date of the meeting
● Ensure all participants are present
● Record relevant points made by each

speaker
● Listen effectively to ensure accuracy
● If some points made are unclear, ask for

clarification
● Ensure the meeting is kept on track in

terms of timing and discussions. Advise
chairperson if otherwise
● Take note of the time, date and venue of
the next meeting

After Minute Taking

● Address any unclear points with the
chairperson or relevant participant
before they leave

● Read over minutes and ensure they are
legible

● Write up and proofread the minutes as
soon as possible after the meeting

● Send copy to chairperson and other
relevant participants

● Recommend a deadline date for the
approval to the chairperson

● Make any amendments requested.
Propose a deadline date for their
approval to the chairperson

● Ensure the minutes are reviewed in time
for the next meeting

Reference

● Reference
https://www.governancenz.org/Story?A
ction=View&Story_id=2466


Click to View FlipBook Version