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
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