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Minute Keeping C-29
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The minutes are the record of official meetings and papers and reports to need to jot down more of the • Distribute minutes to all members
business actions of a group. They be presented. Be familiar with the discussion than you’ll finally or read them at the next meeting.
may also include notes about meeting agenda and the record. Clearly indicate the action: That will depend on the type of
discussion, primarily for background constitution and bylaws. VOTED, TABLED, DEFEATED, group, timing of the next meeting
and reference in interpreting votes. • Arriving at all meetings early or AMENDED. and availability of duplicating
The intention of minute keeping is to enough to be ready to write when • Record business items that are facilities.
summarize the key points of a the meeting begins. postponed to a specific time, or
meeting, not make a verbatim report. • Bring several pens or sharp pencils, referred to a committee.
a notebook or other materials you • Record assignments of individuals Skills and Attributes
will need. or committees. Needed
Common Practices
• Record the name of the group, the • Note times of future meetings.
Minutes are the responsibility of the place, time and type of meeting. • Follow the appropriate format. • Knowledge of meeting procedures,
especially Robert’s Rules of
secretary to a group. Occasionally Indicate members present by name When groups meet often and have
people are asked to fill in for a or note that the presiding officer many items of business, it may help Order.
secretary or to take minutes for an ad indicated a quorum was present. to develop a numbering system. • Capacity to take notes rapidly.
hoc group. In some groups, very You may want to name absent For example, to indicate that the • Good command of spelling and
formal recordkeeping is necessary. members, if that is the group’s vote to adopt the budget was the writing.
Some minutes are legal documents practice. second vote of the third meeting in • Ability to listen carefully.
with official votes of the • Record when and by whom the 1995 of the Board of Trustees, • Ability to summarize in simple
congregation, while others are used meeting was convened. Include write in the left or right margin: language.
only for reference at a later meeting. opening activities, such as prayer Adoption of Budget 95-3 BT 2 • Objectivity and sensitivity.
Some people use shorthand or a or devotions or Bible study. • Summarize accurately and fairly all
laptop computer to help them take • Record actions regarding minutes points of view; avoid unnecessary
Ways to Increase
notes faster and more easily. Others of previous meetings, financial detail.
use a tape recorder as a back-up at the reports and committee reports. List • Make sure your minutes are Skills, Knowledge and
same time they take notes. If the name of each person reporting. understandable to people who were
something is unclear in their notes, In a small meeting, a seating chart not at the meeting. Effectiveness
they can refer to the tapes. (Listening may help you identify persons • Transcribe the minutes • Study documents: the proposed
to the whole tape will take as long as speaking. In a large group, such as immediately, while your memory is agenda and reports and minutes of
attending the meeting, so it is used a Congregational meeting, each fresh.
previous meetings.
only for problem areas.) person should identify himself or • Keep the minutes in a notebook. • Talk about expected actions with
herself when speaking. File the agenda and any materials the chairperson before the meeting.
Responsibilities • Record all motions accurately and used at the meeting with the • Ask your group occasionally to
mark them in the text so that they minutes. Usually you’ll keep the
reflect on the minutes and tell
To do a good job of taking minutes, can easily be located for quick notebook until the end of your
whether they are clear or have too
you’ll have responsibilities before, reading. If motions are presented term. At that time, the minutes will
much or too little information.
during and after each meeting. You’ll orally, ask for them to be repeated be turned over to your successor or • Use shortcuts and timesavers:
be responsible for most or all of the for confirmation. Include points the church office. Sometimes a
Number agenda items for easy
following: from the discussion of the motion duplicate is kept in the church
reference, list members of the
• Preparing before each meeting by to clarify the action or identify office.
committee before the meeting,
reading minutes of previous points of view. You’ll probably
Minute Keeping C-29
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• draw up a seating chart and (cid:131) Speed in writing.
indicate motions in your notes by (cid:131) Practice in summarizing.
circling them. (cid:131) Parliamentary procedure.

• Practice summarizing and (cid:131) Transcribing minutes quickly.
increasing your note taking speed • How can you get help in your areas

in situations where you are not of need?

required to take minutes.
• Learn as much as possible about
the group’s work.

• If no particular format for minutes

has been set, look at different
formats and find one that seems to

suit you and your group.

• Study parliamentary procedure by
attending a seminar or reading and
studying Robert's Rules of Order

Newly Revised in Brief by Henry

M. Robert, III, et al. (New York:
HarperCollins, 2004).

Issues Facing the

Church

• Sometimes only women are

expected to take minutes. What

does this say?
• Does the person taking the minutes

participate in the meeting? How

can your group be sensitive to the

need for you to do both?

Questions

• What ideas were new to you?
• What do you think you do best in

keeping minutes?
• In which of these areas do you need © 2005, Parish Life and Leadership Ministry
the most work: Team of Local Church Ministries, a
(cid:131) Developing a format for minutes CChorviesnt anted Ministry of the United Church of