The minutes are the official, legal records of the action, which has taken place during an assembly, or meeting of an organization, committee, or board, at which a quorum was present and business was transacted.
The purpose of the minutes is to:
- Provide the organization with a legal record in the cases where the actions of the organization are juridically questioned.
- Provide a review of the actions taken at a previous meeting for the members who were present at the meeting.
- Inform members who were absent of business transacted at the meeting.
- Provide the organization with records of attendance, work of officers, platforms, history, purchases, and other information.
The minutes should be on a least 8 ½” x 11” paper with ample margins to allow for corrections and binding. The pages should be numbered and dated. Bound volumes may be in one, two, three, or more years, whichever will be of greater convenience for the Chapter.
The minutes are divided into three sections: The heading, main body, and closing.
- The kind of meeting: regular, special, adjourned regular or adjourned special.
- The name of the organization
- Date, time, and place of meeting
- Presence of a quorum, names of presiding officer and Secretary or the absence thereof; the name(s) of pro term officers.
- Statement of action on the previous meeting’s minutes, approved, corrected and approved, or postponed.
- Hearing of reports of officers and standing committees and action taken.
- All main motions or motions to bring a question again before the assembly (i.e., to rescind), motions that are withdrawn are not included. The final disposition (action) on the motions; adopted, referred, postponed, or rejected.
- All points of order, appeals whether sustained or lost, together with reasons given by the chair for the ruling.
- The minutes should include the exact time that the meeting ends. Example: “Meeting adjourned at 1:30 p.m.”
The minutes should be signed personally in script by the Secretary responsible for the preparation.