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It also outlines what not to include, plus distribution, attachments, approval, signature, and keeping minutes in a minutes book.",{"@graph":14,"@context":73},[15,34,56],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/document/","Document",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/document/research-report/","Research & Report",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/document/how-to-write-and-keep-meeting-minutes/326410/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/how-to-write-and-keep-meeting-minutes/326410.png","ImageObject",300,407,{"name":42,"@type":43},"Ophelia","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/pdf","2026-11-05","2026-09-21",true,{"@type":52,"interactionType":53,"userInteractionCount":55},"InteractionCounter",{"@type":54},"ViewAction",15,{"@type":57,"mainEntity":58},"FAQPage",[59,65,69],{"name":60,"@type":61,"acceptedAnswer":62},"What information should appear in the first paragraph of meeting minutes?","Question",{"text":63,"@type":64},"Include the kind of meeting, the organization name, the date and time, the meeting place (if not always the same), officers present or their substitutes, and the record of action taken on the minutes of the previous meeting.","Answer",{"name":66,"@type":61,"acceptedAnswer":67},"How should motions and votes be recorded in the minutes?",{"text":68,"@type":64},"Record each motion as a separate paragraph with the exact wording right before the vote, the outcome and disposition, and the maker’s name; include vote counts and teller reports when counted, and individual vote records in roll call votes.",{"name":70,"@type":61,"acceptedAnswer":71},"What should not be included in meeting minutes?",{"text":72,"@type":64},"Do not include the secretary’s opinion or interpretation, judgmental phrases like “heated debate” or “valuable comment,” the discussion of what was said (since minutes record actions), withdrawn motions, or the name of a seconder when unnecessary.","https://schema.org",{"og:url":32,"og:type":75,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":77,"canonical":32},"index,follow",{"doc_id":79,"site_id":7},326410,1790313917,{"code":4,"msg":82,"data":83},"success",[84,88,92,96,101,106,111,115,120,123,127],{"id":22,"doc_module":4,"doc_module_name":25,"category_name":85,"show_sort_weight":86,"slug":87},"Story & Novel",90,"story-novel",{"id":26,"doc_module":4,"doc_module_name":25,"category_name":89,"show_sort_weight":90,"slug":91},"Literature",80,"literature",{"id":33,"doc_module":4,"doc_module_name":25,"category_name":93,"show_sort_weight":94,"slug":95},"Exam",70,"exam",{"id":97,"doc_module":4,"doc_module_name":25,"category_name":98,"show_sort_weight":99,"slug":100},5,"Comic",60,"comic",{"id":102,"doc_module":4,"doc_module_name":25,"category_name":103,"show_sort_weight":104,"slug":105},6,"Technology",50,"technology",{"id":107,"doc_module":4,"doc_module_name":25,"category_name":108,"show_sort_weight":109,"slug":110},7,"Healthcare",40,"healthcare",{"id":112,"doc_module":4,"doc_module_name":25,"category_name":29,"show_sort_weight":113,"slug":114},8,30,"research-report",{"id":116,"doc_module":4,"doc_module_name":25,"category_name":117,"show_sort_weight":118,"slug":119},9,"Religion & Spirituality",20,"religion-spirituality",{"id":118,"doc_module":4,"doc_module_name":25,"category_name":121,"show_sort_weight":118,"slug":122},"World Cup","world-cup",{"id":124,"doc_module":4,"doc_module_name":25,"category_name":125,"show_sort_weight":124,"slug":126},10,"Lifestyle","lifestyle",{"id":128,"doc_module":4,"doc_module_name":25,"category_name":129,"show_sort_weight":97,"slug":130},19,"General","general",{"code":4,"msg":82,"data":132},{"doc_id":79,"user_id":133,"nickname":42,"user_avatar":134,"doc_module":4,"category_id":112,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":135,"file_id":136,"file_url":137,"file_type":138,"file_size":139,"view_count":55,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":30,"language":140,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":141,"faqs":142,"seo_title":143,"seo_description":12,"update_tm":144,"read_time":112,"preview_page_count":4},7971461741311,"https://ap-avatar.wpscdn.com/avatar/74000253aff267980c6?x-image-process=image/resize,m_fixed,w_180,h_180&k=1779345379180704826","How to Write and Keep Meeting Minutes  \nDEFINED  \nMinutes are the official record of an organization. It is crucial that they are accurate since they are the legal record of the proceedings and actions of the organization  \nBASED ON  \nRobert’s Rules of Order Newly Revised, 11th, 2011 Edition  \nCONTENT  \nFirst paragraph: Kind of meeting (regular, special, etc.); the name of the organization; the date and time of the meeting; place of the meeting, if it isn’t always the same; that the regular chairman and secretary were present or, in their absence, the names of the persons who substituted for them; and record of the action taken on the minutes of the previous meeting. Any corrections approved by the members are made in the text of the minutes and then noted that the minutes were approved as corrected, without including the specific corrections in the minutes of the current meeting. While Robert’s does not require inclusion of the approximate number of members present and the establishment of a quorum, many organizations choose to include that information in the minutes.  \nThe body should include, with each motion being a separate paragraph:  \n􀁸 The exact wording of motions right before the vote, whether it passed or failed, and the way they were disposed of, along with the name of the maker.  \n􀁸 If the vote was counted, the count should be recorded. Tellers’ reports, if there are any, are included. In roll call votes the record of each person’s vote is included.  \n􀁸 Notices of motions given at one meeting to be voted on at the next meeting – previous notice is sometimes required (e.g. amendments ofthe bylaws) .  \n􀁸 Points of order and appeals.  \n􀁸 Secondary motions that were made but not yet voted on, in cases where it is necessary to record them for completeness or clarity, e.g. a main motion, a primary amendment, a secondary amendment and the motion to postpone to the next meeting were all made and are pending. If the motion to postpone passes, the minutes of the meeting should including the wording of the main motion, the primary amendment, and the secondary amendment so that at the next meeting everyone is aware of exactly what motions will come before the assembly during Unfinished Business.  \n􀁸 The complete substance of oral committee reports that are given in small assemblies.  \n􀁸 The fact that the assembly went into committee of the whole, a parliamentary tool used more by legislative bodies than by nonprofit groups, but not the proceedings. The report of the committee of the whole is included.  \n􀁸 Proceedings under Informal Consideration are recorded.  \n􀁸 The Assembly may order that a report of great importance be entered in the minutes.  \n􀁸 Name and subject of the guest speaker may be entered, but the minutes should not include a summary of the speaker’s remarks.  \nLast paragraph: hour of adjournment  \nNOT INCLUDED  \n􀁸 The opinion or interpretation of the secretary  \n􀁸 Judgmental phrases e.g.“heated debate” or “valuable comment”  \n􀁸 Discussion: Minutes are a record of what was done at the meeting, not what was said atthe meeting  \n􀁸 Motions that were withdrawn  \n􀁸 Name of seconder is unnecessary  \nDISTRIBUTION OF MINUTES  \nI recommend sending the minutes out in advance of the next meeting. Actually, it is best to send them out as soon as possible after the meeting, while members still remember what occurred and when. The problem with sending them out before they are approved is that there are eventually two sets of minutes of the same meeting distributed – the draft version and the adopted version. This potential problem is averted by simply labeling the draft minutes which are distributed before next meeting as draft minutes and the approved minutes as approved, giving date of approval. The heading draft or approved should go at the top of the first page of the minutes in the title and in the footer on each page of the minutes.  \nATTACHMENTS  \nThe official copy of the minutes should have attached to it the original s","cbCaimzfaKSbCwsJ","https://ap.wps.com/l/cbCaimzfaKSbCwsJ","pdf",207235,"English","# Defined\n## Minutes as the official legal record\n# Based on\n## Robert’s Rules of Order Newly Revised\n# Content\n## What to include (first paragraph)\n## Motion-by-motion body requirements\n## Last paragraph and distribution of adjournment time\n## Not included\n# Distribution of minutes\n## Timing and labeling draft vs approved\n# Attachments\n## Required attached documents\n# Approval\n## Corrections process and special cases\n# Signature\n## Secretary/president sign-off and wording\n# Minutes book\n## Official entry and custody","[{\"question\":\"What information should appear in the first paragraph of meeting minutes?\",\"answer\":\"Include the kind of meeting, the organization name, the date and time, the meeting place (if not always the same), officers present or their substitutes, and the record of action taken on the minutes of the previous meeting.\"},{\"question\":\"How should motions and votes be recorded in the minutes?\",\"answer\":\"Record each motion as a separate paragraph with the exact wording right before the vote, the outcome and disposition, and the maker’s name; include vote counts and teller reports when counted, and individual vote records in roll call votes.\"},{\"question\":\"What should not be included in meeting minutes?\",\"answer\":\"Do not include the secretary’s opinion or interpretation, judgmental phrases like “heated debate” or “valuable comment,” the discussion of what was said (since minutes record actions), withdrawn motions, or the name of a seconder when unnecessary.\"}]","How to Write and Keep Meeting Minutes | PDF",1789974024]