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Pre-planning for the meeting will make it easier to take minutes and produce effective minutes. Meet with the staff liaison or chair to:  \n• Ensure the agenda format works well for taking minutes.  \n• Confirm all items of business are listed on the agenda.  \n• Confirm what final action should be expected for each item (i.e. , if a motion and vote are required, or direction to staff is needed, information presentation, or if the board has to make a choice between options presented) .  \n• Check to see if there is anything extra needed for that meeting.  \n• Prepare the minutes before the meeting (mock minutes)  \nTips for Taking Notes  \nCreate a template* using the agenda – fill out all information that already exists (headers, titles, agenda items, standard phrases) . This makes it easy for you to jot down notes, decisions, etc. , as the meeting progresses.  \n*If you take minutes on a computer, setup the template in the format of the final minutes to expedite preparing the draft minutes.  \n*If you are taking notes by hand, include space below each item on your outline for hand-written notes, then print these out and use this to capture minutes.  \nMacros (for standard phrases) can save you a lot of time and typing!  \nCheck-off attendees as they enter the room – prepare an attendance roster of board/committee members and staff, check them off as they arrive at the meeting. For the public, have those who speak at the meeting fill out attendance cards/list to get their names and subject of their testimony. In the minutes, only list guests who spoke at the meeting; do not list general audience that came to listen.  \nRecord decisions or notes on action items in your outline as soon as they occur to be sure they are recorded accurately  \n3  \nAsk for clarification if necessary – for example, if the group moves on without making a decision or you were not sure of the conclusion, ask for clarification of the decision and action. Address your question to the Chair of the meeting, in the following manner: “Excuse me Ch","cbCaisdCh52HbdW0","https://ap.wps.com/l/cbCaisdCh52HbdW0","pdf",1151866,8,"English","# What Minutes Are and Are Not\n# What to Include in Minutes\n## Required meeting details\n## Decisions, motions, and actions\n## Next steps and follow-ups\n# Pre-plan for the Meeting\n# Tips for Taking Notes\n# The Minute Writing Process","[{\"question\":\"What is the purpose of meeting minutes, according to the guide?\",\"answer\":\"Minutes provide a tangible record of what was done at a meeting, including essential information for participants, board and staff, public reference, and task or timeline tracking. They document outcomes rather than a minute-by-minute narrative.\"},{\"question\":\"What should be included in minutes for each agenda item?\",\"answer\":\"Minutes should record decisions for each agenda item, including motions (maker/seconder and vote), motions that died for lack of a second, consensus actions, and directions or assignments to staff, committee members, or citizens. They should also note any items held over and new business added beyond the agenda.\"},{\"question\":\"How should minutes be written to improve readability and effectiveness?\",\"answer\":\"The guide emphasizes short, clear, and concise minutes, written objectively and consistently in tense. It recommends summarizing extensive deliberation with brief rationale and summarizing major pro and con arguments when opinions differ, then editing for brevity and clarity.\"}]","Boards & Commissions Minute Taking Guide - How to Take Minutes for Advisory Board and Committee Meetings | PDF"]