Sample Meeting Minutes - Virginia Union University

Sample Meeting Minutes
(Excerpted from Robert’s Rules of Order Newly Revised Edition)
MINUTES AND REPORTS OF OFFICERS
Minutes
The record of the proceedings of a deliberative assembly is usually called the minutes,
or sometimes - particularly in legislative bodies - the journal. In an ordinary society,
unless the minutes are to be published, they should contain mainly a record of what
was done at the meeting, not what was said by the members. The minutes should never
reflect the secretary's opinion, favorable or otherwise, on anything said or done. The
minutes should be kept in a substantial book or binder.
CONTENT OF THE MINUTES. The first paragraph of the minutes should contain the
following information (which need not, however, be divided into numbered or
separated items directly corresponding to those below):
1) The kind of meeting: regular, special, adjourned regular, or adjourned
special;
2) The name of the society or assembly;
3) The date and time of the meeting, and the place, if it is not always the
same;
4) The fact that the regular chairman and secretary were present or, in their
absence, the names of the persons who substituted for them; and
5) Whether the minutes of the previous meeting were read and approved-as
read, or as corrected-and the date of that meeting if it was other than a
regular business meeting. Any correction is made in the text of the
minutes being approved; the minutes of the meeting making the
correction merely state that the minutes were approved "as corrected".
The body of the minutes should contain a separate paragraph for each subject matter,
giving, in the case of all important motions, the name of the mover, and should show:
6) All main motions (10) or motions to bring a main question again before
the assembly except, normally, any that were withdrawn* - stating:
a) the wording in which each motion was adopted or otherwise
disposed of (with the facts as to whether the motion may have been
debated or amended before disposition being mentioned only
parenthetically); and
b) the disposition of the motion, including - if it was temporarily
disposed of any primary and secondary amendments and all
adhering secondary motions that were then pending;
7) Secondary motions that were not lost or withdrawn, in cases where it is
necessary to record them for completeness or clarity-for example, motions
to Recess or to Fix the Time to Which to Adjourn (among the privileged
motions), or motions to Suspend the Rules or grant a Request to Be
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