Sample Meeting Minutes - Virginia Union University
Excused from a Duty (among the incidental motions), generally only
alluding to the adoption of such motions, however, as ". . . the matter
having been advanced in the agenda on motion of . . ." or ". . . a ballot vote
having been ordered, the tellers . . . ";
8) All notices of motions and
9) All points of order and appeals, whether sustained or lost, together with
the reasons given by the chair for his or her ruling.
The last paragraph should state:
10) The hour of adjournment.
Additional rules and practices relating to the content of the minutes are the following:
The name of the seconder of a motion should not be entered in the minutes
unless ordered by the assembly.
When a count has been ordered or the vote is by ballot, the number of votes on
each side should be entered; and when the voting is by roll call, the names of
those voting on each side and those answering "Present" should be entered. If
members fail to respond on a roll-call vote, enough of their names should be
recorded as present to reflect that a quorum was present at the time of the vote. If
the chair voted, no special mention of this fact is made in the minutes.
The proceedings of a committee of the whole, or a quasi committee of the whole,
should not be entered in the minutes, but the fact that the assembly went into
committee of the whole (or into quasi committee) and the committee report
should be recorded.
When a question is considered informally, the same information should be
recorded as under the regular rules, since the only informality in the proceedings
is in the debate.
When a committee report is of great importance or should be recorded to show
the legislative history of a measure, the assembly can order it "to be entered in
the minutes," in which case the secretary copies it in full in the minutes.
The name and subject of a guest speaker can be given, but no effort should be
made to summarize his remarks.
THE SIGNATURE. Minutes should be signed by the secretary and can also be signed,
if the assembly wishes, by the president. The words Respectfully submitted - although
occasionally used - represent an older practice that is not essential in signing the
minutes.
FORM OF THE MINUTES. The principles stated above are illustrated in the following
model form for minutes:
The regular monthly meeting of the L.M. Society was held on Thursday, January 4, 20__, at 8:30 P.M., at
the Society's building, the President being in the chair and the Secretary being present. The minutes of the
last meeting were read and approved as corrected.
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