Guest Prdmry Posted October 12, 2017 at 07:12 PM Report Share Posted October 12, 2017 at 07:12 PM I have read that you need to minute what is done not what is said. Does that mean the secretary does not summarize agenda items or topics of discussion if there is no motion involved? Quote Link to comment Share on other sites More sharing options...
jstackpo Posted October 12, 2017 at 07:24 PM Report Share Posted October 12, 2017 at 07:24 PM That is (strictly speaking) correct. No motion, no mention. The secretary, or anybody, is free to write up "summaries" of anything, but put them in a newsletter, not the minutes. It will work much better, and your meetings will go faster, if the chairman insists that potential decisions be put forth as motions. Quote Link to comment Share on other sites More sharing options...
Leo Posted October 12, 2017 at 07:30 PM Report Share Posted October 12, 2017 at 07:30 PM page 468 The official 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, the minutes 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. Quote Link to comment Share on other sites More sharing options...
Joshua Katz Posted October 12, 2017 at 08:10 PM Report Share Posted October 12, 2017 at 08:10 PM 57 minutes ago, Guest Prdmry said: Does that mean the secretary does not summarize agenda items or topics of discussion if there is no motion involved? Yes, but it is also the case, other than in small boards and committees, that there should be no discussion (or agenda items considered) without a motion. Quote Link to comment Share on other sites More sharing options...
Greg Goodwiller, PRP Posted October 12, 2017 at 08:33 PM Report Share Posted October 12, 2017 at 08:33 PM I think to answer your question fully requires a bit more than saying "no motion, no mention," as my colleague has suggested. If, for example, a committee chair gives an informational report that includes no motions, what the assembly did was listen to a report. So the minutes can say, "Mr. Smith, Chair of the House Committee, reported on the committee's work." What the minutes should not do is attempt to summarize what the chair said. Quote Link to comment Share on other sites More sharing options...
Rev Ed Posted October 13, 2017 at 04:58 AM Report Share Posted October 13, 2017 at 04:58 AM 8 hours ago, Greg Goodwiller said: I think to answer your question fully requires a bit more than saying "no motion, no mention," as my colleague has suggested. If, for example, a committee chair gives an informational report that includes no motions, what the assembly did was listen to a report. So the minutes can say, "Mr. Smith, Chair of the House Committee, reported on the committee's work." What the minutes should not do is attempt to summarize what the chair said. And, if the Committee makes a report in writing that is presented at the meeting, the Board is free to indicated that the Report has been filed. For example, "Mr. Smith, Chair of the House Committee, reported on the Committee's work. The report was filed with the Secretary." Quote Link to comment Share on other sites More sharing options...
Guest Who's Coming to Dinner Posted October 13, 2017 at 01:53 PM Report Share Posted October 13, 2017 at 01:53 PM 18 hours ago, Guest Prdmry said: Does that mean the secretary does not summarize agenda items or topics of discussion if there is no motion involved? That is correct. Minutes are not lecture notes. Members are free to take down their own memoranda. Quote Link to comment Share on other sites More sharing options...
jstackpo Posted October 13, 2017 at 03:37 PM Report Share Posted October 13, 2017 at 03:37 PM And for definitive statements as to what does and does not go in the minutes (beyond "no motion, no mention" which was a bit of an overstatement, I admit) check out pages 468ff. Quote Link to comment Share on other sites More sharing options...
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