Meeting Minutes Do's and Don'ts

[@Bibidahl]

Nice synopsis, Susan. Recording secretaries hold a unique position in that they can "interrupt" a meeting to gain clarity about what is being discussed. I recommend they discuss how this will happen with the chairperson to avoid embarrassing them when it happens (and it will!).

[@RobertsRulesOfOrder]

True that!! This is such an important point. The Recording secretary is part of the TEAM and the chair and secreatary should most certainly have an understanding of how they are going to work together during the meeting. Great point. Communication is key!!! Happy Meetings.

[@matthewjbarron]

Recording Secretaries must fight for the cause of “clarity and understanding”! Yes, and Amen, Sister!

[@RobertsRulesOfOrder]

You are a Gladiator! (That movie will never get old!!!)

[@Hope-zv6ud]

Thank you so much for this video! I just had my first rundown on Robert's Rules and felt overwhelmed by the minutes! However, I feel a lot better after watching your video. I am so excited about my position as Madam Secretary.

[@rickdebruyn1087]

Awesome video! So many helpful tips. Also loved the speed and getting right the points.

[@sisteradmn]

This is the most entertaining and informative minutes run down ever.

[@RobertsRulesOfOrder]

Hi. Thanks so much for the comment. I do my best to keep it interesting. If you like my KZbin videos you will love my webinars. Please keep me in mind for any board or chair training you need. Happy Meetings. www.RobertsRulesMadeSimple.com Smiles!

[@liselchatfield7764]

Thank you for this, I'm going to be secretary again at The Moose. You've made it easier for me to do my minutes.

[@RobertsRulesOfOrder]

You are most welcome. Also please keep me in mind for any future training or board retreat opportunities. I provide great webinars! www.RobertsRulesMadeSimple.com! Happy Meetings. 😃

[@laurak4253]

This is great! I'm taking over as Secretary since my boss resigned and she always did the minutes, even if she was away! (She would use my notes and watch the video) I never felt confident enough to really speak up at meetings but they can move SO quickly it can be hard. Once i had the guy who MADE a motion ask me to clarify what his motion was! I had only made a note to go back to the video there. Quite embarrassing on a meeting that's livestreamed to my Township. Now that I don't have backup I'm going to be more assertive.

[@RobertsRulesOfOrder]

This is such a great comment. I hope that you are speaking up in those meetings!!!! Also please keep me in mind if your board or board chair is in need of any training. Would love to help! Happy Meetings.

[@otsilemongala8927]

Great video, you were clear and understandable.......

[@RobertsRulesOfOrder]

Thanks so much! Please keep me in mind if you or your board needs any adidtional training. I provide simiple and clear webinars as well!! Smiles and Happy Meetings! robertsrulesmadesimple.com/webinars

[@condohoaconsultant]

Excellent.. thank you

[@RobertsRulesOfOrder]

Thanks! If any of your Condo or HOA clients need Robert's Rules or Order training please keep me in mind! I also have a great training for Board Chairs. robertsrulesmadesimple.com/course/chair-a-meeting-free

[@ParkhaKhan-f6n]

That was so motivating

[@RobertsRulesOfOrder]

Glad you find it motivating. If your board needs additional training please check out www.RobertsRulesMadeSimple.com My online trainings are affordable and my webinars informative and fun. Happy Meetings .

[@bohlalenchabeleng1370]

Unsheathe your sword🗡 and raise your pen.

[@bwu377]

nice video. Thanks.

[@MsZoey63]

I always thought union minutes are official records and are supposed to be grammatically correct. The newer generation coming into our union doesn't seem to think it's a big deal to have misspelled words, incorrect punctuation, random words being capitalized that shouldn't be, etc. I am an English freak and this drives me CRAZY! When I review the minutes from our previous meeting and bring this up, the younger members look at me like I have two heads. What are your thoughts on this?

[@myrnafromcanada1216]

Proper grammar and spelling is becoming a lost art with the newer generation. It's quite sad.

[@RobertsRulesOfOrder]

I agree. Proper grammar is a good thing. Just remember that grammatical errors can be fixed at any time. They do not need to be voted on. So, call the secretaries' attention to them and move on. Do not let your love for grammar keep the meeting from getting down to business. Also, please let me know if I can support. Reach out www.RobertsRulesMadeSimple.com would love ot work with your board.

[@stefaniamariamancini]

Can you do a video on how to create an Addendum to meeting minutes (non-contract related) already approved? Surprisingly, there is not much about this on youtube.

[@RobertsRulesOfOrder]

I wont have time to do a video but hope that this helps answering your quesiton about how to create an Addendum to meeting minutes (non-contract related) already approved An addendum to meeting minutes is a supplement or amendment to the minutes of a previous meeting that provides additional information or clarification. Here's how to create an addendum to meeting minutes that have already been approved: 1. Review the original minutes: Start by reviewing the approved minutes of the previous meeting to ensure that the information you want to include in the addendum is not already present. 2. Identify the reason for the addendum: Determine why you need to create an addendum to the minutes, such as to provide additional details or to correct an error in the original minutes. 3. Draft the addendum: Write up the addendum in a clear and concise manner, including the date of the original meeting, the reason for the addendum, and a summary of the additional information or corrections to be included. 4. Review and approve the addendum: Circulate the addendum to all members of the organization for review and approval. This may be done through a meeting, email, or other means of communication. 5. Update the minutes: If the addendum is approved, update the original minutes to reflect the changes, and attach a copy of the addendum to the minutes. 6. Notify relevant parties: If the organization is required to file meeting minutes with a government agency or other organization, be sure to also provide a copy of the addendum. It is important to keep accurate and complete minutes for all meetings, including any addendums, to ensure that all members have a clear understanding of the organization's actions and decisions. www.RobertsRulesMadeSimple.com

[@FreeLaird]

Are these tips given assuming the meeting is being recorded? We are not permitted to record ours, they move really fast, and people seated out of my line of sight make motions and second motions, so I don't know who is speaking. How should I handle that circumstance? I will take any tips for anyone. Thanks!

[@cordcapeorganizationforrig1587]

I would interrupt and ask or signal the chair. Work out a system with the chair ahead of time on how to handle it.

[@tugyorktown7899]

Should Meeting Minutes include the Names of people who make Motions, and the people who Seconded them ? Thanks

[@RobertsRulesOfOrder]

No you do not need to include the names. You just need to note the exact wording of the motion as it was passed or failed. The minutes are a record of the business not a court document of who said what.

[@mivozcallada]

what's the proper approach regarding recording people's names?

[@RobertsRulesOfOrder]

Remember that you are not a court stenographer as the recording secretary. You must ensure that the complete motion that was passed is included in the minutes. You do not need to list people's names and what they say.

[@DChamp56]

Are things like Meeting Minutes, and Attendance logs available for members of a 501c using Robers Rules? Example, I want to see a certain month's (past) meeting minutes, or last year's attendance sheet, am I able to ask and get it? Thank you.

[@RobertsRulesOfOrder]

Please note this is not legal advice. But, yes, as a member of a 501c organization that uses Robert's Rules of Order, you are generally entitled to access meeting minutes and attendance logs. These documents are usually considered official records of the organization and should be made available to members upon request. (Remember request not demand) In order to access these documents, you should make a REQUEST to the organization's secretary or another designated officer. It's important to note that while meeting minutes and attendance logs are generally considered public records, there may be certain exceptions that allow the organization to withhold or redact certain information. This would be in your standing rules or bylaws. Additionally, it's important to understand that the specific rules and procedures for accessing meeting minutes and attendance logs may be outlined in the organization's bylaws or other governing documents. Be sure to review these documents to understand your rights and the proper procedures for accessing these records. Great question.....

[@DChamp56]

@@RobertsRulesOfOrder Thank you so very much. I helped write the bylaws of this group, and it was initially denied (my request) , but after bringing up RR, and our bylaws, they grudgingly made me a copy.

[@WeAreStrongwithJesus]

I like the information and your approach but the MUSIC IS TOO LOUD to focus on the content!

[@RobertsRulesOfOrder]

Appreciate the feedback!

[@BlueJadeU]

Yeah. People with focus problems already have it hard taking in spoken instructions with any background noise. But when it's THAT loud - it cuts my understanding & retainment of info down by at least half. An honestly, it's just not needed, other than a little intro & outro fade for "interest".

[@gwensimmons5820]

Susan this is Gwen Simmons please contact me; I have same cell phone number. Watching your presentations again and still think you are absolutely the best online teacher of Robert's Rules