Meeting Minutes: Just the Facts & Classmate Pick of the Week

Meeting Minutes: Just the Facts

We all know that keeping complete and accurate minutes is an important legal obligation to any organization. The article that I selected this week discussed why certain types of information should or should not be included in organizations minutes. I have been in many different clubs and organizations and have seen a variety of styles when it comes to taking notes. I found it interesting that there are four basic types of information that should be included in minutes. For example, time, date, & location of the meeting; document whether proper prior notice of the meeting was given or that the notice was waived by those attending the meeting; who was in attendance (can be the names of people or the number of attendees); and the official actions taken during the meeting including any motions that were approved or defeated. Another thing that was interesting to me was that it is recommended not to include the names of those making or seconding a motion. If the minutes are brought up in a legal proceeding, this could help potential plaintiff’s find “friends” and “foes.” I was unaware of this because most of the meetings I have ever seen list those making or seconding a motion. Most people are not educated on the proper way to take minutes and this could be beneficial or damaging to an organization. Also, it is recommended not to document detailed debates that happen during meetings. The example in the article explains this point clearly.

• “Your group decides to sponsor a fall carnival. You debate in detail the activities to be included at the carnival & their safety. Unfortunately, a child is hurt on the moon bounce. The parents sue, saying the organization knew or should have known of the dangers.”

If the group’s minutes documented their debate over safety, this could work against them. Yes, you might think that they should be responsible, as do I, but in the real world organizations go to any length to cover themselves from liability. There was one other suggestion that I found interesting-- to follow the agenda when taking minutes. For every item on the agenda, there should be a matching item in the minutes. If everyone followed these tips, or the CRAF method that we learned in class, they would have minutes that could serve as a legal document without the worries of damaging information.

http://www.ptotoday.com/pto-today-articles/article/220?tmpl=component&layout=print


Classmate Pick of the Week- Brainstorming Do’s & Don’ts by Tammi

This week I choose to read Tammi’s blog, Brainstorming the Do’s & Don’ts. I can relate to the tips in this article. When I was in Phi Theta Kappa and other organizations, we used brainstorming at weekly meetings and in class discussions. Tammi’s point about, “quantity is more important than quality,” is true. We use to have ideas thrown out that seemed ridiculous, but one of those ideas actually lead to us winning state, national, and international recognition. So when you are in a brainstorming session remember to keep an open mind. Anything is possible if you put your mind to it.