As I mentioned in my previous post, I was giving a webinar on minute-taking yesterday. There were a few questions that as I pondered last night, I wanted to give a more fulsome answer to today. Since some of you are on my blog, I thought this would be a good way to answer those questions.
Do you need to record in the minutes when someone abstains from a vote?
This is a good question, but doesn't have a simple answer. It all depends on what type of meeting you are recording at and what rules they follow. The meeting recorder should have a good grasp of the rules of order that their meeting follows as that will help to answer questions like this. But rest assured it is always OK to go back and find the answer. I keep the rule book with me in the meeting and have tabbed it to some things that I want to be able to find quickly. Here are some frequently asked questions about voting at a meeting.
For the most part, it is the result of the vote that counts, not who voted yes, no or abstained. If your meeting rules say that they need 50% +1 to pass a vote and there are 10 people in the meeting with voting rights, then you would need 6 people to pass the motion. If six vote yes, three abstain and there is one no vote, it is still passed and that is all that would need to be recorded. Read further in the Roberts Rules answers above for more information as there are exceptions.
At one of our meetings, a board member voted no to a motion and asked to have his nay vote recorded in the minutes. He wanted it to be known that he was against it. I recorded that the motion was carried (or passed), but noted that this member had voted no.
The same rules do not apply to every meeting. For example, in Roberts Rules the Chair and ex-officio members have a vote, but in our meeting governance manual it states the Chair can only vote to break a tie and ex-officio members do not have a vote. Again, it all depends on what rules your meeting follows and that is what you need to go by.
Legal requirements have to be kept in mind as well. Your governance manual should be reviewed by a lawyer to make sure your rules and by-laws are within the law for your particular province or state.
Do you record a question and answer in the minutes and assign it to the people involved?
Minutes should not be a he said/she said recording. If a question is asked and answered in the meeting you need to determine if it is even necessary to put it in the minutes. It may not need to be recorded if it is not relevant to the outcome of the discussion. If it is relevant to the discussion, then the parties should not be singled out in the minutes by recording their names, but rather I would suggest the following as an example:
In this scenario, when they were at the first agenda item to approve it, someone asked if Business Arising could be added to the agenda and went on to say why they thought it was important. Another person in the meeting said they were part of another meeting and found it very helpful to have a Business Arising item. The group agreed to add it. I would therefore record it as follows:
1. Approval of Agenda
The agenda was accepted as presented.
There was discussion on the format of the agenda. Business Arising is to be added to the agenda as a standing item and will be dealt with after the Aproval of the Minutes.
Action:
To add Business Arising as a standing item on the agenda.
(Patricia)
All you really want to record in the minutes is the outcome. Sometimes when there is a presentation at the meeting or a report is given and there are questions and answers afterwards, I will simply state in the minutes: Discussion and questions ensued following the presentation or There was discussion and questions following the presentation. If there is an outcome, I will write: Discusion and questions ensued following the report from the Director of Finance. Directors are to follow up with their teams and report back on any budget implications.
He said/She said Etiquette
As I mentioned above, minutes are not a he said/she said recording, but at times what the Chair says should be recorded. For example, in a senior leadership team the Chair wanted the meeting participants to make sure when they submit briefing notes for their individual agenda items that they include recommendations and advise whether it is for information or approval. I would record this as follows:
1. ABC Company Matter
The Director of Human Resources reported on the proposed merger with ABC Company and the implications to the current staff. Discussion ensued. An email is to be drafted to provide staff with information on the merger.
ACTION:
To draft an email to staff regarding the merger with ABC Company.
(Director of Finance)
The Chair reminded the team that when a briefing note is presented at the meeting, it should have clear recommendations and identify whether it is for information or approval.
I hope this is helpful and answers your questions.
Showing posts with label minute taking. Show all posts
Showing posts with label minute taking. Show all posts
16 February 2012
1 January 2011
Looking Forward in 2011
Happy New Year everyone!
The new year is a good time to bring up the Look-Forward Agenda. One of the challenges the recording secretary will have is to make sure they don't miss items that need to be dealt with at each meeting. The Look-Forward Agenda is very helpful for this. It is basically a list of items that are regularly dealt with throughout the year and provides a timetable of when these items need to be added to the agenda. For example, our senior leadership team review financial statements each month at the first meeting after the 10th business day, and each year they need to set the annual budget in February to bring to our Board of Directors. As well as business items, I put things such as the All-Staff Appreciation Breakfast and the Christmas Party. These items are put on the agenda to make the decision on what date we will have it and who will arrange it. Small items, but still things we need to remember to look at. Depending on what level of meeting you attend will depend on what needs to be on the Look-Forward Agenda.
The example below is for items for a Board of Directors' meeting, but you can customize it to your particular needs and the level of meeting you are responsible for. We operate on a fiscal year so I put my timetable by quarter (Q1, Q2, Q3, Q4), but you can also set it by month if you use the calendar year:
Item Timetable
Financial Matters
• Approve quarterly financial statements
• Approve year-end audited financial statements
• Approve banking and signing resolutions (as required)
Appointment of Directors and Officers
• Appoint members to Board of Directors
• Appoint Chair of the Board
• Appoint Committee Members
• Appoint officers of the company (as required)
General
• Receive and review Chair's Report
• Receive and review CEO's Report
• Review reports on corporate performance measurements
• Review and approve amendments to by-laws or letters patent (as required)
• Approve corporate policies, code of business conduct, etc. (as required)
• Receive report of Corporate Secretary on disclosure by officers and Directors of conflicts of interest
• Meet in camera with and without the CEO at each Board of Directors meeting
• Approve appointment of auditors and their fees
• Receive and approve reports of Chairs of Committees
• Participation in Chair and CEO Review Process (as required)
Each time you set the draft agenda you should review the Look-Forward Agenda before bringing it to the Chair. It is a useful tool and the Chair and your team will be very appreciative that you have captured these items and have taken the guess work out of what needs to be on the agenda.
The new year is a good time to bring up the Look-Forward Agenda. One of the challenges the recording secretary will have is to make sure they don't miss items that need to be dealt with at each meeting. The Look-Forward Agenda is very helpful for this. It is basically a list of items that are regularly dealt with throughout the year and provides a timetable of when these items need to be added to the agenda. For example, our senior leadership team review financial statements each month at the first meeting after the 10th business day, and each year they need to set the annual budget in February to bring to our Board of Directors. As well as business items, I put things such as the All-Staff Appreciation Breakfast and the Christmas Party. These items are put on the agenda to make the decision on what date we will have it and who will arrange it. Small items, but still things we need to remember to look at. Depending on what level of meeting you attend will depend on what needs to be on the Look-Forward Agenda.
The example below is for items for a Board of Directors' meeting, but you can customize it to your particular needs and the level of meeting you are responsible for. We operate on a fiscal year so I put my timetable by quarter (Q1, Q2, Q3, Q4), but you can also set it by month if you use the calendar year:
Item Timetable
Financial Matters
• Approve quarterly financial statements
• Approve year-end audited financial statements
• Approve banking and signing resolutions (as required)
Appointment of Directors and Officers
• Appoint members to Board of Directors
• Appoint Chair of the Board
• Appoint Committee Members
• Appoint officers of the company (as required)
General
• Receive and review Chair's Report
• Receive and review CEO's Report
• Review reports on corporate performance measurements
• Review and approve amendments to by-laws or letters patent (as required)
• Approve corporate policies, code of business conduct, etc. (as required)
• Receive report of Corporate Secretary on disclosure by officers and Directors of conflicts of interest
• Meet in camera with and without the CEO at each Board of Directors meeting
• Approve appointment of auditors and their fees
• Receive and approve reports of Chairs of Committees
• Participation in Chair and CEO Review Process (as required)
Each time you set the draft agenda you should review the Look-Forward Agenda before bringing it to the Chair. It is a useful tool and the Chair and your team will be very appreciative that you have captured these items and have taken the guess work out of what needs to be on the agenda.
20 February 2010
Minute taking made easier...
Minute taking definitely isn't easy, but it doesn't have to be stressful. In its simplest form minutes are a record of discussion, decisions and actions to be taken and the date by when it needs to be completed. Below are a few tips so the task is not as daunting:
Filling in the blanks
I take minutes on a laptop so it is easy to make a template ahead of time which is based on the agenda. I put the items from the agenda on the template in the same order and with a space to put the discussion and decisions/actions from the meeting. Putting it in table format is the easiest, then it is just a matter of filling in the blanks. I use four columns with the headings: Item#, Discussion, Decision/Action, By when.
Going in cold
When you don't know the subject matter and are asked to take minutes, preparation is the key. Read three or four of the previous minutes to get familiar with the language of the meeting and the subjects that are discussed. If you can meet with the regular minute taker that is ideal or schedule a meeting with the Chair.
Putting it in context
You need to summarize the discussion around each agenda item and then write the action or decision that comes out of it. For instance, if you put the action down as Finance Director to pay invoice by January 31st, you need to put what was discussed or later on you will never remember what prompted that action. To put it in context you could say that Discussion ensued regarding the invoice received for the installation of the swing set. The team members were pleased with the work and it was agreed that the Finance Director should pay the invoice from the Recreation Account. Then the action makes perfect sense.
The language of minutes
Discussion and questions ensued -- The team members agreed -- It was decided -- The following points were made. Having some key phrases at your fingertips really helps when taking minutes. A simple phrase such as "Discussion ensued" can summarize 20 minutes of heated debate. Minutes are not a he said/she said kind of record. People at the meeting don't want to be singled out. The decision made is always recorded as a group decision.
In-camera
If the Chair says this part of the meeting is in-camera, take your fingers off the keyboard, or put your pen down. The meeting participants want to be assured nothing is being recorded. Sometimes the minute taker is even asked to leave the room. At our board meetings I do not attend the in-camera part of the meeting, but when I return to the meeting they tell me the decision that came out of the discussion and I record that for the minutes such as "An in-camera session was held with the following decision made..."
Time is of the essence
Pay attention to the time the meeting starts and the time it ends. If you don't get the exact time, don't panic, but you should get in the habit of checking the time. On my minute template I put [insert time] at the beginning and also after the final item, just to remind myself to check the time.
Being part of the team
I am a valuable member of the team I take minutes for. They rely on me to know the ins and outs of the meeting. They come to me to give me agenda items, ask about certain actions, check back in past minutes and other meeting related things. I feel part of the team and to be as effective as possible you really need to see yourself as more than just the minute taker. I don't know the subject matter as well as they do because that is not my expertise, but I know how to take minutes. It has been said that if proper minutes are not taken it is just as if the meeting never happened. The team has to be able to rely on the minute taker to take accurate minutes and keep good records. The minute taker is important to the success of the meeting.
Meeting adjourned
Don't wait too long after the meeting to type the minutes. I like to complete them by the following day. The discussion is still fresh on my mind and I find it easier to make sense of my notes. The longer I wait to record the minutes, the harder it is to complete. A friend of mine recommends doing them within two hours after the meeting. I find I cannot always do that, but within 12 hours works for me.
Filling in the blanks
I take minutes on a laptop so it is easy to make a template ahead of time which is based on the agenda. I put the items from the agenda on the template in the same order and with a space to put the discussion and decisions/actions from the meeting. Putting it in table format is the easiest, then it is just a matter of filling in the blanks. I use four columns with the headings: Item#, Discussion, Decision/Action, By when.
Going in cold
When you don't know the subject matter and are asked to take minutes, preparation is the key. Read three or four of the previous minutes to get familiar with the language of the meeting and the subjects that are discussed. If you can meet with the regular minute taker that is ideal or schedule a meeting with the Chair.
Putting it in context
You need to summarize the discussion around each agenda item and then write the action or decision that comes out of it. For instance, if you put the action down as Finance Director to pay invoice by January 31st, you need to put what was discussed or later on you will never remember what prompted that action. To put it in context you could say that Discussion ensued regarding the invoice received for the installation of the swing set. The team members were pleased with the work and it was agreed that the Finance Director should pay the invoice from the Recreation Account. Then the action makes perfect sense.
The language of minutes
Discussion and questions ensued -- The team members agreed -- It was decided -- The following points were made. Having some key phrases at your fingertips really helps when taking minutes. A simple phrase such as "Discussion ensued" can summarize 20 minutes of heated debate. Minutes are not a he said/she said kind of record. People at the meeting don't want to be singled out. The decision made is always recorded as a group decision.
In-camera
If the Chair says this part of the meeting is in-camera, take your fingers off the keyboard, or put your pen down. The meeting participants want to be assured nothing is being recorded. Sometimes the minute taker is even asked to leave the room. At our board meetings I do not attend the in-camera part of the meeting, but when I return to the meeting they tell me the decision that came out of the discussion and I record that for the minutes such as "An in-camera session was held with the following decision made..."
Time is of the essence
Pay attention to the time the meeting starts and the time it ends. If you don't get the exact time, don't panic, but you should get in the habit of checking the time. On my minute template I put [insert time] at the beginning and also after the final item, just to remind myself to check the time.
Being part of the team
I am a valuable member of the team I take minutes for. They rely on me to know the ins and outs of the meeting. They come to me to give me agenda items, ask about certain actions, check back in past minutes and other meeting related things. I feel part of the team and to be as effective as possible you really need to see yourself as more than just the minute taker. I don't know the subject matter as well as they do because that is not my expertise, but I know how to take minutes. It has been said that if proper minutes are not taken it is just as if the meeting never happened. The team has to be able to rely on the minute taker to take accurate minutes and keep good records. The minute taker is important to the success of the meeting.
Meeting adjourned
Don't wait too long after the meeting to type the minutes. I like to complete them by the following day. The discussion is still fresh on my mind and I find it easier to make sense of my notes. The longer I wait to record the minutes, the harder it is to complete. A friend of mine recommends doing them within two hours after the meeting. I find I cannot always do that, but within 12 hours works for me.
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