Collector - January 2021 - 35

BUSINESSOPERATIONS

Why Do Organizations Keep Meeting Minutes?

REQUIRED BY LAW

If not by law, then by the
governing documents
of the group. Most state
laws require corporations
to keep minutes of the
proceedings of its members, board of directors
and committees.

SAVE TIME &
PREVENT CONFUSION

Members misremember
what happened at
meetings-minutes fill
these memory gaps
and prevent arguments
about motions. They also
provide evidence that
meetings took place and
operated lawfully.

minutes prior to Board of Directors meetings,
Council of Delegates meetings and committee
meetings with the expectation that members
will read them and be prepared to offer
corrections at the meeting or accept them
as distributed. This saves the time required
to read the minutes aloud at the meeting.
Approval of the minutes requires a motion.

COLLECTOR 01.21

Provide basic details
like the type of meeting;
the date, time and place
the meeting occurred;
who was present
and notice required for
specific motions.

The agenda follows with reports from
officers, boards and standing committees,
and then with reports from special
committees. Next, and only if necessary,
special orders of business are handled, such
as filling a vacancy on the board.
Finally, the group considers unfinished
business, such as unresolved items from

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PROTECT AGAINST
BASELESS ACCUSATIONS

PROVIDE A ROADMAP
FOR THE FUTURE

Minutes give you a record
related to any delayed
decisions and motions as
well as topics tabled for
further discussion.

prior meetings and ongoing projects, and
general business. Meetings culminate with
new business and new resolutions and
motions for consideration are submitted by
the members of the group. Once all business
is handled, the meeting can be adjourned by
the presider.

MORE ON MINUTES
Why do organizations keep meeting
minutes? If the organization is a
corporation under state law, it may
be required to keep minutes of any
meetings held by members, boards
and committees.
Minutes save time and prevent confusion
because people easily forget what happened
at meetings. Minutes also help to build the
agenda for the next meeting, starting with
unfinished business.
Minutes are not a transcript of a
meeting, rather they capture motions and
amendments; explain debate occurred
without mentioning the content of the
debate; contain a record of any procedural
motions that were made and their outcomes;
and memorialize how motions fared when

35


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Collector - January 2021

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