Minutes1
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The document provides a sample format for meeting minutes, including sections for listing members present and absent, reading and approving previous minutes, officer and committee reports with discussions and actions, old and new business items, announcements, future agenda items, and information on the next meeting. The minutes are usually prepared by the chapter secretary and distributed within a week for review.
Minutes1
- 1. Sample Format of Meeting Minutes The following is a sample format when creating minutes of a meeting. The minutes are usually completed by the Chapter Secretary, but can be assigned to someone else by the President Chapter Name: Date/Time of Meeting: Location of Meeting: Members Present: (list all members that attended meeting) Members Apologies: (list members that did not attend the meeting) Guests: (list any guests that attended such as speakers, or any potential new members) Reading and Approval of Minutes: (specify date of minutes being approved) Agenda Item #1: Officer Reports (create separate agenda items for each officer report) Discussion: (summarize the discussion at the meeting) Action: (list any action to be taken by whom and by when) Agenda Item #2: Advisors Report Discussion: (summarize the discussion at the meeting) Action: (list any action to be taken by whom and by when) Agenda Item #3: Committee Reports (create separate agenda items for each committee report) Discussion: (summarize the discussion at the meeting) Action: (list any action to be taken by whom and by when) Agenda Item #4: Old Business (create separate agenda item for each unfinished business item) Discussion: (summarize the discussion at the meeting) Action: (list any action to be taken by whom and by when) Agenda Item #5: New Business (create separate agenda item for each new business item) Discussion: (summarize the discussion at the meeting) Action: (list any action to be taken by whom and by when) Announcements: (list any announcements made) Future Agenda Items: (list any suggested agenda items that are to be tabled for the next meeting) Next Meeting: (list Date/Time/Location of the next meeting) Minutes Prepared By: (minutes of meetings should be written up and emailed to all members for review within one week of the meeting. Copies may also be provided at the next chapter meeting)