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Minutes

THEME: Minutes are a record of what was done at the meeting -- NOT what was said by members or guests.

Include:

arrow First paragraph:
arrow Kind of meeting (regular, special, adjourned)
arrow Name of board
arrow Date and time of meeting
arrow Place of meeting, if varies
arrow Fact that Chairman and Secretary were present or name of substitute
arrow Whether minutes of previous meeting were read and approved
arrow Separate paragraph for each subject matter with name of mover:
arrow All main motions or motions to bring a main question again before the assembly (except any withdrawn, see below) stating
arrow The wording in which adopted or disposed of
arrow The disposition of motion (including amendments or motions)
arrow Secondary motions that were not lost or withdrawn
arrow All notices of motion
arrow All points of order and appeals, whether sustained or lost
arrow Last paragraph:
arrow Hour of adjournment
arrow Number of votes if count ordered or ballot vote
arrow Names and votes if roll call vote


Signature of Secretary (“Respectfully submitted” unnecessary)

Do not include:

arrow Seconder's name
arrow Remarks of guest speakers
arrow Motions that were withdrawn (see RONR § 48, page 452 for exceptions)
arrow Personal opinion on anything said or done

Sample minutes

(Based on Robert's Rules of Order Newly Revised (10th Edition))
The regular monthly meeting of the Alpha County School Board was held on Tuesday, November 6, 2001, at 7:00 p.m., at Smith High School, the Chairman and the Secretary being present. The minutes of the October meeting were read and approved as corrected.

The report of the Superintendent was received and placed on file.

The motion relating to the public comment period of the meeting, which was postponed from the October meeting, was then taken up. On motion of Mr. Smith , the motion was referred to a committee of three to be appointed by the chair with instructions to report at the next meeting.

Mr. Rogers moved “that the Board participate in a leadership retreat to be held the second weekend of February.” After amendment and further debate, the motion was adopted as follows: “That the Board participate in a leadership retreat to be held on two consecutive weekends beginning the first weekend in June.”

The meeting adjourned at 8:40 p.m.


Wyatt Freeman McKinley, Clerk

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Articles are intended to provide general information and are not legal advice or a legal opinion. Specific questions should be directed to an attorney at Black, Slaughter & Black, PA., or to another lawyer.