WRITING THE MINUTES OF A MEETING

Emmanuel J. Songcuan

Why minutes matter?

 capture the essential information of a meeting – decisions and assigned actions - and
saved for future reference
 define what happened in a group session and keep attendees on track by reminding
them of their role in a project

Tips on Writing the Minutes of a Meeting

Before the Meeting

 Make sure you aren’t a major participant in the meeting

 Create a template for recording your meeting minutes and make sure you leave some
blank space to record your notes. Include the following information:
o Name of Organization
o Date, time, and venue of the meeting
o The meeting lead or chair’s name
o List of attendance (and their position)
o Agenda of meeting – key agenda, details, and specific action plan, and
owner/executor of the plan
o Assigned action items
o Decisions made

 Gather as much information on the purpose of the meeting. Ask for a list of attendees.
As people enter the room, check off their names on your attendee list (or let them sign a
sheet). This way you won’t need to scramble to understand what’s going on while
you’re recording notes.
 Decide how you want to record your notes (notepad, tape recorder, laptop)

Example of Minutes Format

Name of Organization:
Purpose of Meeting:
Date/Time:
Chair:
Person
Topic Discussion/Details Actions to be Taken
Responsible
1.

2.

3.

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During the Meeting

 Don’t try to record notes verbatim – it’s not necessary.

o give an outline of what happened in the meeting, not a record of who said what.
o understand what’s being discussed and on recording what’s been assigned or
decided on.
 Record action items and decisions in your template as they happen – don’t wait until
after the meeting. If you don’t understand the decision or action, ask the chair to clarify.

After the Meeting

 Review the notes and clarify what you didn’t understand.

 Type your notes out in the template you created before the meeting – this will make the
notes easier for everyone to read and use.
 Number the pages.
 Don’t force writing the minutes in the actual chronological order of the
discussion - it may not work.
 Focus on action items, not discussion. Details do not belong in meeting minutes.
But do write down any motions and decisions made and the key findings of any
committee reports.
 Use bullet points to make the minutes easier to read. Each bullet statement
should represent a different finding, discussion, or decision. Use nested bullets
(bulleted statements within a bullet) if appropriate.
o Number each new point to make it obvious where one point ends and
the next one begins. If the minutes are particularly lengthy, index them
(by assigning each line a number).
 Be objective. Write in the same tense throughout and avoid using people’s
names except for motions or seconds. This is a business document, not about
who said what.
 Make sure the minutes are unbiased, written in a clear, concise style, and
accurate. Avoid inflammatory or personal observations. The fewer adjectives or
adverbs you use, the better. Dull writing is the key to appropriate minutes.
 If you need to refer to other documents, attach them in an appendix or indicate
where they may be found. Don’t rewrite their intent or try to summarize them.
 Minutes should indicate clearly the deadlines agreed on for any projects, and
who is responsible for the implementation.
 Make a note of issues that were tabled until future meetings; this will serve as an
important reminder to the board of things that still need to be done.

 When you finish typing the minutes, ask the presiding officer to review the document
for errors. Minutes should be entirely understandable to absentees.
 Ensure that the order of minutes follows the order of the agenda.

Distributing and Following Up Minutes

 Distribute the minutes right away to all the relevant people. Keep a copy of the notes
(and the template) for yourself in case someone wants to review them later.
 After a suitable period but before the next meeting, follow up on the progress of any
projects or tasks noted in the minutes, and update the chairperson of their status. If
necessary, see that these items are included in the agenda for the next meeting.

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Idiot’s Guide to Documenting a Meeting

1. Bring a notebook or laptop with you. Use a pencil instead of a pen.

2. Head a paper with columns for name and contact information

3. Call The Meeting To Order. The president will say "At 6:00PM on Friday, February the
21st, 2007, I call the meeting to order." Note on your piece of paper the time the
meeting was called to order.

4. Read the Agenda. Since you are the secretary, you will have prepared a draft agenda.
The president will ask you to read it. After you have done that , say: "I move the
adoption of this agenda. Note on your piece of paper that the draft agenda was read
and that you moved for adoption (no seconder is needed). Note either motion carried
or motion failed.

5. Read the Draft Minutes. The president should ask you to read the minutes from your
last meeting. It is essential that you have them with you. They can be distributed
beforehand or you can read them right there and then. After you are done say: "I move
for the adoption of these draft minutes." No seconder is required. Note who made the
motion and note either motion carried or motion failed

6. Listen to Other Reports. The treasurer and some committees may have a report to
make. Make sure at the end of the meeting, they give you a copy of their report. Note
who read them, and whether the motion either carried or failed.

7. Record the Old Business. This is anything that needed a follow up from last meeting.
Did someone need to write a letter? Was it sent? Note anything that was done or not
done and by whom.

8. Record the New Business. When someone has an issue to address they will make a
motion. For example: "I move to give 100$ to the editors of this wikiHow." It is
important that you write down the exact words!

9. Note who made motions, seconded motions and whether or not they passed or failed.
Also, write down who has to do what.

10. Note what time the meeting adjourned.

11. Write down any points of order, points of information, etc.

12. Leave out unimportant detail. If an amendment is made, you do not have to write that
someone proposed making an amendment. Just make sure, if it is passed, that it is in
the main motion when you write it down.

13. Make Sure You Have Everything You Need After The Meeting Adjourns
o Who sent regrets?
o Who was there?
o All the reports.
o Location of the meeting.

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 14. Type up the minutes. Don't put in it "Member A said he did not agree." or "The
treasurer gave an excellent report." You must not put the debate into the minutes. Even
if you spend 3 hours debating something, only put who made the motion, the exact
wording and whether it passed or failed.
15. Distribute your draft. Once you have typed them, send them out to members. But
remember, until they are approved by the organization, they are only draft minutes,
subject to change at any time.

To avoid wasting your time spent in meetings, be sure your notes and minutes answer
these 10 questions:

1. When was the meeting?

2. Who attended?
3. Who did not attend? (Include this information if it matters.)
4. What topics were discussed?
5. What was decided?
6. What actions were agreed upon?
7. Who is to complete the actions, by when?
8. Were materials distributed at the meeting? If so, are copies or a link available?
9. Is there anything special the reader of the minutes should know or do?
10. Is a follow-up meeting scheduled? If so, when? where? why?

Minutes need headings so that readers can skim for the information they need. Your
template may include these:

Topics
Decisions
Actions Agreed Upon
Person responsible
Deadline
Next Meeting
Date and Time
Location
Agenda items

Do's and Don'ts:

Do write minutes soon after the meeting--preferably within 48 hours. That way, those who
attended can be reminded of action items, and those who did not attend will promptly know
what happened.

Don't skip writing minutes just because everyone attended the meeting and knows what
happened. Meeting notes serve as a record of the meeting long after people forget what
happened.

Don't describe all the "he said, she said" details unless those details are very important.
Record topics discussed, decisions made, and action items.

Don't include any information that will embarrass anyone (for example, "Then Terry left the
room in tears").

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Do use positive language (if adjectives and action verbs are material in the meeting). Rather
than describing the discussion as heated or angry, use passionate, lively, or energetic--all of
which are just as true as the negative words.

Do have a new year filled with productive meetings captured efficiently in crisp, clear meeting
notes!

Report what was said

When you take minutes of a meeting, it is useful to report the ideas, rather than every
sentence. To do this, you need to use a variety of speech verbs.

Here's a list that you might find useful:

suggested = "CA suggested raising the budget."

promised = "MB promised to find out more."

discussed = "Three issues were discussed."

decided = "It was decided to delay action until the next meeting."

agreed = "Everyone agreed on the proposal." "LS agreed to get further information." "Everyone
agreed with the chairman."

brought up = "The issue of pay was brought up."

mentioned = "RJ mentioned the possibility of extra funds."

reported = "The Sales Manager reported on the results of the trade fair."

asked = "The Chairman asked to see a copy of the report."

wondered = "DM wondered if there would be extra funding."

recommended = "Five strategies were recommended."

explained = "SB explained the reason for the delay."

emphasised = "TA emphasised the necessity of a new product range."

stressed = "RR stressed his commitment to the project."

complained = "TM complained about the delays."

(Source: Refer DK Book Essential Manager's Manual)

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Sample 1
Don Mariano Marcos Memorial State University
South La Union Campus
College of Education
Agoo, La Union

MINUTES OF THE ADVISORY COUNCIL MEETING

June 27, 2006
Accreditation Room

Agenda: 1. Faculty Workload

2. Operation Plans
3. NBC 461 3rd cycle
4. Review of the VMGO
5. School Activities
6. Preparation for SCUAA
7. Syllabus Workshop on new subjects
8. Others

Presiding Officer: Dr. Manuel T. Libao

Present
E. Calica, Coordinator (Instruction)
C. de Vera, Adviser (Teatro ng Lahi)
R. de Castro, Coordinator (Cultural Unit)
V. Allado, Principal (ELS)
J. Rulla, SAS Assistant (CE)
L. Madriaga, Supervisor (Student Teaching )
E. Dalumay, Coordinator (Research)
E. Durante, Head (Planning)
P. Verceles, Chairman (BSE)
J. Federico, Principal (LHS)
A. Bustamante, Coordinator (Sports)
Zita Ballesteros (Alumni Treasurer)
A. Orille, Registrar (SLUC)
M. Uychoco, College Secretary (CE)
E. Songcuan, Adviser (Student Publication)

Absent
D. Uychoco, President (FAD)
N. Rivera, Chairman (BEE)

1. The meeting was called to order at 10:00 after a quorum was established.

2. The minutes of the previous meeting was approved.

3. The agenda was approved by the body.

4. Proceedings of the Meeting

 On Faculty workload
- Dr. E. Calica stated that a faculty will have
- a teaching load of 18 units.
- to complete his load units of 18 if he holds an administrative function.
- to take a quasi-assignment, if workload is below 18.

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 - Agreement:
-Workload of those with quasi-assignment should be indicated by the
Chairmen.

- Inquiries were given by Dr. Libao on the budget of ROTC since CWTS faculty
are receiving their remuneration.

- Resolution: clarify the budget of CWTS from L. Panay

 OPLAN

- Dr. Libao declared that chairmen and coordinators should submit additional data
for the annual report (by school year).

- Dr. Calica proposed that coordinators will prepare their program of activities.
Wednesday afternoons should be utilized for trainings, seminars of teachers.

- Dr. Durante said that units were not submitting their monthly OPLAN and
accomplishment reports.

- Agreements:
-OPLAN to be submitted by units should be based on the campus plan.
-The OPLAN of the faculty should be based on the general plan of the Campus.

- Prof. Advincula informed the group that the extension activities of teachers do not only
include going to barangays. The group proposed that she will conduct orientation on
the extension programs of the college.

 NBC 3rd cycle

- Dr. Calica told the chairmen to encourage the teachers to prepare their CCE folders
covering the period July 1, 2001 to June 30, 2004. She also reminded the Chairmen to
provide the result of student evaluation to the teachers.

 Review of the VMGO

- Dr. Songcuan suggested that the college would conduct an informal survey on the
awareness of various stakeholders on the VGOs. The body approved that the Task Force
assigned for Area 1 will spearhead the survey. It was scheduled to have been done
before July ends.

- Z. Ballesteros, who was invited in the meeting to represent the CE Alumni Association in
behalf of the president, gave feedback on the seemingly low level of awareness of the
alumni based on informal interviews she has conducted. She informed the body,
though, that she will request the officers of the association regarding their assistance on
the dissemination of the VMGO and to help the school realize its VMGOs..

 On SAS activities

- Prof. de Castro informed the group that the SAS personnel will still meet to plan the
activities.

 On SCUAA

- Dr. Libao updated the group on the preparation being conducted and advised Prof.
Bustamante to assist in the preparation.

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  On Syllabus workshop

- Dr. Libao suggested that Dr. Calica will prepare the schedule for the workshop,
preferably on a Wednesday afternoon. Teachers teaching the new subjects should sit
together in the making of a common syllabus.

 Others

- Opening of preschool –July, 2006. Open to children ages 4-6.

There being no other matters to take up, the meeting was adjourned at 11:33 AM.

Prepared by:

MELDA M. UYCHOCO

APPROVED FOR THE BODY:

MANUEL T. LIBAO
Dean

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Sample 2

ABC
Kentucky, California

Minutes of the Board Meeting

January 25, 2006
ABC Conference Room

Attendance Present Absent

Z. Byrd, CEO C. Liverpool, Director

L. Grant, Director
J. Rayver, Director
M. Strauss, Director

Presiding Officer: Z. Byrd, CEO (ABC)

Agenda

 Hiring of Contractor for Pool Renovation

 MOA with L & L for Restricting Leasing
 Renovation of ABC Building

1. Meeting was called to order at 7:00 PM at the Conference Room. Quorum was
established.

2. Approval of Minutes

 Motion: To approve minutes of June 1st Board Meeting

 Vote: Unanimous approval
 Resolved: The minutes of the June 1, 2005 meeting are approved as corrected
and entered into the Association’s records

3. Reports

 Treasurer’s Report given by _________________.

 Management Report given by _________________.
 Written reports presented are maintained in the Association’s records

4. Approval of New Business

 Motion: To approve agenda of the meeting

 Vote: Unanimous approval
 Resolved: The agenda as presented are approved

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 5. Proceedings of the Meeting

 Hiring of Contractor for Pool Renovation

o Motion: To hire Pool R Us to reconstruct pool for $26,000

o Vote: Motion disapproved – one in favor, two opposed, one abstaining

 MOA with L & L for Restricting Leasing

o Motion: To have Riley contract L & L to restrict leasing

o Vote: Approved unanimously

o Resolution: That the Association contract L & L to restrict leasing

 Renovation of ABC Building

o Motion: To accept XYZ’s written proposal (maintained in the

Association’s records) to renovate Association’s building subject to the
Association attorney’s review of contract

o Vote: Motion approved – three in favor, one opposed. Discussion of

recognition that XYZ was the highest bidder but the consensus is that a
good history of XYZ justifies renewing the contract.

6. Next Scheduled Meetings/Locations

The meeting was brought to a close by agreeing to meet once more in the spring
term of 2006 with an early meeting in the fall, 2006.

Date/Time
Monday, April 10, 2006
12:00 noon – 1:15 p.m.

Monday, September 11, 2006

12:00 noon – 1:15 p.m.

Meeting adjourned at 8:30 PM.

Minutes Taken By:

LINDA S. RILEY
Board Secretary

Attested By:

ZANDER BYRD
CEO, ABC
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Sample Template 3
DON MARIANO MARCOS MEMORIAL STATE UNIVERSITY

MINUTES OF THE UNIVERSITY ACADEMIC COUNCIL MEETING

Eduardo Hall, BPAA
NLUC, Bacnotan, La Union
March 13, 2009

ATTENDANCE
By Campus/Academic Unit

Present

Absent
1. PRELIMINARIES
1.1. Call to Order
1.2. Roll Call
1.3. Opening Prayer
1.4. Pambansang Awit
1.5. DMMMSU Hymn
1.6. Academic Updates
1.7. President’s Time

2. BUSINESS OF THE DAY

2.1. Approval of the Agenda

Resolution No. 2009-01

Approving the agenda of the University Academic Council Meeting
for SY 2008-2009 as follows: 1) Approval of the Agenda, 2) Approval of
the Minutes of the University Academic Council Meeting for SY 2007-
2008, 3) Matters Arising from the Minutes of the Previous Meeting, 4)
New Curriculum/Curricular Enrichments, 5) Approval of the Candidates
for Graduation, 6) Others

Approved
2.2. Reading and Approval of Minutes
2.3. Matters Arising from the Minutes of the Previous Meeting
2.3. Curricular Enrichments
2.4. Approval of the Candidates for Graduation
2.5. Other
2.5.1. Admission and Retention Polices of the College of Education, South La
Union Campus
2.5.2. Overload
2.5.3. Granting of Honors to Transferees

3. SYNTHESIS OF PROCEEDINGS

4. ADJOURNMENT

Certified True and Correct:

Attested By:

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