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District 22 Guidelines and Meeting Minutes
District 22 makes every attempt to be transparent in our business decisions with our membership. One of the primary ways we do this is by promulgating the meeting minutes. Here is a brief explanation of what meeting minutes are:
Explanation
Minutes, also known as minutes of meeting, protocols or, informally, notes, are the instant written record of a meeting or hearing. They typically describe the events of the meeting and may include a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues.
Minutes are the official written record of the meetings of an organization or group. They are not transcripts of those proceedings. Using Robert’s Rules of Order Newly Revised (RONR), the minutes should contain mainly a record of what was done at the meeting, not what was said by the members.[2][3][4] The organization may have its own rules regarding the content of the minutes.
For most organizations or groups, it is important for the minutes to be terse and only include a summary of the decisions.[2] A verbatim report (transcript) is typically not useful. Unless the organization’s rules require it, a summary of the discussions in a meeting is neither necessary nor appropriate.[2]
The minutes of certain groups, such as a corporate board of directors, must be kept on file and are important legal documents.[5][6][7] Minutes from board meetings are kept separately from minutes of general membership meetings within the same organization.[8] Also, minutes of executive sessions may be kept separately.[9] Committees are not required to keep formal minutes although less formal notes may be taken.[10] For committees, their formal records are the reports submitted to their parent body
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