Minutes from a meeting are an official record of the business of the organization. Minutes give continuity to procedures, traditional activities, etc. and inform members who were not in attendance. They are also useful in following-up with assignments and decisions and are very helpful in planning the agendas for future meetings.

Minutes should include:

1. The name of your organization, committee, etc.
2. The type of meeting that is being held.
3. The date of the meeting.
4. The location of the meeting.
5. The name of the presiding officer and secretary (the latter at the end of the minutes, with signature above typed or printed name).
6. Notation of reading and previous minutes and how they were approved ("approved as read" or "approved as corrected").
7. All of the major motions (except those withdrawn) and points of order or appeals, whether sustained or lost and all other major decisions. Include the name of person making the motion.
8. The names of committee members and a statement of the committee assignment.
9. Names of members present in official policy groups. In most organizations, member attendance is kept in a separate section of the record book.
10. Adjournment. Mention date-time-place of the next meeting.

Ideas for writing minutes:

• Use full names not nicknames.
• Don't be embarrassed to ask for clarification if things are not understood.
• State whether or not the motion was carried. (The number of votes cast is not necessary unless it is required in your bylaws or a special situation arises.)
• Make any corrections in your minutes immediately before it is forgotten.
• Record what is done, not what is said. Summarize important discussions if knowing why a decision was reached is necessary to understand the decision.
• Some members may not be interested in minutes and do not make the effort to read them. This is true of "marginal" members, alumni members and honorary members especially. Newsletters offer an excellent alternative for keeping members informed and in a more interesting way. Here are some ideas:
  • Provide a calendar of upcoming events.
  • Name people who are doing important work for the organization.
  • Outline recent decisions that affect the organization, internally and externally.
  • New members can be identified.
  • Club projects can be promoted.
  • Club objectives can be sharpened.

Bulletin Boards

Bulletin Boards offer another opportunity for keeping members informed; photographs, brochures and cut-outs can be displayed; timely information can be posted without delay; notes can be written between members; and interested students may become prospective members.

Joining a Student Organization

Chartering & Club Requirements