preparation of useful minutes can be aided in
many ways. Some suggestions follow.
recording and presiding clerks may study the agenda together in advance
of the Meeting.
effective minute usually consists of three sections: 1) reasons for
the matter before the Meeting; 2) decision
approved; 3) who is responsible for carrying out the decision,
including how it is to be financed. (See body of text for“
minutes of action,” and “minutes of exercise.”)
minute may be drafted in advance for on-site editing as discussion
of the matter takes place. (Examples: membership,
marriages, matters having clear alternatives.)
committee reports should be supplemented by a written version and should
include draft copies of action minutes.
Assign topical identification to sections of minutes and let the
minutes of action be serially numbered (ex. 1-7:2000 =
Minute 1: 7th month; year 2000). Both facilitate reference in
care in distributing and filing copies of the minutes to ensure that
those given a responsibility in a Meeting have a
written copy of the decision.
the extent possible, make minutes themselves complete, interpretable
without reliance upon attachments — which
often go astray.
Monthly Meetings approve all the minutes of a Meeting at that Meeting,
and read them at the next Meeting for
information only. In other Meetings, the recording clerk takes
notes and prepares minutes later (except for minutes of
action). Those minutes are read for correction and approval at
the next Monthly Meeting.