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Do We Have to Keep Minutes?

Do We Have to Keep Minutes?. January 2013. Introduction. The National Member Services Committee has developed a series of National Education Seminars to help Lodges run more effectively. A number of sessions are available ranging from meeting management to public relations.

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Do We Have to Keep Minutes?

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  1. Do We Have to Keep Minutes? January 2013

  2. Introduction. • The National Member Services Committee has developed a series of National Education Seminars to help Lodges run more effectively. • A number of sessions are available ranging from meeting management to public relations. • Just contact the National office for more information (1-888-843-3557)

  3. Topics of Discussion. • Understanding the importance of keeping minutes of a meeting. • Understanding how changes can be made. • Sample set of minutes. • Knowing where to keep your minutes safe. • Understanding who has a right to see the minutes.

  4. Keeping Records. • Minutes should be kept of all meetings of your Lodge. • This includes Executive and Committee meetings. • Minutes are the official, permanent record of what took place at the meeting. A historical record which we can refer to.

  5. Formal or Informal. • Some minutes are formal, with motions including movers, seconders, and numbered points of discussion. • Lodge and Executive minutes should follow a formal structure. • Committee minutes can be informal with motions or recommendations noted, with or without movers and seconders. • Minutes should be clear and concise, summarizing the conversation.

  6. To Move or Not to Move. • It is generally accepted that at large meetings movers and senconders of motions are listed. • In smaller meetings, say 3 - 5 people, movers and seconders don’t have to be noted. • Point to remember. Just because someone moves or seconds a motion it doesn’t mean they support it, they are just allowing the motion to be put on the floor for discussion.

  7. Are they a Secret? • Minutes are kept as the official record of a meeting. • Every member who attended or who had the right to attend the meeting has a right to see them. • Minutes are not secret and should be open to whoever wants to view them, providing proper notice is given. • Minutes should be properly filed so that they can be retrieved on short notice.

  8. Approval. • Minutes should always be approved/ amended at the next meeting of the group. • Approval/amendments are recorded in the minutes of the second meeting. • Once approved they become the official record.

  9. Recap. • Minutes should be kept for every meeting • They should be clear and concise. • They should contain the motions made at the meeting. • They should be filed in a safe place where they can be easily retrieved.

  10. Putting it into Action. • Obtain sample minutes from the National office, 1-888-843-3557. • Develop a pattern that works for your Lodge. • Stick with the pattern and try and make your minutes clear and concise. • File minutes as soon as they are approved by the Lodge.

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