Minutes, Not Minutiae

1. Minutes, Not Minutiae Robert Everett University Secretariat

2. Lunch Bag Fare I Wanna Be A Secretary! (Educational Film, 1955) “Minutes, Not Minutiae” (With Handouts) Senate Executive Comment on Timing of Proposals Other Business

3. Minutes • Minutes are: • a summation of actions as they relate to agenda items • a record of outcomes or actions • a permanent and accessible repository of decisions • an expression of accountability • embedded in documents with legal dimensions

4. Not Minutiae • Minutes are not: • Hansard-like chronicles • Verbatim accounts of activities or utterances • Chronological • Raw material for memoirs

5. Bad Moments for Minutes I: 10 Commandments Stone is fragile Mentions Y-----h by name Purports to be inclusive but isn’t Subject to interpretation  Numbered – the first precedent Signed by the recording secretary

6. Bad Moments for Minutes II: Magna Carta Too long! Confused policy and procedure No indication of recording secretary Poor English

7. York’s First Senate Minutes: Nice! YORK UNIVERSITY SENATE The first meeting of the Senate was held in the President’s Office, Falconer Hall, Monday, November 14th, 1960, at 2:OO p.m. Present Murray G. Ross, President (in the Chair); I. R. Pounder; Edgar W. McInnis; George Tatham; W. W. Small ESTABLISHMENT OF THE FACULTY OF ARTS AND SCIENCE In accordance with the powers vested in the Senate under Section 13 of the York University Act 1959, On motion, duly made and seconded, RESOLVED that, for the purposes of its affiliation with the University of Toronto, a Faculty of Arts and Science be established in York University, to be known as "York College” Meeting adjourned at 2:15 p.m. Murray G, Ross, President. W. W. Small, Secretary of the Meeting

8. Executive Minutes: The York Standard An accurate record of actions executed Motions, but also actions such as noting, receiving, etc Procedural motions, but not “points” Attendance (may be necessary for quorum affirmation) Items as they appeared on the agenda Presiding officer, secretary Normally, not much else

9. Executive Minutes: The Good Easier to prepare Concise and focused Easily indexed Not subject to interpretation Agenda- and mandate-sensitive Neutral Eco-friendly

10. Executive Minutes: Omissions • Identity of [most] speakers* • Identity of movers and seconders • Debating points (unless carefully summarized) • Quotations • * Reference guest speakers by their title, officers as “Chair,” “Secretary,” etc and cite remarks by Deans, President etc

11. No Minutes Necessary Sub-Committees Task Forces Ad hoc groups In these cases, reports constitute the formal record of the group’s proceedings

12. Confidentiality: When It Is The Norm • Confidential minutes are not accessible beyond the membership of the body • Essential with certain kinds of meetings -- appeals, tenure and promotion • Clearly mark confidential material • Ensure other staff aware of protocols

13. Confidentiality: When It Is An Exception • Watermark confidential material • Insert placeholders in binders and store originals separately • Reclaim documents from members • In camera discussions should only indicate that they occurred (or perhaps a general statement such as “for the purpose of reviewing a confidential communication”) • No audio or visual recordings

14. Making It All Even Easier • Explain the York standard to members and invoke Senate rules and practices if required • Eliminate unnecessary motions from agendas (approving the agenda, adjourning, etc) • Ensure recommendations / motions are clear, comprehensive, and ultimately searchable – creating a record in advance • Enlist consent agenda

15. Notes • Notes may be subject to FIPPA requests or legal actions • Retain handwritten or keyed notes for required purposes only • Dispose of notes when minutes approved and other actions completed • Shred, dip in Coke™ or apply another toxic agent

16. Retention / Shuffling of Minutes • Establish appropriate protocols for retaining minutes • Paper, electronic, Web? Combination? • Follow archival protocols of the Common Records Schedule • Consult tip sheets prepared by Information and Privacy Office or contact office

17. Why Take Notes At All? • As a reference point during the meetings and aid to chairs and secretaries • As an immediate resource for correspondence, or other follow up (recent examples: Senate membership amendments, student evaluations) • As an aide memoire for business of potential interest • As an

18. Information Management: FIPPA Websitewww.yorku.ca/secretariat/infoprivacy/infotoolkit/index.htm Recordkeeping Basics: Tip Sheet 1Confidential Records: Tip Sheet 2Transitory Records: Tip Sheet 3FIPPA Exclusions and Exemptions: Tip Sheet 4Email Management: Tip Sheet 5Naming Conventions for Electronic Files and Folders: Tip Sheet 6Secure Destruction of Records: Tip Sheet 7Voicemail Management: Tip Sheet 8Records Clean-Up Day: Tip Sheet 9Scanning University Records: What You Need to Know: Tip Sheet 10Security of University Records On Portable Devices: Tip Sheet 11Minute-Taking Tips and Techniques: Tip Sheet 12

19. For More Information….. University Secretariat www.yorku.ca/secretariat Information and Privacy Office http://www.yorku.ca/secretariat/infoprivacy/index.htm/