[NFB-Talk] Document explaining duties of secretary and information on taking minutes

Wed Oct 1 17:56:09 UTC 2025

Hello Sherri. Here are some additional resources and information. First, the link https://nfb.org/images/nfb/state_president_resources/guideforlocalandstateleadersnationalfederationoftheblind.html should provide more useful information.

Now, here are tips and an example of creating minutes. The key to "easy readability" is ensuring clarity, conciseness, and superior accessibility for screen reader users and those reading in Braille or large print. Some people feel that including the treasury information should be done in the minutes, and others feel that only the fact that the treasurer’s report was read and approved should be included. You will have to decide what is best to avoid redundancy. Also, in the example below, should you create a template, feel free to personalize it to your style. No two secretaries are the same. Also, to get an idea of what items should go where in the minutes, you can use the agenda for the meeting as a guide and you will find that if the agenda is well written, you should not have to do a lot of extra work. I hope this helps, and following are the tips and the example template.

5 Quick Tips for Creating Accessible & Readable Minutes

1.	Focus on Action, Not Transcription: Minutes should reflect what was done (motions made, voted on, results) and what needs to be done (action items, who is responsible, and deadlines). Avoid documenting every comment or discussion point unless it's legally required for transparency (e.g., a formal opposition to a motion).
2.	Use Clear Headings and Lists: Always use standard heading levels (Heading 1 for the title, Heading 2 for main sections) and bulleted/numbered lists for motions and action items. This structure is essential for screen reader navigation and helps all readers quickly scan for important information.
3.	Standardize the Template: Use a consistent template for every meeting. Readers will know exactly where to find the Treasurer's Report, Old Business, New Business, etc.
4.	Isolate Key Data: List the Date, Time, Location, and Quorum status (if applicable) at the very top.
5.	Capitalize and Bold Key Terms: In the body, use bold text and capitalization for names, motions, and action items to make them stand out (e.g., Motion:, ACTION ITEM:).

Example Chapter Meeting Minutes Template

This template uses a clear, action-oriented style suitable for an NFB chapter.

  _____  

[H1] [Affiliate Name] Chapter Meeting Minutes

Meeting Name: [Chapter Name] Regular Monthly Meeting

Date: Wednesday, October 26, 2025 (or other date)

Time: 7:00 PM – 8:00 PM CDT

Location: [Physical Address or Virtual Platform, e.g., Zoom Meeting Room]

Secretary: [Your Name]

Quorum: A quorum was present.

  _____  

[H2] 1. Call to Order and Roll Call

The meeting was called to order by President [President's Name] at 7:05 PM.

Attendance:

*	Officers Present: [President Name], [Vice President Name], [Secretary Name], [Treasurer Name]
*	Officers Absent (Excused): [Officer Name]
*	Members Present: [Total count]
*	Guests Present: [Total count, or list names if few]

  _____  

[H2] 2. Approval of Previous Minutes

Motion: A motion was made by [Member Name] and seconded by [Member Name] to approve the minutes from the September 2025 meeting as distributed.

*	Vote: Passed unanimously.

  _____  

[H2] 3. Treasurer's Report

Report Summary: [Treasurer Name] presented the report.

*	Beginning Balance (Sept 1): $[Amount]
*	Income (Dues/Fundraising): $[Amount]
*	Expenses (e.g., NFB-NEWSLINE outreach): $[Amount]
*	Ending Balance (Sept 30): $[Amount]

Motion: A motion was made by [Member Name] and seconded by [Member Name] to accept the Treasurer's Report.

*	Vote: Passed unanimously.

  _____  

[H2] 4. Old Business

*	A. NFB Convention Scholarship Drive: [Vice President Name] reported that the chapter raised $[Amount] toward the goal of $[Goal]. The next scheduled event is the [Event Name] on [Date].
*	B. State Affiliate Board Meeting Follow-up: The Secretary confirmed that the required reports were submitted to the State Secretary on [Date].

  _____  

[H2] 5. New Business

*	A. Nominating Committee for [Event/Position]:

*	Motion: A motion was made by [Member Name] and seconded by [Member Name] to create a Nominating Committee composed of [Member 1], [Member 2], and [Member 3] to select candidates for the 2026 Chapter Officer Elections.
*	Vote: Passed 18 in favor, 2 opposed.

*	B. Proposed Chapter Project: Braille Literacy Outreach:

*	[Member Name] proposed dedicating $500 for the purchase of Braille Is Beautiful Kits to be distributed to local schools.
*	Motion: A motion was made by [Member Name] and seconded by [Member Name] to allocate up to $500 for the purchase of Braille Is Beautiful Kits.
*	Vote: Passed unanimously.

  _____  

[H2] 6. Action Items

Item

Description

Responsible Party

Due Date

01

Deposit scholarship funds raised and send a receipt to the State Treasurer.

[Treasurer Name]

October 30, 2025

02

Contact the local library about hosting a future book fair fundraiser.

[Member Name]

November 15, 2025

03

Schedule the first meeting of the newly formed Nominating Committee.

[President Name]

October 28, 2025

  _____  

[H2] 7. Announcements

*	The next Presidential Release from President Riccobono will be available on [Date].
*	The State Convention early bird registration deadline is [Date].

  _____  

[H2] 8. Adjournment

The meeting was adjourned at 8:01 PM. The next regular meeting is scheduled for Wednesday, November 27, 2025, at 7:00 PM.

Respectfully Submitted,

[Secretary Name], Chapter Secretary

[Date Minutes Approved] (This is filled in after the next meeting's approval)

--

Raul Gallegos, President

National Association of Guide Dog Users

346.439.7444 •  <mailto:rgallegos at nagdu.org> rgallegos at nagdu.org

www.nagdu.org •  <http://www.nfb.org> www.nfb.org

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“Blindness is a characteristic, not a handicap.”

The National Federation of the Blind knows that blindness is not the characteristic that defines you or your future. Every day we raise the expectations of blind people, because low expectations create obstacles between blind people and our dreams. You can have the life you want; blindness is not what holds you back.

From: flmom2006 at gmail.com <flmom2006 at gmail.com> 
Sent: Tuesday, September 30, 2025 7:53 PM
To: 'Raul Gallegos - NAGDU' <rgallegos at nagdu.org>
Subject: RE: [NFB-Talk] Document explaining duties of secretary and information on taking minutes

Thanks Raul. In the section on the duties of the secretary, it refers to an article “How to Create Useful Meeting Minutes.” I have searched NFB.ORG and cannot find it. Any suggestions would be helpful. 

Sherri     

From: Raul Gallegos - NAGDU <rgallegos at nagdu.org <mailto:rgallegos at nagdu.org> > 
Sent: Tuesday, September 30, 2025 5:14 PM
To: 'NFB Talk Mailing List' <nfb-talk at nfbnet.org <mailto:nfb-talk at nfbnet.org> >
Cc: 'Steve Sawczyn' <steve at sawczyn.com <mailto:steve at sawczyn.com> >; flmom2006 at gmail.com <mailto:flmom2006 at gmail.com> 
Subject: RE: [NFB-Talk] Document explaining duties of secretary and information on taking minutes

Hello all. Curious but the link worked from Outlook in Windows, but not from Fair Mail in Android. Go figure. So, I am pasting the text version in case this helps other readers. This is great information.

https://nfb.org/about-us/reference-guide-leaders/chapter-two-organizational-structure-and-leadership

--

Raul Gallegos, President

National Association of Guide Dog Users

346.439.7444 •  <mailto:rgallegos at nagdu.org> rgallegos at nagdu.org

www.nagdu.org •  <http://www.nfb.org> www.nfb.org

 <https://calendar.google.com/calendar/ical/nagdu.org_7eopjofhnd4968m46rcmgrck0s%40group.calendar.google.com/public/basic.ics> Subscribe to the NAGDU public calendar

 <https://facebook.com/groups/nagdu> Facebook Group •  <https://groups.google.com/a/nagdu.org/g/discuss/> Email list •  <https://nfb.social/@GuideDogUsers> Mastodon

“Blindness is a characteristic, not a handicap.”

The National Federation of the Blind knows that blindness is not the characteristic that defines you or your future. Every day we raise the expectations of blind people, because low expectations create obstacles between blind people and our dreams. You can have the life you want; blindness is not what holds you back.

From: nFB-Talk <nfb-talk-bounces at nfbnet.org <mailto:nfb-talk-bounces at nfbnet.org> > On Behalf Of Steve Sawczyn via nFB-Talk
Sent: Tuesday, September 30, 2025 10:30 AM
To: NFB-Talk <nfb-talk at nfbnet.org <mailto:nfb-talk at nfbnet.org> >
Cc: Steve Sawczyn <steve at sawczyn.com <mailto:steve at sawczyn.com> >; flmom2006 at gmail.com <mailto:flmom2006 at gmail.com> 
Subject: Re: [NFB-Talk] Document explaining duties of secretary and information on taking minutes

Hi Sherri,

I think this is what you’re looking for <https://nfb.org/about-us/reference-guide-leaders/chapter-two-organizational-structure-and-leadership> : it outlines and provides an overview of the responsibilities of each role.  There’s a lot of absolutely fantastic stuff throughout the Reference Guide for Leaders <https://nfb.org/about-us/reference-guide-leaders> .

Hope this is helpful,

Steve

On Sep 30, 2025, at 12:30 AM, Sherri Brun via nFB-Talk <nfb-talk at nfbnet.org <mailto:nfb-talk at nfbnet.org> > wrote:

I understand that somewhere on NFB.ORG <http://nfb.org/> , there is a document explaining the responsibilities of the secretary and a little about taking minutes. Does anyone have the location of that document? I am trying to get a presentation together for a meeting at our upcoming state convention. Any information would be helpful. Thank you.

Sherri Brun

flmom2006 at gmail.com <mailto:flmom2006 at gmail.com> 

NFBF Secretary

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                                The National Federation of the Blind knows that blindness is not the characteristic that defines you or your future. Every day we raise the expectations

of blind people, because low expectations create obstacles between blind people and our dreams. You can live the life you want; blindness is not what holds you back.  

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