[Ohio-talk] effective meeting minutes

[Dave Bertsch]

Richard you never told me we need to keep minutes. Haha, just kidding. This is good, very thorough especially on why and how to document our meetings and progress. I have added this to my notes from the convention, especially the guidance J.W. shared there on the steps to running a good meeting.
_____________________________________________
From: Ohio-Talk [mailto:ohio-talk-bounces at nfbnet.org] On Behalf Of Richard Payne via Ohio-Talk
Sent: Thursday, January 24, 2019 7:28 AM
To: 'NFB of Ohio Announcement and Discussion List'
Cc: Richard Payne
Subject: [Ohio-talk] effective meeting minutes

How to Create Useful Meeting Minutes in the NFB

Since 1940, the work of the National Federation of the Blind has been fueled by the activities of our members, who come together every day to build the Federation. Without the love and determination of devoted Federationists across the nation, the NFB would not be the effective organization that it is today. However, as the largest organization of blind people in the United States, with fifty-two affiliates, hundreds of chapters, and tens of thousands of members, documenting our work can be a challenge. One of the best ways to record the progress of our movement is by taking effective meeting minutes and submitting them to the national office. This helps to ensure the preservation of a complete and accurate historical record of the NFB.

Purpose of Keeping Meeting Minutes
To create a lasting record of the events which transpire at a specific meeting. The record should include information on the logistics, participants, reports, points of order, motions made, and the decisions and assignments given during the meeting. Minutes are a recording of what was done, not what was said. They should be a summary, not a verbatim transcription of everything said and by who. The minutes should be approved by the members or the leadership of the entity calling the meeting and they should be submitted up through the chain of command within the organization (i.e. local to state to national).

Role of Minute Taker
Meeting minutes are collected by the secretary or another elected or appointed individual. The minute taker should not be the chair or facilitator and should have no other major duties during the meeting. They may actively participate in the meeting and discussions, but should endeavor at all times not to neglect their recording duties. They should also aim to be as objective as possible. Personal opinions should never be deducible from the minutes.

Useful Tips
1.      Use a laptop, notepad, or Braille note taker to record notes. Choose the method or device that will be most comfortable to work with.
2.      Use short hand or abbreviate notes during the meeting.
3.      If using a computer or other notetaking device, save the official minutes to a different document from the notes so that the two files can be compared later.

Steps for Preparing Meeting Minutes

Before the meeting
*       Use a template and pre-fill as much information about the meeting as possible.
*       Obtain a copy of the agenda, if it is available, to create headings and organize the notes.

During the meeting
*       Collect names of all officers or board members in attendance.
*       Briefly summarize reports read aloud; note where information can be found if no copy is available.
*       Summarize reports given verbally or off-the-cuff.
*       Record exact wording of each motion made, names of those who make and second them, and results of votes taken. Include a brief explanation of reasoning for the outcome if needed for clarity or if instructed to do so.
*       If a motion is too long or complicated to accurately record, ask it to be submitted in writing.
*       If a motion is amended, record the amendment only if it is controversial and provokes a lot of discussion.
*       Be sure to note motions that fail, as well as those that succeed.
*       If an objection is made, record the name of the person objecting, full wording of the objection, and the outcome of any decision.
*       Record adjournment motion, names of those who call and second it, and the time.

After the meeting
*       Collect copies of reports read aloud.
*       Transcribe notes directly following the meeting. Try to do this while memories are still crisp.
*       Ask for clarification for anything unclear; verify spelling of names and other details as needed.
*       Submit a draft of the minutes to members or meeting leaders. Make changes as appropriate.
*       Submit revised minutes to the state president for approval.
*       Email copy of approved minutes to Jacobus tenBroek Library for preservation in the NFB Affiliate Archives (jtblibrary at nfb.org<mailto:jtblibrary at nfb.org>).

Items to Include
*       Name of organization
*       Type of meeting (monthly, quarterly, annual, specially called meeting, etc.)
*       Date and time (include both start and end times)
*       Location (if in-person) or conference call information (if by phone)
*       Name of meeting facilitator
*       Name of secretary or minute taker
*       Names of officers or board members in attendance (include titles of office)
*       Note absent officers or board members
*       Meeting Agenda (prepared ahead of time)
*       Summarize topics of discussion in order of occurrence, which may include:
o       Opening greeting
o       Approval of previous minutes. Note any changes made, but do not include details.
o       Treasurer's Report
o       Playing of Presidential Release or other national submissions
o       Reports (committees, divisions, working groups, etc.)
o       Old Business
o       New Business
o       Names and affiliation of guest speakers and the topics presented
*       Review of action items
*       Calendar or due dates
*       Motion to adjourn (made by and time)

Formatting and Style
*       Start new paragraph with each new motion, decision, or point of order.
*       Use correct spelling and grammar. Use a spellchecker if needed.
*       Use the same tense throughout (past or present). Strive to be consistent.
*       Use simple, exact language. Replace vague language with precise wording and remove flowery descriptions entirely.
*       Number pages for ease of reference.

Example Chapter Minutes
National Federation of the Blind of New Jersey
Any Town Chapter

Meeting Minutes
January 1, 2018

Opening: The regular meeting of the Any Town Chapter was called to order at 10:05 a.m. on January 1, 2018, in Any Town, New Jersey, by President Michael Jones. Vice-president Martha Williams led the NFB Pledge and One Minute Message.

Members Present: Michael Jones (president), Martha Williams (vice-president), Jane Smith (secretary), Peter Brown (treasurer), and Patty Gray (board member). The meeting was also attended by approximately 20 chapter members, family members, and friends.

Members Not Present: James Mitchell (board member)

Approval of Agenda: The agenda was unanimously approved as distributed.

Approval of Minutes: The minutes of the previous meeting were unanimously approved as distributed.

Old Business:
State Convention: President Jones congratulated the chapter for their successful hosting of the recent state convention. Patty Gray moved that the hosting committee chair, Martha Williams, be commended for her work. Peter Brown seconded. The motion passed unanimously.

New Business:
Nominations Committee Report: Mary Mills, chair, reported on the slate of candidates being recommended for elections to be held at the next chapter meeting. All officer positions and one board position are up for election. Additional nominations must be received in writing at least 10 days before the election. Members were reminded of the importance of attending and voting.

Agenda for Next Meeting:
1.      Report on chapter fundraising campaign
2.      Election of new officers
3.      POBC Bake sale

Adjournment: Meeting was adjourned at 12:10 p.m. by President Jones. Peter Brown seconded. The next general meeting will be at 10 a.m. on February 2nd, 2018, in Any Town, New Jersey.

Minutes submitted by: Jane Smith, secretary, January 5th, 2018
Approved by: Michael Jones, president, January 8th, 2018


Richard Payne,  President
National Federation of the Blind of Ohio
937-396-5573or 937/829/3368
Rchpay7 at gmail.com
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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