Minutes - wikipedia Minutes This article is about the written record of a meeting. For the unit of time, see minute. For other uses, see Minute ( disambiguation ). Minutes, also known as minutes of meeting ( abbreviation MoM ), protocols or, informally, notes, are the instant written record of a meeting or hearing. They typically describe the events of the meeting and may include a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues. Contents 1 Creation 2 Purpose 3 Format 4 See also 5 References 5.1 Citations 5.2 Sources 6 Further reading Creation Minutes may be created during the meeting by a typist or court reporter, who may use shorthand notation and then prepare the minutes and issue them to the participants afterwards. Alternatively, the meeting can be audio recorded, video recorded, or a group 's appointed or informally assigned secretary may take notes, with minutes prepared later. Many government agencies use minutes recording software to record and prepare all minutes in real - time. Purpose Minutes are the official written record of the meetings of an organization or group. They are not transcripts of those proceedings. Using Robert 's Rules of Order Newly Revised ( RONR ), the minutes should contain mainly a record of what was done at the meeting, not what was said by the members. The organization may have its own rules regarding the content of the minutes. For most organizations or groups, it is important for the minutes to be terse and only include a summary of the decisions. A verbatim report ( transcript ) is typically not useful. Unless the organization 's rules require it, a summary of the discussions in a meeting is neither necessary nor appropriate. The minutes of certain groups, such as a corporate board of directors, must be kept on file and are important legal documents. Minutes from board meetings are kept separately from minutes of general membership meetings within the same organization. Also, minutes of executive sessions may be kept separately. Committees are not required to keep formal minutes although less formal notes may be taken. For committees, their formal records are the reports submitted to their parent body. Format The format of the minutes can vary depending on the standards established by an organization, although there are general guidelines. Robert 's Rules of Order Newly Revised contains a sample set of minutes. Generally, minutes begin with the name of the body holding the meeting ( e.g., a board ) and may also include the place, date, list of people present, and the time that the chair called the meeting to order. Since the primary function of minutes is to record the decisions made, all official decisions must be included. If a formal motion is proposed, seconded, passed, or not, then this is recorded. The voting tally may also be included. The part of the minutes dealing with a routine motion might note merely that a particular motion was `` moved by Ann and passed ''. It is not strictly necessary to include the name of the person who seconds a motion. Where a tally is included, it is sufficient to record the number of people voting for and against a motion, but requests by participants to note their votes by name may be allowed. If a decision is made by roll - call vote, then all of the individual votes are recorded by name. If it is made by general consent without a formal vote, then this fact may be recorded. The minutes may end with a note of the time that the meeting was adjourned. Minutes are sometimes submitted by the person who is responsible for them ( often the secretary ) at a subsequent meeting for review. The traditional closing phrase is `` Respectfully submitted '' ( although this is no longer common ), followed by the officer 's signature, his or her typed ( or printed ) name, and his or her title. Usually, one of the first items in an order of business or an agenda for a meeting is the reading and approval of the minutes from the previous meeting. If the members of the group agree ( usually by unanimous consent ) that the written minutes reflect what happened at the previous meeting, then they are approved, and the fact of their approval is recorded in the minutes of the current meeting. If there are significant errors or omissions, then the minutes may be redrafted and submitted again at a later date. Minor changes may be made immediately using the normal amendment procedures, and the amended minutes may be approved `` as amended ''. It is normally appropriate to send a draft copy of the minutes to all the members in advance of the meeting so that the meeting is not delayed by a reading of the draft. See also Diary Gazette References Citations ^ Jump up to : `` Frequently Asked Questions about RONR ( Question 15 ) ''. The Official Robert 's Rules of Order Web Site. The Robert 's Rules Association. Retrieved 2015 - 12 - 15. Jump up ^ Robert 2011, p. 468 Jump up ^ Robert III 2011, p. 146 Jump up ^ `` The Importance of Corporate Minutes ''. Inc.com. Inc. June 13, 2000. Retrieved 2015 - 12 - 16. Jump up ^ `` Internal Revenue Manual - 4.35. 2 Audit Techniques for Business Returns ''. Irs.gov. Internal Revenue Service. May 5, 2006. Archived from the original on December 22, 2015. Retrieved 2015 - 12 - 16. Jump up ^ Carnes, David. `` How to File Corporate Minutes ''. LegalZoom.com. LegalZoom. Retrieved 2015 - 12 - 16. Jump up ^ Robert 2011, p. 460 Jump up ^ Robert 2011, p. 96 Jump up ^ Robert III 2011, p. 162 Jump up ^ Sylvester, Nancy. `` How to Write and Keep Meeting Minutes ''. Nancy Sylvester, MA, PRP, CPP - T. Retrieved 2015 - 12 - 16. Jump up ^ Slaughter, Jim. `` Minutes Article ''. Parliamentarian & Parliamentary Procedure Consultant. Jim Slaughter. Retrieved 2015 - 12 - 16. Jump up ^ Jennings, C. Alan. `` Meeting Minutes According to Robert 's Rules ''. For Dummies. John Wiley & Sons. Retrieved 2015 - 12 - 16. Jump up ^ Robert 2011, pp. 472 -- 473 Jump up ^ Robert III 2011, p. 147 ^ Jump up to : Robert III 2011, p. 148 ^ Jump up to : Robert III 2011, p. 149 Jump up ^ Robert 2011, p. 470 ^ Jump up to : Robert III 2011, p. 150 Jump up ^ Robert 2011, p. 471 ^ Jump up to : `` Frequently Asked Questions about RONR ( Question 16 ) ''. The Official Robert 's Rules of Order Web Site. The Robert 's Rules Association. Retrieved 2015 - 12 - 15. Sources Robert, Henry M. ; et al. ( 2011 ). Robert 's Rules of Order Newly Revised ( 11th ed. ). Philadelphia, PA : Da Capo Press. ISBN 978 - 0 - 306 - 82020 - 5. Robert III, Henry M. ; et al. ( 2011 ). Robert 's Rules of Order Newly Revised In Brief ( 2nd ed. ). Philadelphia, PA : Da Capo Press. ISBN 978 - 0 - 306 - 82019 - 9. Further reading American Institute of Parliamentarians ( 2014 ). The Complete Minutes Manual. American Institute of Parliamentarians. National Association of Parliamentarians ( 2009 ). Pathways to Proficiency - What Was Done at the Meeting : A Guide to Minutes. Independence, MO : National Association of Parliamentarians. ISBN 9781884048562. Mina, Eli ( 2004 ). Mina 's Guide to Minute Taking. Vancouver ( Canada ) : Eli Mina Consulting. ISBN 978 - 0973442809. Parliamentary procedure Major concepts History of parliamentary procedure Principles of parliamentary procedure Deliberative assembly Committee Session Quorum Chair Floor Recognition Motion Second Debate Main motion Order of business Minutes Voting methods in deliberative assemblies Majority Unanimous consent Subsidiary motions Postpone indefinitely Amend Commit Postpone to a certain time Limit or extend limits of debate Previous question Cloture Lay on the table Privileged motions Call for the orders of the day Raise a question of privilege Recess Adjourn Fix the time to which to adjourn Incidental motions Point of order Appeal Suspend the rules Objection to the consideration of a question Division of a question Consideration by paragraph or seriatim Division of the assembly Motions relating to methods of voting and the polls Motions relating to nominations Request to be excused from a duty Requests and inquiries ( Parliamentary inquiry, Request for information, Request for permission to withdraw or modify a motion, Request to read papers, Request for any other privilege ) Motions that bring a question again before the assembly Take from the table Rescind, repeal, annul or amend something previously adopted Discharge a committee Reconsider Legislative procedures Call of the house Hoist Motion to pass on Recall of Parliament Disciplinary procedures Censure Declare the chair vacant Impeach Naming Parliamentary authorities Robert 's Rules of Order Newly Revised ( RONR ) The Standard Code of Parliamentary Procedure ( TSC or Sturgis ) Demeter 's Manual of Parliamentary Law and Procedure Riddick 's Rules of Procedure Mason 's Manual of Legislative Procedure Erskine May : Parliamentary Practice Jefferson 's Manual Bourinot 's Rules of Order Beauchesne 's Parliamentary Rules and Forms Morin code ABC of Chairmanship Retrieved from `` https://en.wikipedia.org/w/index.php?title=Minutes&oldid=840653946 '' Categories : Parliamentary procedure Meetings Public records Talk Contents About Wikipedia Azərbaycanca Català Dansk Deutsch Español Euskara فارسی Français Հայերեն हिन्दी Italiano עברית मराठी Nederlands 日本 語 Русский Suomi Svenska 粵語 11 more Edit links This page was last edited on 11 May 2018, at 08 : 01. 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Question: a person who takes notes at a meeting
Answer: secretary