While making the minutes available, remember that the secretary is the official custodian of the records. Be careful not to turn over any official documents to anyone. Corporation laws require that they be maintained and accessible to members. When recording action at a meeting, it may sometimes be necessary to discreetly remind the chair if action was not completed, perhaps due to a lengthy discussion. The secretary should be paying close attention so that action is recorded correctly.
Some secretaries like to use marginal subject titles.
If they are not read at that time, the minutes must be read and approved at the next regular meeting before any other minutes are acted upon. If a standing vote has been ordered, or the vote has been taken by ballot, the outcome should be entered into the minutes. If an election is held by ballot and the ballots have not been destroyed, they should be held by the secretary for one month. Once the secretary has learned proper procedures to follow in recording action taken at the meetings of the local unit, you need to know how to deliver them at the subsequent business meeting. Arrive early and check out the microphone to be sure you are able to make any adjustments when you approach the mike.