Meeting Minutes Format
These guidelines are provided as a suggested content and format for college and departmental minutes, and may be adapted to meet individual college and departmental needs.
MINUTES FORMAT AND CONTENTS
First Paragraph:
- Kind of meeting (regular, special, other)
- Name of group that is meeting
- Names of all present, absent, excused
- Date and time of meeting
- Place of meeting, if varies
- Fact that Chairman and Secretary were present or name of substitute
- Whether minutes of previous meeting were read and approved.
Separate paragraph for each subject matter in order of agenda:
- Brief description of subject matter and name of presenter/s
- Discussion points/concerns raised for each topic. Not necesssary to attribute to individuals. "There was discussion and these points were raised: (list points)"
- Items for future action/discussion and responsible person/s
- All main motions or motions to bring a main question again before the assembly stating
- Name of mover
- Wording which was adopted or disposed of
- Disposition of motion (including amendments or motions)
- Number of votes if count ordered or ballot vote
- Names and votes if roll call vote
Last Paragraph:
- Hour of adjournment
Optional:
- Seconder's name
- Summary of Remarks of guest speakers
* Source: Jim Slaughter, JD, CPP-T, PRP and Robert's Rules of Order Newly Revised 10th Edition
Office of the Provost, August 3, 2011