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