Association of California Nurse Leaders

HOW TO TAKE MINUTES OF A MEETING

Minutes are a record of what happened, what was decided and what actions will be taken. They should be written for every meeting, and presented at the next meeting or beforehand. Minutes should be written in the third person, for example, the minutes should say, “The Board of Directors decided…” instead of “We decided…”. The body of each topic should include the important point of the discussion and what action will be taken along with who will take the action and when it will be done. Someone who has never been to the meeting should be able to understand the minutes. Below is a generic set of minutes, which show general format.

The minutes should start wilt the name of the committee that met and when and where the meeting was held.

Agenda Should Include

Welcome

Approval of Minutes

Review of Action Items

Board Update

Review of Committees Tactics from Strategic Plan

Business Items

New Business Items

Adjournment

The attached set of minutes is a sample of the Annual Program Committees minutes. Bolding the action items assists in follow-up for committee members.

Copies of your specific committee’s minutes will be posted to the web for easy access by all members. Please be aware that any member of ACNL can review your minutes. Visit the ACNL web site to review previous years work.

Annual Program Committee

Conference Call Minutes

August 26, 2002

Page 2of 2

ANNUAL PROGRAM MINUTES

August 26, 2002

8:00am – 9:00am

MINUTES

COMMITTEE MEMBERS PRESENT: Roseanne McLaren, Jennifer Hermann, Rosie Curtis, David Loose, Ginger Manss, Kathy Cocking, Patricia McFarland and Cathy Novaresi

COMMITTEE MEMBERS ABSENT: Donna Kistler, Deborah Crist-Grundman and Kathi Palange.

A.CALL TO ORDER

Roseanne McLaren, Chair, called the meeting to order at 8:00am. All were welcomed to meeting and introductions of the attendees took place.

B.REPORTS (See Annual Program – Draft 4, attached)

Speakers

Ginger, Rosie and Patricia reported they have completed their contacts to potential speaker and have confirmations. Cathy reported that the speaker letters have been sent.

Action: Cathy to forward copies of speaker letter to the speaker sub-committee.

Action: Roseanne to follow–up with Deborah to see where she is with her speakers.

Opening Ceremonies

Roseanne led the discussion about the opening ceremony. An idea that still needs clarification and details is the development of a video that demonstrates the relationship between the history of nursing and the history of ACNL and end with Gloria Williams singing her rendition of the song “9 to 5” relating to nursing. Roseanne offered technical assistance from her office if needed.

Action: Patricia to contact Gloria to see if available to participate.

Action: Table further discussion until the next conference call.

Action: Kathy Cocking will connect with Donna Kistler regarding Nadia West and Therese Morley for opening activities.

Exhibitors

David and Kathy Cocking reported a script with guidelines has been developed to assist committee members in making the follow-up calls to the exhibitor list. Discussion ensued around content of the calls. It was agreed to seek advertising and sponsorship during the follow-up call. The deadline to complete the follow-up calls is September 15, 2002.

Cathy reported that she has received 26 commitments from the 2002 Exhibitor List with 11 payments received.

Action: Rae Bowers to update Exhibitor Mailing List and email to full committee.

Action: Kathy Cocking to amend script and guidelines and email to Cathy.

Action: Cathy to update script and guidelines and email to full committee.