NOTE TAKING

Notes may be taken in longhand (using abbreviations), shorthand or taped. Lists or dot points are easier to write down quickly rather than complete sentences. You will need to send your longhand notes of the assessment task meeting to your facilitator as part of this assessment.

Taking good quality notes ensures the outcomes are recorded correctly

It is necessary to transcribe these notes to show the intended meaning and a complete record of the proceedings

Relevant points must be included from the general discussion

PROCEDURES FOR MINUTE TAKERS

Arrive early to check room, resources and distribute papers such as agenda, minutes, etc

Have a notebook and plenty of pencils available

If you are using a tape recorder make sure the equipment is working and that you have a tape

Have a list of probable attendees so that you are familiar with their names before the meeting

Prepare a skeleton minutes template. If there are any draft motions these can be keyed/written in beforehand.

Have a copy of the agenda so you can follow discussion points

Have a copy of the previous minutes to refer to/write amendments on

Check for quorum and advise chair of numbers

Take accurate notes of all discussion – remember this is a rough draft

Ask questions to clarify any points made

Write the motions word for word and note the proposer and seconder

Note the date and time of the next meeting

Note time meeting concluded

Write up the minutes as soon after the meeting as possible

Have the minutes checked for accuracy and submit for approval by nominated person

Distribute minutes to all attendees, guest speakers, those absent and other relevant personnel as soon as possible

Distribute attachments relating to items in the minutes if required

FORMAT OF MINUTES

Minutes should include the following:

Name of organisation, date, time and place of meeting

Names of those present, although this is optional as some organisations/committees choose to only record apologies. Chair should be listed first, followed by office bearers, then other participants in alphabetical order.

Apologies

Confirmation of minutes of previous meeting

Matters arising from the previous minutes

Correspondence – in and out

Reports – such as President, Treasurer, Committee

Items of business as per agenda. If action is required this must be noted as well as the person who is to take the action and the deadline. There may be

  • Motions – showing the mover and seconder and if carried or defeated after being voted on
  • Resolutions – motions which have been carried and so do not need the names of mover and seconder

Any other business or general business. Participants have the opportunity to raise points of concern or interest.

Date and time of next meeting

Time the meeting closed

NB Do not record petty arguments, personal attacks or discussion 'off the record'.

The following is a copy of the minutes for the local garden club meeting from Topic 3. Note there are no motions or resolutions as this is more an informal meeting. There are two introductions to show you two different ways of starting the minutes.

MINUTES OF MONTHLY MEETING

A meeting of the Roots, Shoots and Leaves Garden Club was held in Meeting Room B, RSL Club, Main Street on Thursday 11 July 20__ at 7pm.

OR

MINUTES OF MONTHLY MEETING

ROOTS, SHOOTS AND LEAVES GARDEN CLUB

held at

Meeting Room B

RSL Club, Main Street

on

Thursday 11 July 20__

at

7pm

APOLOGIES

Iris Hope, Rose Thorn

MINUTES OF LAST MEETING

Minutes of the meeting held 6 June 20__ were read and approved.

MATTERS ARISING FROM MINUTES

Nil

CORRESPONDENCE IN

Letter of thanks received from Flowers in the Sun Nursery.

CORRESPONDENCE OUT

Letters were sent to all advertisers re sponsorship to our annual newsletter.

COMMITTEE REPORTS

PRESIDENT

Summer thanked all members who helped with the replanting at the National Trust home.

TREASURER

Warwick is pleased we are in a good financial position. Statement attached.

AUGUST PLANTINGS

Shrubs will be ordered by Jon to be picked up on 10August ready for the working bee the following weekend.

TRIP TO COWRA JAPANESE GARDENS AND CEMETERY

This trip will go ahead on the last weekend in September, (29 and 30). Jon will organise the bus and accommodation. Warwick will work out the cost per member and non-member and let us know next meeting. Jasmine will handle ticket sales.

OTHER BUSINESS

Ray suggested that we need to buy more shovels and spades for our working bees. Summer will look into the cost of these and report at the next meeting.

NEXT MEETING

The next meeting will be Thursday 8 August 20__.

Meeting closed at 8.35 pm.

I Weed

Chair

11 July 20__