buiness meeting

1. Minutes of the Meeting
https://www.boardeffect.com/blog/how-to-take-minutes-at-a-board-meeting/
Steps
Parts
Flow

2. Steps
1. Prepare- ready an agenda and be familiar with format
2. Record
• Write the decision, short description/summary, and major arguments (if applicable) for each
agenda.
• Record discussions OBJECTIVELY, avoiding inflammatory remarks and personal
observations.
• Minutes are an official and legal record of the board meeting. Meeting minutes are
presumed to be correct and can be used as legal evidence of the facts they report. Document
discussions to accurately reflect the actions and intentions of the members so keep
information basic and language simple. Use names only when recording motions and seconds.

3. Steps
3. Writing the Official Record of Board Meeting Minutes
• Review the agenda to gain the full scope of the meeting. Add notes for clarification.
Review actions, motions, votes, and decisions for clarity. Edit the record so that the
minutes are succinct, clear, and easy to read.
• It’s better to attach meeting handouts and documents that were referred to during the
meeting to the final copy, rather than summarizing the contents in the minutes.
• Write it AS IT HAPPENS, not after. Write it while it is fresh in your mind. This will
be 1 less task for you during the day. Doing it after the meeting and listening to the
recording is redundant.

4. Steps
4. Signing, filing, and sharing of minutes
• Once your meeting minutes are fully written, you are responsible for making them
official by having the board secretary sign them. Your organization may also require
the president’s signature.
• Follow your organization’s by-laws and protocols for storing minutes. It’s a good
idea to have back-up copies either in print, a hard drive, or (best case) a board
portal.
• The secretary also has the responsibility for sharing minutes. Make sure the
president has approved the minutes before sharing in print or online.

5. Parts
• Date of the meeting
• Time the meeting was called to order
• Names of the meeting participants and
absentees
• Whether a quorum is present
• Corrections and amendments to previous
meeting minutes
• Additions to the current agenda
• Motions taken or rejected
• Voting-that there was a motion and second,
and the outcome of the vote
• Actions taken or agreed to be taken
• Next steps
• New business
• Open discussion or public participation
• Next meeting date and time
• Time of adjournment

6. Helpful Tips for Taking Board Meeting
Minutes
• Use a template
• Check off attendees as they arrive
• Do introductions or circulate an attendance list
• Record motions, actions, and decisions as they occur
• Ask for clarification as necessary
• Write clear, brief notes-not full sentences or verbatim wording
• Maintain the same verb tense

8. How should you
conduct a meeting?

9. Motions
A motion is a proposal that the entire membership take action or a stand on an
issue. Individual members can:
• Call to order.
• Move a motion/make a suggestion.
• Debate or brainstorm on motions.
• Make a group decision.

10. Role of the facilitator
• Preserve the structure and order of the meeting
• All feedback from the participants should be directed to the facilitator, then
facilitator paraphrases/repeats to the group.
• Make sure the meeting accomplishes all the agenda listed (with the help of
timekeeper, if necessary)
• Review everything, ask for last minute concerns, and sets the schedule for
next meeting before ending the current meeting

11. Role of the participants
• Wait for your turn to speak. Only one person speaks at a time
• Ask important and relevant questions
• Listen to the other participants
• Provide feedback and ideas to the group
• Direct all feedback, comments, and ideas ONLY to the facilitator
• Be objective. Avoid blurting unnecessary, irrelevant, and/or offensive remarks.

12. Basic Types of Motions
1. Main Motions introduce items to the membership for their consideration. They cannot be
made when any other motion is on the floor, and yield to privileged, subsidiary, and
incidental motions.
2. Subsidiary Motions change or affect how a main motion is handled, and are voted on before
a main motion.
3. Privileged Motions bring up urgent items about special or important matters unrelated to
pending business.
4. Incidental Motions provide a means of questioning procedure concerning other motions
and have priority.

13. Presenting Motions
1. Obtaining the floor
• Wait until the last speaker has finished.
• Rise and address the leader.
• Wait until he/she recognizes you.

14. Voting on a Motion
The method of vote on any motion depends on the situation and the by-laws
of policy of your organization. There are five methods used to vote by most
organizations, they are:
• By Voice -- the leader asks the crowd who says “aye” and who says “no”
• By General Consent -- When a motion is not likely to be opposed, the
Chairman says, "if there is no objection ..." The membership shows
agreement by their silence, however if one member says, "I object," the
item must be put to a vote.

15. Voting on a Motion
• By Roll Call -- Each member answers "yes" or "no" as his name is called;
this is used when a record of each person's vote is required.
• By Division -- This is a slight verification of a voice vote. It does not
require a count unless the chairman so desires. Members raise their hands
or stand.
• By Ballot -- Members write their vote on a slip of paper, this method is
used when secrecy is desired.

16. Decisions pertaining to the Motion
• Motion to Table -- This motion is often used in the attempt to "kill" a
motion. The option is always present, however, to "take from the table",
for reconsideration by the membership.
• Motion to Postpone Indefinitely -- This is often used as a means of
parliamentary strategy and allows opponents of motion to test their
strength without an actual vote being taken. Also, debate is once again
open on the main motion.

17. Always remember:
1. Allow motions that are in order.
2. Have members obtain the floor properly.
3. Speak clearly and concisely.
4. Obey the rules of debate.
5. Most importantly, BE COURTEOUS.

18. Record the meeting as a group (one may upload
for the group) and write and submit the
minutes of the meeting INDIVIDUALLY
• By now everyone should have already submitted their topic suggestions and have received
feedback from the professor.
• The group will then conduct a meeting to discuss the following agenda for the webinar:
1. Decide on which topic to use for the webinar among the approved ones.
2. Webinar details: Webinar title, poster, certificates, virtual background, invitation to attend
letter, etc.
3. Speaking roles- from the chosen topic, the group brainstorms for subtopics for each
student to discuss for 10 mins. This subtopic will be the basis of the outline which will be
the content of the student's speech activity in the webinar. Deadline will be on ___.
4. Decide whether to have a recorded or live webinar.