Download/save minutes template (Word doc)
A sample of the template is below but the link at the top provides a sample you can use.
Administrative Regulation 2511, the Governance Document, section "Communications & Operations" includes the list of mandated items for recording minutes.
Minutes should include the following information:
a. minutes adopted or unadopted
b. meeting date, time, location
c. members present; absent; proxies and guests
d. verification of quorum (see #4 of the Communications & Operations section)
e. time meeting called to order
f. approval of minutes (indicate date of minutes being approved)
g. brief rationale of motions/actions
h. vote results (i.e. MSC = moved, seconded, carried or MSF = moved, seconded, failed or MST = moved, seconded, tabled) of motions/actions taken
i. motions - name of presenter and second; e.g.“MSC (Smith/Jones) the email policy …”
j. time of adjournment
k. next meeting date
l. name of minutes recorder and title or office
**Helpful tips: **
- Copy/paste the agenda and use for recording the minutes. This ensures that each agenda item is addressed within the minutes.
- Be sure to spell out abbreviations.
For example, SLO Student Learning Outcome
- 1” margin especially on the left – this allows hole-punching.
- Indicate constituency representation for each person.
For example “K. Jones (Senate)”
- Bold motions made [MSC], this makes it easier when creating the motions report.
Using the TABLE format:
A good example for using tables to record minutes please review the Student Affairs Committee minutes.
Using the regular agenda/minutes format:
A good example for recording minutes NOT using tables please review the Governance Review Committee minutes.
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MINUTES SAMPLE USING THE TABLE FORMAT
a. Adopted or Unadopted
b. GLENDALE COMMUNITY COLLEGE
NAME OF COMMITTEE
Date
Time & Location
MINUTES
c.
Present:
Proxies: optional to use
Absent:
Guest(s):
d. Quorum (# needed): # out of # voting members
e. CALL TO ORDER Time
f. APPROVAL OF MINUTES [Date]
OLD BUSINESS
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g. Rationale
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OUTCOME
h. Vote result indicate
MSC – moved, seconded, carried or
MSF – moved, seconded, failed or
MST – moved, seconded, tabled
Include name of presenter and who seconded the motion
(Smith/Jones)
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WHO’S RESPONSIBLE
(optional column)
i. MSC (Smith/Jones) approval of the September 25, 2011 minutes.
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NEW BUSINESS
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BRIEF RATIONALE
New language to AR 2511, the Governance Document.
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OUTCOME
MSC (Jack/Jill) to approve the recommended language and to add it to AR 2511.
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WHO’S RESPONSIBLE
According to the “Best Practices” the committee chair shall carry actions forward unless otherwise noted.
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OUTCOME
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WHO’S RESPONSIBLE
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OUTCOME
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WHO’S RESPONSIBLE
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j. ADJOURNMENT Time
k. NEXT MEETING
Date, time and location
l. Minutes recorded by Name, Title or Office
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