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.

__________________________________________________________________________

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




g.
Rationale

 

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)

WHO’S RESPONSIBLE
(optional column)

i.  MSC (Smith/Jones) approval of the September 25, 2011 minutes.

 

 

NEW BUSINESS

BRIEF RATIONALE

 

New language to AR 2511, the Governance Document.

 

 

 

OUTCOME

MSC (Jack/Jill) to approve the recommended language and to add it to AR 2511.

 

WHO’S RESPONSIBLE

According to the “Best Practices” the committee chair shall carry actions forward unless otherwise noted.

 

1 of 2

 

 

TITLE OF AGENDA ITEM

 

 

 

 

 

 

OUTCOME

 

 

WHO’S RESPONSIBLE

TITLE OF AGENDA ITEM

 

 

 

OUTCOME

 

 

WHO’S RESPONSIBLE

 

j.  ADJOURNMENT Time

 

 

k.  NEXT MEETING
    
Date, time and location

l.  Minutes recorded by Name, Title or Office

 

 

 

 

 

 

 

 

 

 

 

 

 

2 of 2

 

 

 

 

 

 

 

 

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Last updated: 4/24/2013 3:34:40 PM