Can minutes of a meeting be approved by conference call


The approved minutes can be part of the call to the meeting for the next annual meeting so that the membership can review the minutes the following year. This process allows the group to have official minutes without waiting an entire year.


Should you take minutes for a conference call?

That should also happen if you’re taking minutes for a conference call. Speaking of conference calls — Vast Conference offers conference call and online meeting recording. Additionally, you can opt for an accurate, affordable transcription of your meeting. Both services can save you a lot of time and trouble.

What happens if minutes of a meeting are not approved?

The members will not approve minutes that contain insults, bickering conversations or errors until the minutes are amended. It is the secretary’s responsibility to correct the minutes if they are not approved.

How long should your meeting minutes be?

The length of your meeting minutes depends on how long your meeting is and how many topics you and your team plan on covering. Keep your sentences short and objective — no need to get creative!

How do you bring a motion to approve minutes of meeting?

Bring a Motion Approving Board Minutes At the next board meeting that constitutes a quorum, have the chairman, or whichever board member is running the next meeting, make a motion for the board approving the meeting minutes. A quorum is the minimum number of board members required to take official action.


Are meeting minutes accepted or approved?

Minutes of a meeting are usually approved at the beginning of the next scheduled meeting [see Order of Business]. A member’s absence from a meeting does not preclude that member from offering corrections to the minutes or voting for their approval.

How do you take minutes on a conference call?

Some key things to include in your meeting minutes are the time and date of the meeting, names of the participants on the conference call, decisions made, new topics brought up and the next meeting time and date. … Meeting Purpose.Attendees.Topics/Presentations.Follow-up Tasks.

What are the rules of meeting minutes?

At a minimum, minutes should include:Name and kind of meeting. … Date, place, and time that the meeting began and ended.Names of the chair and secretary or their substitute.Names of voting members attending and whether a quorum was present. … Names of guests and their subject matter.More items…

When should board meeting minutes be approved?

Approving the minutes The minutes of one meeting are normally approved at the next regular meeting, following the call to order and opening ceremonies.

Can recordings be used as minutes?

If you use recordings as part of your minutes, you should consider using similar language. The value of such a paragraph is that it puts everyone, including the public, the board and your staff, on notice that the recordings are part of the minutes.

What to write in call to order in minutes of meeting?

What should go into meeting minutes?Date and time of meeting.Names of the participants.Agenda items and topics discussed.Action items.

What does approval of minutes mean?

If the members of the group agree (usually by unanimous consent) that the written minutes reflect what happened at the previous meeting, then they are approved, and the fact of their approval is recorded in the minutes of the current meeting.

Do meeting minutes need to be signed?

In addition to recording the time the meeting adjourns, the person who recorded the minutes should sign them. The words “Submitted by” followed by the signature is acceptable according to Robert’s Rules of Order, Newly Revised, says Bowie.

What are legal minutes?

The written record of an official proceeding. The notes recounting the transactions occurring at a meeting or official proceeding; a record kept by courts and corporations for future reference.

Who can approve minutes?

The Managing Contact is typically the one who approves the meeting minutes while the Prepared By is the scribe of all meeting items documented during the meeting. Review to ensure these parties are properly identified. 4.

Can minutes be signed electronically?

10. Can minutes be prepared electronically? As mentioned above, yes minutes can prepared and maintained electronically but they should be properly timestamped.

What will happen if a company does not write minutes of the meeting every meeting?

Not taking meeting minutes can be costly in terms of both time and money, for example when you and your colleagues have different recollections of what was agreed during a meeting. In the worst case, if meeting minutes are not written you may end up having to repeat the meeting.

What tense should meeting minutes be in?

You should always write your meeting minutes in past tense. These could be considered a recap to what happened on the call and therefore will be re…

Who should take meeting minutes?

Having someone who will be attending all meetings, will not be presenting on the call and can take notes swiftly and understands the topic being di…

How long should meeting minutes be?

The length of your meeting minutes depends on how long your meeting is and how many topics you and your team plan on covering. Keep your sentences…

When to start working on meeting minutes?

So, start work on your official document the same day as the meeting you’re recording. Even if you don’t have to submit the meeting minutes document immediately, you should make sure that the bones of the document are in place as soon as possible.

How to take notes without interruption?

Arrive in the meeting room with plenty of time to get set up, and do the following so that you can take notes without interruption: For written notes, bring plenty of paper and a few extra pens. If you’re taking notes on a computer, make sure that:

Why do you need to pay attention to each issue that the group discusses?

But you’ll want to pay attention to each issue that the group discusses because a summary of those issues will have to go in the notes for each motion. Subsequently, you’ll need to use your judgment as an editor. You’ll have to make choices about what to include in the minutes.

What is a list of attendees?

List of attendees: A record of everyone who has attended the meeting and their role or title. Agenda items: Record every agenda item that is considered in the meeting, the major points that the group considered, and what decision they ultimately made. Meeting start and end time.

What happens if your boss asks you to take notes?

If your boss asks you to keep minutes or take formal notes on a meeting, you might be intimidated. The task sounds serious and official — it brings to mind boardrooms, courtrooms and Congressional hearings.

Should side conversations be included in minutes?

Side conversations, jokes, anecdotes, and other normal parts of a meeting should not show up in official minutes. Your job is to decide what is extraneous and what is not. However, you shouldn’t cut everything but the final choice. “Minutes should not exclude minority opinions,” says Heller.

Do you have to be perfect to take meeting notes?

You don’t have to be perfect. You’ll be able to make changes and corrections before you submit them for approval. As long as you pay attention and take accurate meeting notes, you’ll be fine. We’ve done research, talked to experts, and compiled everything you need to know to take minutes and formal notes.

What are meeting minutes?

Meeting minutes are the tangible records taken in a meeting that are used to inform attendees and nonattendees of what was discussed during the meeting and define the required next steps to keep the conversation or project on track. Meeting minutes allow people who didn’t attend the meeting to get caught up on what was discussed. This condensed document also suggests what topics to revisit and inform future decisions in follow-up meetings.

How to write minutes for a meeting?

How to write effective meeting minutes in 6 steps. 1. Preplan. By setting and sending a meeting agenda to your colleagues beforehand, you can help guide the conversation and cut out any tangents that might arise. You can use your meeting minutes to set up the meeting structure as well for easy note-taking and topic changes.

What is the purpose of writing down big decisions made during a meeting?

By writing down big decisions made during the meeting, you put you and your colleagues a step ahead for any follow-up meetings. Capture motions or votes made in the meeting room to clarify for attendees and nonattendees when, why and how these decisions were made.

Why is documenting a meeting important?

Documenting your meeting is a crucial step for a successful and effective video conference call. If you’ve been chosen as the sacred scribe of your meeting, it’s important to understand the ins and outs of writing and sharing meeting minutes effectively, intuitively and easily with your colleagues. But don’t stress — here is everything you need …

What makes a meeting effective?

Effective meetings are the product of good leadership, a collaborative team, minimum small talk and excellent note-taking. Make the most of your meeting minutes with this basic minute-taking template. Copy the template below and use it for your next meeting!

How to keep minutes available for future review?

Keep minutes available for future review. Make sure you bring your minutes to the next follow-up meeting so you can kick off your meeting with a recap. This way, you can check if tasks have been accomplished, and you can use these minutes to guide how your meeting will progress .

Is a meeting one meeting?

A meeting is never just one meeting — there are always follow-up syncs and tasks people need to do. By recording what needs to be done before the next meeting happens, colleagues can easily keep track of what they need to do to prepare for the next call.

What is a meeting minutes?

In the association world, this is especially true for meeting minutes. Minutes are an official record of actions the board or committee took at a meeting, not a record of everything that was said. They serve a historical purpose, but just as important, they serve a legal purpose, documenting the group’s adherence to the proper procedures and …

What should be included in minutes of a meeting?

The minutes should include the title of the group that is meeting; the date, time, and venue; the names of those in attendance (including staff) and the person recording the minutes; and the agenda. The minutes should follow the order of the agenda, with a basic, almost vague, summary sentence or two for each item, …

What to do when items not on agenda are discussed?

When items not on the agenda are discussed, note simply that “time was provided for members to discuss items not on the agenda. ”. And remember that minutes are not the place for future action items or to-do lists. Finally, once the minutes are approved, destroy any notes and audio or video recordings of the meeting.

Why are online meetings important?

Online Meetings are used to interact with a variety of different people and to achieve numerous different functions. From team collaborations and sales meetings to large-scale webinars and global product launches, video conferences enable better interactions and communications experiences.

When the board approves executive compensation or a transaction with a board member, that action should be recorded?

There is one exception: When the board approves executive compensation or a transaction with a board member, that action should be recorded—along with the names of those who voted for and against, the information provided on which they based their decision, and the outcome.

Essential Items to Include in Meeting Minutes

Issues, points, discussions and votes can get lost over time unless someone takes the time to record all of the important details. Board meeting minutes rules include a number of important essential elements.

Approving Meeting Minutes

The president and the secretary sign the meeting minutes to make them official and add the date they approved the minutes. According to Robert’s Rules of Order, the minutes should be entered, ‘in good black ink in a well-bound record book.’

Recording Votes for Meeting Minutes

Robert’s Rules also offers suggestions for the proper way to record votes. Boards that take votes by ballot should record the number of votes on each side of the issue. Boards that take votes by verbal yeas and nays should enter a list of the names for each response.

Recording Resolutions for Meeting Minutes

A resolution is a deliberate, careful decision made by the corporation. The minutes should reflect the actual wording of resolutions verbatim. The wording should be along the lines of, ‘The board submitted a report with a series of resolutions. After debates and amendments, the board adopted the following resolutions.’

Reading of the Meeting Minutes

Boards have the option of reading the minutes out loud at each meeting, depending on the wording of the bylaws. When boards hold meetings over the course of several days, where they take breaks during the day, the secretary reads the minutes at the opening of each business day.

Publishing the Meeting Minutes

The meeting minutes are considered a strict and accurate recording of a meeting. When publishing meeting minutes, Robert’s Rules suggests that boards should include a list of speakers on every side of the question and an abstract of addresses.

Diligent Minutes Ensure Compliance

Compliance is no concern for boards that use Diligent Minutes software. Diligent’s platform makes it a snap to create meeting minutes from an existing online board book because it transfers the list of attendees, dates and meeting topics automatically.

Why are minutes of board meetings important?

Learn More →. Minutes of board meetings are legal documents and available for public inspection, making them important records for a business or other type of organization. The more formal they are, the more important it is that they are approved by the board before they are disseminated.

What is quorum in a board meeting?

A quorum is the minimum number of board members required to take official action. Wait for the motion to be seconded and then have the meeting leader open the floor for discussion. During the discussion, require a motion to be made, seconded and passed if there are any changes or corrections that need to be made to the minutes.

What happens if the secretary cannot read the minutes of a meeting?

If the secretary cannot read the minutes during the same meeting for the minutes to get the members to approve the minutes, then the members can authorize its executive committee to correct and approve them.

What happens if minutes are not approved?

If the minutes are not approved and a member asks for a correction, the secretary corrects the text on the written minutes itself and adds a statement to the minutes that reads, “The minutes have been approved as corrected.”.

Who Takes the Minutes?

The company secretary usually takes the minutes of a meeting. The role of the secretary may be voluntary. Or a staff member may act in the position of a secretary on a management committee to cover the role of taking minutes. Either way, to become a secretary for a meeting, a person should have training in recording the minutes to understand the items to be recorded: what was decided at the meeting, what was accomplished and what was agreed.

How long does it take for a committee to get minutes?

Next, by writing the minutes, the secretary makes the minutes available to the committee within five days after the meeting or at the next meeting, whichever is convenient to the members.

How many members of a committee must agree to the amendment of minutes?

Two-thirds of the committee, or the majority of the members at the meeting, must agree to the change for the minutes to be amended. The secretary must have the skills to accurately write the exact wording of the previous statement from years ago, the change and whether the amendment is adopted or rejected.

Who records what the members discussed and agreed to?

The secretary records what the members discussed and agreed to. The members will not approve minutes that contain insults, bickering conversations or errors until the minutes are amended. It is the secretary’s responsibility to correct the minutes if they are not approved.

Can a committee amend minutes years later?

For example, a committee may decide to amend approved minutes years later. In this situation, the committee will ask the members to vote to “amend something previously adopted.” Two-thirds of the committee, or the majority of the members at the meeting, must agree to the change for the minutes to be amended.


Leave a Comment