- 1). Know the purpose of minutes. Meeting minutes summarize action, not words. Motions and votes belong in minutes; comments, asides and debate do not.
- 2). Review the minutes as soon as possible. Board members who have access to minutes before the meeting should read them carefully to ensure that they are accurate and complete.
- 3). Make sure you have a quorum. A board cannot vote on anything without a quorum, the minimum number of members necessary to take action. Quorums vary from group to group. The law dictates quorum for governmental bodies.
- 4). Make a motion to approve the minutes. This motion can come from anyone on the board, and it requires a second.
- 5). Open the minutes to discussion. Discussion should be limited to strictly factual matters, so as to avoid re-opening debate. For example, if the recording secretary incorrectly spelled someone's name, recorded a vote or summarized a motion, the items should be corrected in the minutes before approval.
- 6). Ask the board to vote to approve the minutes. This may be done by a voice vote, or by polling the board members individually. The board's bylaws determine how many affirmative votes approval requires.
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