Minute Keeper Procedure 

Preparing for taking the Minutes  

1. Use - Created 20230810 
   • CC Template
   • OC Template
   • Board Template
2. Copy the Template into - Use save as or download upload functions
   • CC Minutes Folder
   • OC Minutes Folder
   • BD Minutes Folder
3. Rename Template
4. Follow instructions on the template
5. Copy/Paste Agenda Items to appropriate template
7. When done Save as PDF
8. Send PDF copy to David Cruise
9. Send PDF copy to either ccmail@, ocmail@ or secretary@

Quick Links

• Attendance 
  • Register
  • List
• Correspondence
  • List
    • CC
    • OC
    • BD
• Agenda Items
  • Submit an Item
  • Agenda List - submitted - All
    • CC
    • OC
    • BD

During Meeting 

• Time meeting started  

• Chairperson and Minute Taker 
• Register  attendees  
• Confirmation of previous minutes  
• Update Action Log  
• Correspondence & payments 

• Agenda Items   
• Time meeting ended  

For Resolutions Record 

• The Motion 
• The Mover of the motion 

• Seconded by 
• Amendment to the motion (if required)  
• Accepted / Not Accepted.  PBM passed by majority, PBC passed by consensus.   

If a vote has a close count, record the numbers of those for and against.  

After minutes are typed 

• Upload draft copy to dte.coop. Email draft to David Cruise  

After minutes are ratified  

• Adjust minute heading to Confirmed and record date when ratified.  

• Upload draft copy to dte.coop & email draft to David Cruise  

Etiquette  

• It is disrespectful to correct the minute taker via shared email platforms.  Adjustments to minutes are to be done at the following meeting when being ratified.   
• People who criticise the minutes and minute taker in an unconstructive manner are directed to type them next time.  
• Prioritise properly framed motions and business matters  before general discussions 

More References

University of Western Australia - How to write and Take Minutes