Minute Keeper Procedure 

Prepare Minutes  

  • Copy/Paste agenda items from data.dte.org / dte.coop
  • Minute Template
    • New - Template
      • Choose applicable template for;
        • ConFest Committee, Organising Committee, Board, SGM, AGM  
    • Old School  - template 
  • Fill in date of meeting  
  • Fill in dates of minutes to be ratified  
  • Register of who is eligible to vote  

During Meeting Note 

  • 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 data.dte.org.au  & 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 data.dte.org.au or 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

MBR Events