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Minute Taking
Recording of Minutes: Accurate minutes are important to the work of a school council. There is no one correct way to record minutes, but here are some of the essential ingredients.
Minutes are usually recorded by the secretary of the school council. The secretary may have difficulty participating in the discussion while taking minutes. Some councils rotate the secretarial position. Using a lap top computer helps keep information easy to read back and saves time on the final draft.
Accurate minutes provide school council members with:
- a clear objective summary of what went on at the meeting
- a historical account of the decisions of the group and the rationale behind them
- objective comments, rather than opinions
- highlights, rather than narrative accounts
- a summary of reports
- motions and resolutions recorded verbatim
- a record written in the third person and past tense
The case against verbatim (word for word) minutes:
In ordinary organizations, minutes should contain mainly a record of what was done at the meeting, not what was said by the members. Verbatim minutes are lengthy, tedious and ...useless. When they are presented for approval, lively exchanges ensue: "I did not say this." "Yes, you did, and I can prove that!" "Are you calling me a liar?", or "Even if I said it, I didn't mean to..." Also with verbatim minutes, members may hesitate to speak, for fear of how their comments will appear in print. (From Deliberations, published by E. Mina, 604-730-0377)
Distribution of Minutes:
Distributing the meeting's minutes provides an opportunity for the school council to communicate with the school community. Minutes could be posted on the school council and staff bulletin boards and sent out as requested. Minutes could be automatically sent to the Home & School Executive and chairs of committees.
Sample Minutes
School Council
February 23, 1998 Meeting
School Conference Room
Minutes
The regular council meeting was called to order by (Chair) at 7:03 p.m., and a quorum was present.
Chairperson: (name of person)
Present:
The agenda was approved ("with one change...")
The minutes of the last meeting were approved as read.
Business Arising:
Reports:
- Bylaw Committee report was given by Ellen. A draft of the bylaws was circulated for consideration.
Action: The draft will be discussed and approved, if possible, at the next meeting.
- Communication Committee report was given by William. He reported that the first newsletter has been circulated and that communication efforts will next be targeted to students. See report attached.
- Principal's Report. Ann reported that the school improvement committee will be ready to table their action plan at the next council meeting. She outlined steps taken to deal with vandalism on the school grounds.
Action: Ann agreed to circulate information to all parents about the problem of vandalism.
Old Business:
- Evaluation of progress toward goals to date
- Gail noted the breakfast program has been a success with an average of 45 children attending each morning.
A decision was made to continue the program for another year.
Action: Bill agreed to chair the committee for the coming year. He will call a meeting within the next two weeks.
- Bruce noted we were still behind in establishing a resource list of individuals in the community who are specialists in the field of technology. He noted the time involved contacting parents and businesses was more than expected. A decision was taken to expand the committee.
Action: The Chair will ask the volunteer coordinator to contact parents and teachers who have indicated an interest in serving on council committees.
New Business:
- Ann ___, Learning Resource Teacher, described progress on library reorganization..
MOTION: THAT WE ASK THE SCHOOL FUNDRAISING COMMITTEE TO RELEASE ONE
HUNDRED DOLLARS ($100) TO THE LIBRARY COMMITTEE FOR THE PURCHASE OF SUPPLIES NECESSARY TO CONTINUE LIBRARY AUTOMATION.
(Moved by Jessica ___, seconded by Dave ____). CARRIED.
The next meeting will be a special meeting to discuss bylaws on March 2 at 7:00 p.m. in the library. The next regular meeting will be March 23 in the library.
Meeting was adjourned at 9:20 p.m.
Approved ________________ Approved _____________
Secretary Chair 1998
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