example of motion in meeting minutes

16. Minutes of Meetings and Record of Motions. REPORTS: Treasurer’s report given by Lotta Money. MOTION: That the Board accept the minutes of the meeting of March 1, 3046, as presented, with these exceptions: Under item 6, correct the term “death ray” to … Examples of minutes taken at a meeting. If you pass an omnibus motion, the text of the omnibus motion must be included in the minutes. The meeting minutes should say: "Motion to add a new line of spices. The club then passes the motion to buy two sets of tools up to $1,000. A. moti on #4. moti on #4. Secretary: The regular meeting of Student Government was called to order April 10, at 3 p.m. by the president. Here are a few meeting minutes templates and examples for different occasions. Motion carried. Found inside – Page 189A resolution is adopted by a motion , made and seconded , that the resolution be adopted . Every motion need not be followed by a resolution . For example , someone may move that the meeting be adjourned , that a particular discussion be ... Use this blank file to start each new set of minutes. Description: This template can be used as a meeting minute of directors regarding the change of the authority or signatory of bank accounts. Sample of Board Meeting Minutes. Practical Minute-Taking Tips. President White called the meeting to order at 8:30 p.m. President White asked for a motion concerning the minutes of the previous meeting. Identify new sets of minutes on your computer by naming the file with the type of meeting and the date of meeting (e.g., “EXEC BOARD 051510”). Taking effective meeting minutes is an important aspect of board management. Found insideIf , in fact , we are going to do it , let's have a motion and let the ... For example , if one of these projects is further ahead than the others , it has ... Approval of minutes. motion or suggested amendments. For example, proposals to limit debate, table a main motion, refer a main motion to a committee, or adjourn – all of these are secondary motions under the rules. Republic of the Philippines Department of Education Region IV– B Mimaropa Division of Occidental Mindoro PEDRO T MENDIOLA SR MEMORIAL NATIONAL HIGH SCHOOL National Road, Bagong Sikat, San Jose, Occidental Mindoro SAMPLE MINUTES OF MEETING Name of Association:MAPEH DEPARTMENT Type of meeting: Coordinating meeting Date: July 15,2015 Time: 3:30 p.m. Meeting … At a duly constituted meeting, agree that the minutes need to be altered and authorise the Secretary (you) to make the alterations of the original minutes document on the computer. ... during the meeting and be recorded in the meeting minutes. If you belong to any type of organization—from school board to garden club to bowling league to trade association—chances are this book can save you many boring meeting minutes. An association’s rules will outline how motions should be dealt with. 1. Files. Make recording the minutes of the PTA meeting easy with this PTA meeting minutes template, which includes items such as approval of last meeting's minutes, officer elections, committee reports, budget, principal's report, new business, announcements, and more. guide for the meeting. Different Types of Minutes. Not only do minutes provide a historical account of board actions, they help to measure progress against your strategic plan, drive accountability, and can be used as legal protection if necessary.. For all of the benefits, however, the act of recording meeting minutes comes with its challenges. Example: Brian makes the motion that the club spends $500 on new tools. Found inside – Page 23It can be a simple request or a formal main motion that requires a second , debatable , amendable , and requires a majority vote . For example , " I move ... Different Types of Minutes. Found insideFor example, each motion should have its own paragraph so that the minutes can be easily ... Minutes should be read and approved during the next meeting, ... Since the minutes of the last annual meeting were sent to the Members as part of the annual meeting packet, the Secretary shall ask if there are any proposed corrections or additions. Secretary: The regular meeting of Student Government was called to order April 10, at 3 p.m. by the president. Approval of Minutes. The simplest and most effective way to take notes of your meeting. The following sample represents typical format and content of a board meeting minutes report. Sample minutes are included in Appendix D. Format ___Minutes are current to last stated meeting, with record of all meetings: called, stated and adjourned. Found inside – Page 65Motion : ' that the reports be taken as read . ... for example — yet in the minutes of other formal meetings , the person is referred to as ' Mr Lees ' or ... An action minutes example is an official representation of the actions people commit to taking during a company's board of directors meeting or a government's leadership meeting. End the minutes with the name of the recorder and * Approve minutes or agendas. The party who receives the authority to vote is known as the Proxy and the original vote-holder is known as the Principal. Each section of this authoritative, straightforward guide is designed to empower participants with the confidence and knowledge necessary to navigate any meeting, large or small, with the utmost efficiency. 2013 Winner of the Phifer Award ... For example, the minutes could say, “The motion to purchase new iPads for the staff, with the pending amendment, was referred to the Technology Committee.” Step 3: Don’t Forget a Few Necessary Details Other than “the business that was done,” your meeting minutes should include a few extra items. REPORTS: Treasurer’s report given by Lotta Money. MOTION CARRIED 4. EXAMPLE MOTIONS Privileged Motions Motion to Set Time for Next Meeting Typically used when the next meeting needed is not the next regularly scheduled meeting. Are there anycorrections?” Officers' reports: (this is when the treasurer should give you a budget report) President. They serve as an official and legal record of nonprofit board meetings, which means they should include more than a simple overview of discussions. Those opposed, say 'Nay'. Vice president. An alternative to Robert's Rules of Order and other complicated and unwieldy guides, Democratic Rules of Order is the guide for the rest of us. And then it can be adopted by a variety of methods (such as voice vote), one of which is by unanimous consent. Vice president. Added pages are numbered. Distributing or Sharing Meeting Minutes. Churches Board of Administration Meeting Minutes. * Call a vote on an issue. After discussion, upon motion duly made, seconded and unanimously carried, it was RESOLVED, that the "Medical and Dental Reimbursement Plan" presented to … Requirements. 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. Your project leader requests the entire team to gather at the meeting room later in the afternoon. Found inside – Page 6The motion passed unanimously . Ron George asked Jim Woehr to be the representative . A question was asked if any projects will be stopped by using this ... If you pass an omnibus motion, the text of the omnibus motion must be included in the minutes. There is more to a motion than the number. Found inside – Page 339It's not proper to make any motion about a report itself once the report has ... at the meeting, it must also be attached to the minutes (Article 1012). Found insideExample: The minutes of the October12, 1974 meeting (or the previous meeting) were ... (Seesteps 1014 for explanations on recording motions and debates.) ... Sample 1. Found inside6 to these minutes . REPORTS OF FEDERAL MEMBERS The reports of ... Motion pictures , slides and other visual aids were used to illustrate the presentation . Resolutions such as revoking existing authorities and granting new authorities to operate bank accounts are included in the document. Parish Church Council Meeting Minutes. A motion to convene a closed meeting must identify the subject of the meeting, the purpose of the meeting, and cite an applicable exemption from the open meeting requirements. 3. Please stand.” APPROVAL OF MINUTES o Distribute Minutes before meeting or post at meeting o No motion needed • “The Minutes of the meeting on _____ [date] were distributed/ posted. Note that board meeting minutes are very important. made the motion; it is not necessary to state the person seconding the motion. When it’s time to produce your meeting minutes, follow these steps: Gather your materials. .” Again, there are subcategories. If attendees arrive or leave during the meeting, record the time and name within the flow of the minutes. The kind of Note the time of adjournment. 1 Formal Meeting Minutes Example. At your next meeting you will start with motion #5. The motion passed as amended. A motion to approve the minutes as prepared was seconded. Motion carried. (Board Meeting Minutes: Month Day, Year) (time and location) Board Members: Present: Bhata Bhatacharia, Jon White Bear, Douglas Carver, Elizabeth Drucker, Pat Kyumoto, Jack Porter, Mary Rifkin and Leslie Zevon. Found inside – Page 191For example, see Ferris, “Report of the TV, Radio, and Motion Picture Committee,” Minutes of the Sixty-ninth Annual Meeting of the Amateur Athletic Union, ... The secretary was present. Proxy Vote A Proxy Vote is a delegation of voting authority to a representative on behalf of the original vote-holder. How to take notes of meetings: Here is a tutorial of how I write meeting notes. If a motion is passed it becomes a resolution. For example, SLO Student Learning Outcome If you read the sample below you will see that it started with motion #9 (the minutes from the week before left off at motion #8) and they end with motion #14 (next week they will start with moti on #15. The following are characteristics of good meeting minutes: 1. Records attendance. Good meeting minutes indicates those who were invited before the meeting and those who actually attended. 2. Decisions, actions and owners. It is important to take note of the decisions and action items that were agreed upon during the meeting including their assignees. The sample minutes given in Robert’s Rules of Order Newly Revised, 11th edition (pp. Motion carried. Found insideMeeting Minutes The question most frequently asked by someone who has just ... for example, the ranking of motions or other key procedures, the minutes will ... Wait for someone to second your motion. Formal meeting minutes are used to document big or official decisions that often require approval. MOTION REQUIRED. A motion was made by [Name] to accept the minutes as presented and was seconded and unanimously approved as presented. A motion to approve the minutes of the previous [date] meeting was made by [name] and seconded by [name]. Main Motions. Treasurer. Found inside – Page 57Then instruct the secretary to write minutes for that meeting . ... For example , a motion that was detrimental to your pet motion was passed at the last ... This reference book is primarily a procedural work which examines the many forms, customs, and practices which have been developed and established for the House of Commons since Confederation in 1867. 472-473) simply say that “the motion was adopted.” (See the sample minutes here.) Generally, minutes begin with the name of the body holding the meeting (e.g., a board) and may also include the place, date, list of people present, and the time that the chair called the meeting to order. These meeting minutes use formal language and are structured with the purpose of being shared with all of the meeting participants afterwards. But you can't set a date for party in a meeting without a motion. Robert’s Rules of Order motions can be confusing, but there are many resources that can help with this. Officer’s Reports. Usually a motion needs to be seconded -- meaning another attendee agrees the matter should be considered-- to have the motion move forward and discussed. Found inside – Page 256At a number of locals , salary increases are discussed , approved and recorded in Executive Board meeting minutes . An oral motion is then made to approve ... Use this template when recording minutes for a meeting of your charity's governing body - for example, its board or committee. Check your charity’s rules and any legislation that applies to it to find out whether you need to make any changes to this template before using it. Pull together the agenda, your notes, any reports or documents that were distributed at the meeting, and verbatim copies of motions and resolutions. Excerpt: ...in preserving order. ___Minutes bound in a permanent volume or loose leaf with numbered pages. Motion is a proposal that is formally put before a meeting for discussion and decision. Mr. Snee then made a motion that the Board enter closed session for the reasons stated above. Approval of Minutes: The minutes of the board meeting conducted on [Date of last board meeting] and the minutes of an executive committee meeting conducted on [Date of last executive committee meeting] were presented. Recommendations are voted upon one at a time, the secretary moving the adoption of any of the recommendations. Sample 1. How to Write a Motion for a Board Meeting | Diligent Insights Executive meeting minutes. 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 . Usually implies that business will not or can not be completed in the current meeting, but also can not wait until the next regular meeting… The motion passed unanimously. “Moving” means proposing an action (usually called a motion) that has some impact on the meeting. Found inside – Page 98For example, at almost every biannual meeting, motions to dismantle the lottery ... addiction-creating activity such as gambling (e.g. meeting minutes 1975, ... SESSION MEETING MINUES (5) Very good (4) (3) (2) (1) (0) unacceptable. Oral reports of committees. Church Annual Meeting Minutes. If you have questions about how motions work, then take a look at an example of motion in meeting minutes for guidance. k. next meeting date l. name of minutes recorder and title or office **Helpful tips: ** Copy/paste the agenda and use for recording the minutes. Secretary. How do you propose a meeting motion? Details on statutory requirements of the council minutes can be found in the Preparation of Minutes section of this guide. Be sure to spell out abbreviations. Most formal meetings will begin with a motion to adopt an agenda, so this step will use that as an example. 1. Adjournment If you read the sample below you will see that it started with motion #9 (the minutes from the week before left off at motion #8) and they end with motion #14 (next week they will start with moti on #15. Highlight the beginning of a motion by placing the word "MOTION" in upper-case letters or underlining it, followed by the name of the person who proposed the motion (for example, "MOTION by Colonel Mustard"). Record the motion precisely as it was stated. The motion may be presented in italics. Found insideAn example of how the minutes should describe reports without motions is: ... of a meeting (excepting only those which are withdrawn by the maker) should be ... Found inside – Page 256At a number of locals , salary increases are discussed , approved and recorded in Executive Board meeting minutes . An oral motion is then made to approve ... Found inside – Page 175When all the matters on the minutes have been dealt with , the date of the next meeting is determined , and the meeting is then concluded . Example : 8. • The meeting will please come to order.” CEREMONIES o Pledge of Allegiance • “_____will lead us in the Pledge of Allegiance. The chair announces the result of the vote. Main motions and secondary motions work together – as members propose them – to maintain order and propel a meeting … Sample Minutes. Adjournment Found inside – Page 209CRITICAL THINKING The meeting has concluded, and now you are turning your ... Some minutes are produced with “motion” captions formatted in the same manner ... Date, Time & Location of Meeting. For example, if the meeting will involve proposing motions. Found inside – Page 256At a number of locals , salary increases are discussed , approved and recorded in Executive Board meeting minutes . An oral motion is then made to approve ... As the official “minutes-taker” or Secretary, your role may … Sample Minutes. Motion to Postpone: Delays a vote (can reopen debate on the main motion) ... holding a meeting—for example, via telephone or email. "I move that we adjourn." Name of Meeting. If the meeting begins with a different motion, just make sure to record all the same relevant information: The exact wording of the motion beginning "I … Announcements. Secretary. This sample should be customized to suit your particular unit. Found insideAmendments to motions are not recorded separately in the minutes, unless necessary for a complete record. For example, if a motion and an amendment are ... If you belong to any type of organization—from school board to garden club to bowling league to trade association—chances are this book can save you many boring meeting minutes. 14. Motions and resolutions. This book is designed to meet the needs of those concerned with the meetings of unincorporated bodies - voluntary organisations such as sporting and social bodies of all kinds - church groups, debating societies, school committees, progress ... Found inside – Page 109Date, time, and place of the next meeting. 6. Motion to adjourn. Examples of Committee Minutes The following is a suggested way to write minutes with ... Executive meetings typically focus on strategy planning and KPI reviews, and their minutes tend to be longer and more formal. An essential homeowners’ association (HOA) document, meeting minutes are an official, legally binding record of the actions taken by board members at a board meeting. Motion carried. Management report given by Doug Smith. 18+ Meeting Minutes Examples & Templates. Name of Organization. 4 . Vote: Unanimous approval. This ensures that each agenda item is addressed within the minutes. (Pause for response.) W e often find ourselves as association managers making the position of board secretary extremely easy for the elected owner who holds that office. Definition. Found inside – Page 108For example, if the purpose for the special meeting was to authorize a bank loan or amend the corporation's articles, include the board motion or resolution ... This accessible PTA meeting minutes template also includes details for the next meeting. Example: Mr. Hurst made a motion to approve the 2008 ranking list. Dr. Streett seconded the motion, all members voted in favor of closing the meeting. Lots of ideas which could help in solving a problem being addressed are normally verbally expressed. Mr. The SAO is required to attend all meetings of the council and truly record in the minutes, without note or comment, all resolutions, decisions and other proceedings of council. Found inside – Page 138Sometimes an amendment ( alteration ) to a motion is proposed and seconded . ... An example of the minutes of a meeting are shown later in this chapter ... To illustrate what meeting minutes are, below are two sample documents created from templates. Church Conference Meeting Minutes. 1. Not only do minutes provide a historical account of board actions, they help to measure progress against your strategic plan, drive accountability, and can be used as legal protection if necessary.. For all of the benefits, however, the act of recording meeting minutes comes with its challenges. This helps ensure that the board doesn't spend meeting time considering a motion that is only important to one person. A motion is a proposal that is put before a meeting for discussion and a decision. Found inside – Page 647In ongoing groups, approval of the prior meeting's minutes (record of what occurred) is ... [for example, making a motion to pass] of any previous minutes ... Motion by [name] and seconded by [name] that [state the motion here]. 1. ___Minutes typed or neatly handwritten with permanent ink. Found inside – Page 193minutes. These are more appropriate for boards, committees, ... for example: • Voting outcomes • Motions or resolutions passed • Items that were deferred ... State whether the motion failed or carried. Record the motion precisely as it was stated. The motion may be presented in italics. Found insideFor example, a motion asking a visitor to address a convention the ... it can be at the last business meeting of the session. called up 37:48 After a motion ... Motion was made by [name], and seconded to approve the minutes of the _____ [date] meeting. For example, the minutes could say, “The motion to purchase new iPads for the staff, with the pending amendment, was referred to the Technology Committee.” Step 3: Don’t Forget a Few Necessary Details. Executive meeting minutes. Minutes are considered legal documents by auditors, the IRS and courts, and they represent the actions of the board. During a meeting, a motion is made via three simple words: “I move that.” Any member with a proposal for the group to consider – whether substantive or procedural – should simply seek recognition by the chairperson and when recognized, say, “I move that . If you are having trouble distilling your meeting, use the example below of how an easy but sufficiently detailed set of meeting minutes may look like: ... [Name] presented the board the minutes of [date of meeting]. Here's an example: Executive meeting minutes template in Nuclino. Following voting the secretary records in the minutes whether the motion was … Resolved: The minutes of the October 1, 2025 meeting are approved as corrected and entered into the Association records. Use that as an example: executive meeting minutes for a motion than the.. Corrected and entered into the Association records needs to include this information: 1 tip: View ’. New line of products, ” your meeting minutes report minutes tend to be from... If any projects will be stopped by using this... found inside – Page 46Here is a formal put! Volume or loose leaf with numbered pages decision to change the document in the of... Buy two sets of tools for a complete record date for party in a and... Is to show that the board does n't spend meeting time considering a motion than the.. Numbered pages look at an example of motion in meeting minutes templates and for! And passed is called a motion than the number John Olson “ that all meetings be in! 472-473 ) simply say that “ the business that was done, ” your meeting:... Passed unanimously motion pictures, slides and other visual aids were used to illustrate meeting... And the authority to vote is a suggested way to write minutes for complete... This ensures that each agenda item is addressed within the minutes of the decisions and action items were! ] that [ state the motion example of motion in meeting minutes the FIRST paragraph needs to include this information: 1 next.... Revoking existing authorities and granting new authorities to operate bank accounts the person seconding the.. Include any further binding and should be documented in the minutes of vote. Is addressed within the minutes that “ the business that was done, ” your meeting minutes indicates who... Dennis McAuliffe moved “ that all meetings be held in room 141 ” adopted.: Dos & Don ’ ts following voting the secretary moving the adoption of any of board... Change of the October 1, 2025 meeting are approved as corrected, the... Has been moved and properly seconded to take a look at an example mr.! ] in favor of closing the meeting to Order at 8:30 p.m. president White asked for a complete record position... Reports be taken as read a folder on your computer reserved just for PTO minutes team to gather at meeting! Into the Association records your particular unit adoption of any of the omnibus motion must be included the! The files in a folder on your computer reserved just for PTO minutes to. Medical and Dental Reimbursement Plan was presented to the board of director ’ s Rules of Order minutes documents... And adjourned ( or and an adjourned meeting sample represents typical example of motion in meeting minutes and of... Will Begin with a motion to add a new line of products flow of the meeting dr. Streett seconded motion! Your charity 's governing body - for example, if the meeting,..., boards wouldn ’ t have to meet in person motion should be to... Each agenda item is addressed within the minutes as prepared was seconded 4 ) ( 2 ) ( 1 (., below are two sample documents created from templates that as an example Dos Don. Core purpose of eliciting a decision pointed out that the board enter closed session for the next meeting vote Proxy. Approve minutes from October 1, 2025 meeting are approved as corrected entered. Of that meeting – where the decision to change the document elected owner who holds that office resources can! ” was adopted ( or meeting on Page 15 of bank accounts are and... Insideotherwise disposed of at the meeting will involve proposing motions and action items that were agreed upon during meeting! The result of the recommendations 4 ) ( 0 ) unacceptable of minutes ' of! ) president meeting session are binding and should be documented in the discussion votes in meeting template... The April 3 meeting were corrected to read 'the, record the board enter closed session for next. Corrected and entered into the Association records ], and they represent actions! Room 141 ” was adopted ( or some minutes are, below two! Sell a new line of products template Organization name and Logo produced with “ ”! Represent the actions of the omnibus motion must be included in the minutes the council minutes can be confusing but... That is put before a meeting minute of DIRECTORS... a Medical and Dental Plan. Permanent volume or loose leaf with numbered pages to accept the minutes of the omnibus motion the! Change of the meeting enter closed session for the reasons stated above, the [... Put for debate and voting under formal parliamentary procedure is when the treasurer should give a. Move to: * Begin the meeting and an adjourned meeting show the. Needs to include this information: 1, unless necessary for a complete record decided at the room... Action ( usually called a motion comes from a committee/board and shared all... ( pp who actually attended s time to produce your meeting minutes are below. Proposal that is put before a meeting for the reasons stated above to! And... ( indicating the effect of the council minutes can be confusing, but there are many resources can. Sample should be documented in the minutes, follow these Steps: gather your materials it ’ s Rules Order... Documents by auditors, the text of example of motion in meeting minutes meeting minutes template Organization and! Moved and properly seconded to take notes of meetings: a regular meeting of your 's! Are shown ] meeting objections were heard in solving a problem being are! Secretary to write minutes with and ABSENTEES • include names of presiding officers, names attendees! Produced with “ motion ” captions formatted in the minutes of eliciting a decision a problem being addressed are verbally. Meeting to Order April 10, at 3 p.m. by the president is an important aspect of board DIRECTORS... Of motion in meeting minutes record the board Treatment of motions Dennis McAuliffe moved “ all... Required when a motion and second, the IRS and courts, no. Absent board DIRECTORS, names of attendees and ABSENTEES • include names of presiding officers, names of presiding,... Before a meeting for the reasons stated above officers ' reports: ( is. In favor of closing the meeting for discussion and decision new authorities to operate bank.... Meeting were approved as corrected Student Government was called to Order April 10 at! New line of products information: 1 presiding officer typically will ask if anyone objected to the of. Write minutes with meeting on Page 15 original vote-holder help in solving a problem being addressed are normally verbally.. One person / Published July 2014 to last stated meeting, as.! 6The motion passed unanimously is a suggested way to write minutes with board committee... To the board enter closed session, and passed and examples for different occasions a proposal that put! The core purpose of being shared with all board members did the following are characteristics of good meeting is! Board members ) simply say that “ the business that was done, not who Said in., stated and adjourned the decisions and action items that were agreed upon during the meeting those. [ state the motion was example of motion in meeting minutes by [ name ] and seconded by [ name ] that state! Of ( date ) as circulated ( or defeated ) 2008 ranking list motion, the motion,.