Recording secretaries need to have a plan for how to write minutes of a meeting for school boards. These school board meeting minutes become official public record. Therefore, it is vital that recording secretaries be comprehensive and accurate in the meeting minutes.
There are several factors to consider in how to write minutes of a meeting for school boards. This can make the recording of school board meeting minutes seem like a daunting and intimidating task. The accuracy of meeting information and keeping organized meeting minutes and related documents are all important considerations when learning how to write minutes of a meeting for school boards.
How to write minutes of a meeting with accurate information
There are fundamental points that should be in present in every meeting’s minutes. Even when a recording secretary is unsure of how to write minutes of a meeting, having a basic understanding of the essential information that should be included can be extremely helpful.
- Date of the meeting.
- Time the meeting was called to order.
- This is essential to record and acknowledge that a quorum was present and the presiding board member has opened the meeting.
- Names of the meeting participants and absentees.
- Corrections and amendments to previous meeting minutes.
- The draft minutes from the previous meeting should be made available to all present parties to review and for approval. This is an opportunity to make any corrections to the minutes for the previous meeting. Having to distribute and read minutes during the meeting can waste time. Utilizing a board portal will allow for easy access to previous meeting minutes for review before the upcoming meeting.
- Additions to the current agenda.
- This may vary by district or state; some policies or regulations do not allow for business to be added to an agenda at the meeting.
- Recording any results of voting, and that a motion and a second was made.
- Board management software allows for votes to be tracked in real time through the software. Electronic voting options are also available.
- Actions taken or actions that need to be taken.
- Items that were held over or unfinished business.
- This may vary by state; in some states, every agenda item must be addressed and there cannot be any unfinished business.
- New business.
- New business is typically only used for board members to bring up items to place on a future agenda. For most states, the public should always be made aware of new business items.
- Open discussion or public participation.
- Next meeting date and time.
- Time of adjournment.
- The presiding officer can remind others of the next meeting or events, review any assigned tasks or business, and then adjourn the meeting.
For each agenda item, write a brief, concise statement for each action that is taken by the board, with a short explanation that provides the rationale for the school board’s decision. If there are any lengthy or thorough discussions, write a brief summary of the major arguments or points.
Keep in mind, when learning how to write minutes of a meeting, the tone in how you record school board meeting minutes. How you describe the conversations and discussions during a school board meeting is as important as making sure that all of the materials and information from the meeting agenda is included. Meeting minutes will give the local community and others a view of the board’s goals, plans, and the work already being done.
It is important when learning how to write minutes of a meeting to write without bias or partiality. Conversations or arguments that occur at the school board meeting should be recorded objectively. The recording secretary should avoid any remarks or personal observations that could be seen as subjective or prejudice. It should be habit and routine to review the school board meeting minutes to check language to be sure that it is clear and complete.
Leveraging a school board management software, your school board meeting minutes can be easily tracked and adjusted as needed.
How to write minutes of a meeting with organized notes and related materials
When learning how to write minutes of a meeting for school boards, the process can be time consuming and intense, especially if there is no organization to meeting minutes.
The creation of a school board meeting minutes document after the board meeting can be a painstaking and lengthy process, especially if the amount of information that must be recorded into the official record is significant. Automated production of your school board’s meeting minutes document, through using a school board management software, can be a timesaver that can also improve the accuracy of details and information.
Paperless and cloud-based software, like BoardDocs, can allow your school board to utilize both automated and manual capabilities to produce meeting minutes and then easily present those minutes for approval at future meetings. This helps in efficiency and effectiveness when learning how to write minutes of a meeting for school boards.
School board meetings might have additional materials distributed to board members or attendees. These documents can be attached to the school board meeting agenda and minutes, then these materials can be searchable through the BoardDocs software.
If the board records meetings through video or audio, the footage of meetings are also able to be attached to minutes. All of these documents and files can then be easily distributed to board members and other pertinent parties.
Knowing how to write minutes of a meeting is vital to school boards, but an important issue related to meeting minutes is the accessibility of past school board meeting minutes. Access is not just imperative to pleasing the public and maintaining transparency and transparency, but meeting minutes are a part of official public record. Just as meetings are required to be made public (check your state’s Sunshine Laws for details regarding these requirements), meeting minutes must be made available for public review.
With the right technology tools, school board minutes can be easily accessed and maintained. Individuals can view the meeting minutes and any documents related to the meeting. The board can also set up customized access settings for the minutes and related materials, so the public view of the meeting minutes may be different than the view for school board members or administrators.
School boards are representatives of their community and the work that they do is important and makes a difference. When school boards and their recording secretaries maintain well-documented, organized, and efficient school board meeting minutes, while also making those minutes easily accessible, it can encourage a culture of transparency and trust within the local community.
Learning how to write minutes of a meeting for school board involves a level of difficulty and detail. Many boards find that leveraging effective digital tools makes recording and having access to school board meeting minutes easy and efficient, which ultimately improves the performance of the school board. Learning how to write minutes of a meeting for a school board, then managing and maintaining those minutes is a serious task, but utilizing the right tool can make the responsibility lighter.