Template for Minutes

Even for formal meetings, minutes are not usually intended to be transcripts of the meetings they record. Typically, meeting minutes should limit themselves to briefly answering the following questions:

  • Which group held the meeting, when, and who attended (including guests of the committee, who was absent, and who chaired the meeting)?
  • Old business. Were the minutes of the previous meeting approved? Was there business from a previous meeting that was acted or reported upon at this meeting?
  • New business. What motions were made? Who made them? Who seconded them? Were the motions amended? Did the committee pass, fail, or table the motions (and by what vote)?
  • Were there other major topics discussed or reports given?
  • Who recorded the minutes?

The broad outlines of discussions should be given, paying particular attention to action items, open questions, and the like. However, in most instances, it is not necessary to attribute comments or questions to specific committee members. Separate the actions of the discussion from minor clarifications, or other exchanges that need not be a matter of public record.

The following outline reflects the most common format for minutes among Plymouth State’s faculty committees. Although committees should feel free to customize this to fit the needs of their meeting, those seeking information on the Governance site will be best served if there is a measure of consistency in format of minutes among various committees.

[Committee/Group Name]

[Meeting Date]

[Meeting Time & Place]

Members Present:

Members Absent:

Guests:

I.    Old Business:

A. Approval of the minutes of [date].
Motion to approve minutes: _______, seconded by ________.
Approved (or Approved as corrected).

B. [Other business carrying over from a previous meeting, use either type below]

1. Motion from  _______, seconded by ________:

[insert wording of motion]

Discussion:

Amendments:

Motion [carried, failed, tabled]: ___ in favor, ___ opposed, ___ abstentions

2. Report from __________

Summary of report and discussion.

Action item: (if any)

II. New Business

A. Motion from  _______, seconded by ________:

[insert wording of motion]

Discussion:

Amendments:

Motion [carried, failed, tabled]: ___ in favor, ___ opposed, ___ abstentions

B. Report from __________

Summary of report and discussion.

Action item: (if any)

The meeting adjourned at [time].

Respectfully submitted,

[your name]

Appendix A: (optional, include attachments in support of motions, reports, or other discussions)

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