Recording Minutes is a Very Important Duty

‘A Political View’ By Sherry Holliman

Have you ever wondered why someone was writing down your conversations or asking you to state your name during an open meeting? Believe it or not, some state laws require kept minutes of the proceedings of its members, boards of directors, city councils and committee meetings. The federal laws, in addition to state laws, govern minutes, on whether non-profits are documenting their governance decisions. Minutes should reflect any actions taken, list the type of meeting, the date, time, and place of the meeting, any notice required for specific motions, and who was present.

Having minutes that are accurate on those factors goes a long way toward calming any accusation that “you didn’t tell us about the meeting” or “you voted on X without enough people there.”

Documentation can occur by any means permitted under state law but must “explain the action taken, when it was taken, and who made the decision.

Contemporaneous means “by the date of (1) the next meeting of the governing body or committee such as approving the minutes of the prior meeting) or (2) 60 days after the date of the meeting or written action.

The bottom line is keeping accurate, current minutes is an important part of documenting decisions to prove an organized system to governance and strategic planning and to defend against investigations into failed compliance. Reality is meetings can be overwhelming, long, and not having a focus point which will cause distraction and a great excuse to text or take breaks in between breaks.

Even without long winded speakers and unnecessary agenda items, the details of a meeting can be hard to follow if modifications and routine motions are being discussed.

It is very common for people to leave some meetings without a clear understanding of the actions taken. Even if you think, you know which motions passed or failed, chances are you will not be able to remember the exact wording or the details that will most certainly become important when members begin to implement approved plans, or when someone suggests an another way several weeks or months later.

Having minutes will fill this memory gap and provide the exact wording of motions that passed and failed.

Minutes are a very powerful documented resource that will aid in setting the future agenda. In addition to serving as a reminder of the previously discussed motions or tabled items.

Taking minutes is not only the law, in addition to being important and laborious. Recording accurate information will both keep your group out of trouble and help it move forward efficiently.

Sherry Holliman is a concerned citizen of Crittenden County and has some views on a variety of topics that she wants to share with her neighbors. She serves on the Marion City Council.