6.

MINUTES
Minutes, also known as protocols, are the instant written record of a meeting or hearing. They typically describe the events of the meeting, starting with a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues. Minutes may be created during the meeting by a typist or court recorder, who may use shorthand notation and then prepare the minutes and issue them to the participants afterwards. Alternatively, the meeting can be audio recorded or a group's appointed or informally assigned Secretary may take notes, with minutes prepared later. It is usually important for the minutes to be terse and only include a summary of discussion and decisions. A verbatim report is typically not useful. The minutes of certain groups, such as a corporate board of directors, must be kept on file and are important legal documents. Taking Meeting Minutes At some point your boss may ask you to take minutes at a meeting. This task isn't reserved for secretaries only. Any person who attends a meeting may be asked to do this. Since the minutes will serve as an official record of what took place during the meeting, you must be very accurate. Here are some pointers to help you master this skill. Before the Meeting

Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder. Make sure your tool of choice is in working order and have a backup just in case. Use the meeting agenda to formulate an outline. During the Meeting

Pass around an attendance sheet. Get a list of committee members and make sure you know who is who. Note the time the meeting begins. Don't try to write down every single comment -- just the main ideas. Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion. Make note of any motions to be voted on at future meetings. Note the ending time of the meeting. After the Meeting

Type up the minutes as soon as possible after the meeting, while everything is still fresh in your mind. Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. Include the time the meeting began and ended. Proofread the minutes before submitting them.

6.1 SAMPLE MEETING MINUTES

BOARD MEETING [16/10/2011] Meeting was called to order at 7:00 p.m. at the management office meeting room. Quorum was established.Attendees Present: Bob Leader, President Jim Writer, Secretary Connie Candue, Vice President Betsy Spender, Treasurer Association Attorney, Lazega & Johanson LLC Riley Reliable, Association Manager Attendees Absent: Norton Noshow, member, excused Approval of Minutes: Motion: To approve Minutes from June 1st Board meeting Vote: Unanimous approval Resolved: The minutes of the January 9, 2005 meeting are approved as corrected and entered into the Association records. Reports: Treasurer's report given by Betsy Spender. Management report given by Riley Reliable. Written reports presented and maintained in Associations records. Collections report given by attorney Lazega & Johanson attorney. Business: Motion: Hire Pool R Us to resurface pool for $26,000. Vote: Motion Disapproved - One in Favor, two opposed, one abstaining. Motion: Have Riley Reliable contact Lazega & Johanson to amend the association to restrict leasing in the community. Vote: Motion Approved Unanimously Resolved: That the Association contact Lazega & Johanson to amend the association to restrict leasing in the community. Motion: Accept Lovely Landscaping Company's written proposal (maintained in the Association's records) to maintain the Associations common property, subject to the Association attorney's review of the contract. Vote: Motion approved - three in favor, one opposed. Discussion of recognition that Lovely Resolved: That the Association accept Lovely Landscaping written proposal to maintain the Associations common property, subject to the Association attorney's review of contract. Meeting adjourned at 8:30 p.m