1.

Bring a notebook or laptop with you. Make sure that whatever you bring is something you are comfortable with. If you will be writing minutes often, it may be advisable to buy an appropriate notebook rather than grabbing your son's Winnie The Pooh binder. Also, it is helpful to have a good and dependable pen. Experienced secretaries might suggest using a pencil instead.

Once the meeting is set to begin, distribute a single piece of paper specifically formatted for names and contact information. Write a note at the top of the page indicating the paper needs to be returned to you. This is a great way to document attendance. Write down the time the meeting begins. The president will say something like, "At 6 pm on Friday, February the 21st, 2007, I call the meeting to order." Read the agenda. Since you are the secretary, it is your duty to have prepared a draftagenda beforehand. The president will ask you to read it. After the agenda has been read say, "I move for the adoption of this agenda." Note on your piece of paper that the draft agenda was read and that you moved for adoption (no seconder is needed). Note either "motion carried" or "motion failed." Read the Draft Minutes. The president should ask you to read the minutes from the previous meeting. It is essential that you have them with you. They can be distributed beforehand or you can read them when asked. After you are done say, "I move for the adoption of these draft minutes." No seconder is required. Note who made the motion and note either "motion carried" or "motion failed." Listen to the other reports. At this time, the treasurer or some sub-committees may have news and updates to report. Make sure you grab a copy of their updates at the end of the meeting. Note who read them, and whether the motion carried or failed. Record any old business remaining from previous meetings. Did someone need towrite a letter? Was it sent? Note anything that was done or not done and by whom. Record new business. When someone has an issue to address they will make a motion. For example, they might say, "I move to give $100 to the editors of wikiHow." It is important that you write down the exact words. Note who makes motions, seconds motions, and whether or not they passed or failed. Also, write down who has been designated to do what. Note what time the meeting adjourned. Write down any points of order, points of information, or any other relevant information. Leave out unimportant details. If an amendment is made, you do not have to write down the fact that someone proposed making an amendment. Just make sure, if it is passed, that it is in the main motion when you write it down. Make sure you have everything you need after the meeting adjourns, such as

o o o o

Who sent regrets? Who was there? All the reports. Location of the meeting. Type up the minutes. Do not include comments like, "Member A said he did not agree," or "The treasurer gave an excellent report." Don't include the debate in the minutes. Even if you spend 3 hours debating something, only put who made the motion, the exact wording and whether it passed or failed.

Distribute your draft. Once you've typed a draft of the minutes, send them to each member. Remember: until the report is approved by the committee members, it is only a draft subject to change at any time.

It is a good idea to sit as close as possible to the chair of the meeting. This will allow you to hear everything and to ask for clarification without having to raise your voice. Make note not only of the concerns, but also of any accomplishments discussed in the meeting. Write things as they happen. If someone brings up a topic early in the meeting and someone else brings up the same topic later, do not group these things together. Make sure you have the correct name spellings, contact email addresses, and telephone numbers. Minutes are very important. They are saved and might be referred to for years and years to come. If it is a legal matter, for example, someone's reputation may depend on it. Keep the minutes filed in a safe place. Even though you are taking notes, you may still participate in the debates. Ask people to write down their motions. This will save you the headache of trying to paraphrase someone else's ideas. Read certain parts of Robert's Rules of Order, in particular the section on being a secretary. Consider learning shorthand or using a laptop. This will help you record the minutes in a timely and accurate fashion. Don't be afraid to interrupt and ask for clarification at any time. Type up your minutes immediately after the meeting ends. It's best to do this while the events are still fresh in your mind. It's also important that participants get a copy of their action items as soon as possible after the meeting.

Meeting Minutes Format These days, many of us find ourselves in the position of taking meeting minutes without a clue of how to go about it. The following is a guide for making this task easier:

Make sure that all of the essential elements are noted, such as type of meeting, name of the organization, date and time, name of the chair or facilitator, main topics and the time of adjournment. For formal and corporate meetings include approval of previous minutes, and all resolutions.

Prepare an outline based on the agenda ahead of time, and leave plenty of white space for notes. By having the topics already written down, you can jump right on to a new topic without pause. Prepare a list of expected attendees and check off the names as people enter the room. Or, you can pass around an attendance sheet for everyone to sign as the meeting starts. To be sure about who said what, make a map of the seating arrangement, and make sure to ask for introductions of unfamiliar people. Don't make the mistake of recording every single comment, but concentrate on getting the gist of the discussion and taking enough notes to summarize it later. Remember that minutes are the official record of what happened, not what was said, at a meeting.

Use whatever device is comfortable for you, a notepad, a laptop computer, a tape recorder, a steno pad, shorthand. Many people routinely record important meetings as a backup to their notes. Be prepared! Study the issues to be discussed and ask a lot of questions ahead of time. If you have to fumble for understanding while you are making your notes, they won't make any sense to you later. Don't wait too long to type up the minutes, and be sure to have them approved by the chair or facilitator before distributing them to the attendees. Don't be intimidated, you may be called upon many times to write meeting minutes, and the ability to produce concise, coherent minutes is widely admired and valued.

Example of Minutes Format

Name of Organization: Purpose of Meeting: Date/Time: Chair: Topic 1. Discussion Action Person Responsible

2.

3.

Tips for Writing Meeting Minutes Do you want to be more efficient? Think about your meetings and the meeting notes that follow them: When our meetings aren't effective, we waste valuable time figuring out what we are trying to accomplish in them. When our meeting minutes aren't effective, we waste the time we spent in meetings. Without good meeting notes or minutes, we may not remember or recognize:

What we decided in the meeting What we accomplished in the meeting What we agreed to in terms of next steps (action items)

And when we can't remember the items above, we end up going in different directions and then meeting again for the same original purpose! (Definition: Notes and minutes are the same thing. Minutes are more formal and are often required by organizational bylaws.) To avoid wasting your time spent in meetings, be sure your notes and minutes answer these 10 questions: 1. 2. 3. 4. 5. 6. 7. 8. 9. When was the meeting? Who attended? Who did not attend? (Include this information if it matters.) What topics were discussed? What was decided? What actions were agreed upon? Who is to complete the actions, by when? Were materials distributed at the meeting? If so, are copies or a link available? Is there anything special the reader of the minutes should know or do?

10. Is a follow-up meeting scheduled? If so, when? where? why? Minutes need headings so that readers can skim for the information they need. Your template may include these:

Topics Decisions Actions Agreed Upon Person responsible Deadline Next Meeting Date and Time Location Agenda items

Do's and Don'ts: Do write minutes soon after the meeting--preferably within 48 hours. That way, those who attended can be reminded of action items, and those who did not attend will promptly know what happened. Don't skip writing minutes just because everyone attendedthe meeting and knows what happened. Meeting notes serve as a record of the meeting long after people forget what happened. Don't describe all the "he said, she said" details unless those details are very important. Record topics discussed, decisions made, and action items. Don't include any information that will embarrass anyone(for example, "Then Terry left the room in tears"). Do use positive language. Rather than describing the discussion as heated or angry, use passionate, lively, orenergetic--all of which are just as true as the negative words. Do have a new year filled with productive meetingscaptured efficiently in crisp, clear meeting notes! ___________________________________________

Company: Date Time Venue : Executive Boardroom

Banyan : : 9

Tree 10

Holdings June

Limited 2010 AM

Attendees:

Present Ms. Mr. Mr. Mr.

: Hector

Mr.

Dharmali Nathalia G. John Andrew

C. Bal

Kusumadi M. R. S.

Chairperson Barazal Treasurer Battersby Tan

Mr. Streisand C. Tuason

I.

Introduction

The management meeting was presided by DCK, who called the meeting to order at 10 a.m. and welcomed the members.

II. Approval of minutes of the last meeting

Minutes of the last meeting were approved as an accurate record.

III. Discussion

Topic

Key

Points

Action

Item

Person

Responsible

1. Finance Update The treasurer presented the latest report on the Beach Clubs financial standing. Next report to be presented a succeeding meeting. HGB 2. Special Event The chairperson informed the members that there will be a special exhibit to be held at the Beach Club lobby and there will be a brokers event that will run simultaneously at the main function room. For implementation NMB, SCT 3. Construction Matters The chairperson asked project team heads to explain the causes of delays in the construction of the Jacana condominium units For monitoring AST, SCT, JRB 4. Other Matters NMB brought up plan to bring in a consultant for well-planned and tested way finding signs for the beach & country club. NMB suggested a budget and several names of suppliers to be approached. NMB 5. Close The chairperson thanked all members for their participation and adjourned the meeting at 10:45 a.m. Call up Christine Palafox at local 1101 if you have additions or corrections to these minutes.

[INSERT NAME OF COMPANY] MINUTES OF A MEETING OF THE BOARD OF DIRECTORS [Insert Date of Board Meeting] A meeting of the Board of Directors (the Board) of [Insert name of company], a [Insert state of incorporation] corporation (the Company), was held on [Insert date of board meeting] ([Insert time zonei.e. Mountain Daylight Time]) at the offices of the Company. Directors Present:

[Insert names of directors present] Also Present Were:

[Insert names of other people (mgmt., etc.) present] Directors Absent:

[Insert names of directors absent] Counsel Present:

[Insert names of legal counsel present]

NOTE: Its generally good to note next to the above listing if the attendee(s) participated via telephone (otherwise its assumed they participated in person at the above referenced location] Call to Order

[Insert name of CEO or board chair] called the meeting to order at [Insert start time of meeting] ([Insert time zonei.e. Mountain Daylight Time]) and [Insert name of secretary] recorded the minutes. A quorum of directors was present, and the meeting, having been duly convened, was ready to proceed with business. CEO Report

[Insert name of CEO] reviewed the agenda and welcomed everyone to the meeting. Next, [Insert name of CEO] discussed the current status of the company and its progress. A number of questions were asked and extensive discussion ensued. Sales & Business Development Update

[Insert name] next provided an update on the overall sales progress and sales pipeline of the Company. He also presented the status of business development discussions. * [Insert name] joined the meeting* Financial Review [Insert name] provided a comprehensive update on the Companys financial plan and forecast. [Insert name] also reviewed the Companys principal financial operating metrics. Discussion ensued. Financial Planning The Board next discussed the timing and creation of the 2007 Operating Plan. Approval of Option Grants

[Insert name] presented to the Board a list of proposed options to be granted to Company employees [and advisors], for approval, whereupon motion duly made, seconded and unanimously adopted, the option grants were approved as presented in Exhibit A. Approval of Minutes [Insert name] presented to the Board the minutes of the [insert date of previous board meeting] meeting of the Board for approval, whereupon motion duly made, seconded and unanimously adopted, the minutes were approved as presented. *Management was excused from the meeting * Closed Session

The Board next discussed a number of strategic topics. Questions were asked and answered.

Adjournment

There being no further business to come before the meeting, the meeting was adjourned at [Insert time of adjournment] ([Insert time zonei.e. Mountain Daylight Time]). Respectfully submitted,