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MRSC has joined with Carl Neu, Director of the Center for the Future of Local Governance, P. Stephen DiJulio, Attorney, Foster Pepper PLLC, and Paul McClintock, Professional Registered Parliamentarian, to bring you the "Council/Commission Advisor." The Council/Commission Advisor will feature a new article each month with timely information and advice you can use.*
Meeting Tips and Myths
September 2006
Paul McClintock
Professional Registered Parliamentarian
Meeting Tip: Minutes Matter
Minutes are the official record of decisions made by an organization, and may be needed in court, or to change signatories on a bank account. Minutes should record what was done, rather than what was said. The heading and/or first paragraph should contain the name of the organization, the date, time, type (regular, special, annual), and place of the meeting. It should also include who presided and who served as secretary, and what minutes were approved.
A separate paragraph is needed for each main motion, including the maker's name, the exact wording of the motion as adopted or voted on, and its disposition (e.g., adopted, lost, referred to a committee, tabled). If more than a majority vote was required, the minutes should reflect this (e.g., "adopted by two-thirds" or "motion lost, not obtaining two-thirds"). Counts for counted and ballot votes are recorded, as are the names for and against when there is a roll call vote. The name of the member seconding a motion is not normally recorded.
Notices for business to come up at the next meeting, and the president's announced committee appointees are included in the minutes. Officer and committee reports are mentioned as given but not summarized; but a motion made on a report's recommendation is recorded. The time of adjournment is recorded, and the secretary signs the minutes. See Robert's Rules of Order Newly Revised, p.451f.
Meeting Myth
Meeting Myth: Secondary motions (e.g., amend) are recorded in minutes.
Fact: Secondary motions are not generally recorded in minutes; only the main motion as finally adopted or lost (after possible amendment) is recorded. However, a motion with a pending amendment might be postponed to the next meeting or referred to a committee, and in such cases the minutes need to record the adhering secondary motion(s) for clarity. -- See Robert's Rules of Order Newly Revised, p.453.
P. Stephen DiJulio, a partner at Foster Pepper & Shefelman PLLC, focuses on litigation involving state and local governments, and land use and environmental law. Particular experience includes representation of jurisdictions on eminent domain, utilities (water, wastewater, storm water, solid waste systems), local improvement districts, facility siting and contractor litigation. More.
Carl Neu, author and consultant, is recognized nationally as an authority on, and an experienced practitioner of, the theory and application of governance and leadership to city councils and county boards, local government managers, and community leaders. More.
Paul McClintock is a Professional Registered Parliamentarian and Certified Parliamentarian, professionally serving organizations as parliamentarian at meetings, teaching workshops, and writing parliamentary opinions. He also is an active leader in the National Association of Parliamentarians and the American Institute of Parliamentarians at several levels. More.
*The Articles appearing in the "Council/Commission" column represent the opinions of the authors and do not necessarily reflect those of the Municipal Research & Services Center.