Recording of the minutes of a meeting of a society is done on loose sheets chronologically prepared and bound together or a bound register. The pages of the minutes should be serially numbered. The minutes of the previous meeting are to be read and confirmed at the beginning of a meeting. These minutes are then signed by the chairman and subsequently they cannot be changed or corrected. Minutes are the authoritative record of the proceedings in a regular business meeting of a society. Minutes reflect what was done at the meeting and not what was said. Opinions, favorable or otherwise, should not be recorded. An efficient secretary is essential to the smooth running of every meeting. This officer serves as an impartial servant of the entire membership of the organization. Therefore, it is most important that necessary requisites are met before an election takes place. A good secretary should possess the following attributes: a clear and audible speaking voice, good listening habits, be consistently prompt and reliable. Secretaries are of most assistance to the president when they know the organization’s bylaws, rules of order, special and standing rules and parliamentary authority. It is also essential that the secretary have the ability to phrase important issues concisely and can type or write them clearly.
Generally, societies would observe the following procedure for the reading and approval of minutes from the previous meeting: Prior minutes should be in final form when read for approval. Papers attached to the minutes need not be recopied into the record. Reference to them in the minutes is sufficient. The minutes are usually read and approved at the beginning of the meeting, immediately after the call to order and any ceremonies. Minutes of an adjourned meeting are approved at the next adjourned or regular meeting whichever is held first. Minutes of a special meeting are approved at the next regular meeting. The reading of the minutes can be dispensed with by a majority vote without debate. However, these minutes must be read and approved at the next scheduled meeting.
Correction and approval of minutes is usually done by unanimous, or general consent. If the minutes are approved, the secretary should write the word “Approved,” initial and date them. If the minutes are corrected, corrections are entered in the margin of the minute page, dated and initialed by the secretary. Minutes can be corrected at any date, even years later, if it can be definitely established that an error exists. The proper motion would be to “Amend Something Previously Adopted.” A two-thirds vote is required for this motion.
