- February 4, 2020
- By: Jacobson Jarvis & Co
- 0 Comments
Date(s) - 02/04/2020
10:30 am - 12:00 pm
Categories No Categories
Tuesday February 4, 2020
Clerks and secretaries fulfill a critical role in ensuring that public meetings are properly recorded.
They also create the record of the meeting that can be consulted if disputes arise over what was decided.
But taking meeting minutes can be complicated. Not only do you have to know terminology, procedures, and rules, you also have to be skilled at taking notes and capturing the actions of the board. Additionally:
There are no uniform expectations as to type of minutes
People don’t express their thoughts clearly and they speak too softly
The subject matter is sometimes technical and complex
Meetings go on too long and the work is exhausting
People sometimes expect the clerk/secretary to have miraculous powers of mind-reading
On top of that, the clerk is expected to be an expert on Robert’s Rules of Order and other parliamentary issues.
And since the clerk is part of the staff and not a member of the board, sometimes board members don’t understand the clerk’s roles and responsibilities. Clerks run into these issues:
Someone challenges the clerk’s authority
A board member asks the clerk to do something that isn’t part of their responsibilities
A board member thinks that something the clerk does isn’t part of their responsibilities—even when it is
In “Meeting Minutes in Robert’s Rules,” Ann G. Macfarlane, a Professional Registered Parliamentarian, addresses these concerns.
First, she’ll use an example meeting to guide you through taking effective meeting minutes. Then, she’ll show you the exact roles of the clerk so that you know what should and should not be expected of you as clerk.