How are minutes ratified?

The most efficient way of approving minutes is for the chair to assume the motion and obtain unanimous consent that the minutes be approved as distributed (or as corrected). The presiding officer says, “The minutes have been read (or distributed) to you.

Do you ratify minutes?

The minutes should always be approved at the next meeting if they have not previously been formally approved by the board. If the minutes are amended at the next board meeting, this should be reflected in the minutes of that meeting.

How do I get meeting minutes approved?

Approving the Minutes

Before any official business can be conducted, the board must approve the minutes of the prior meeting. There are a couple of ways to do this—either by asking the secretary to read the minutes of the prior meeting or by sending the minutes to members prior to the meeting.

Are meeting minutes accepted or approved?

Minutes do not become an official record of a meeting until they have been approved. Since a number of draft minutes may be floating around, only the Secretary’s approved version of the minutes serve as the official record of the meeting to which they pertain.

How detailed should minutes be?

Avoid writing down everything everyone said. Minutes should be concise and summarize the major points of what happened at the meeting. There can be a lot of debate that happens at a meeting as people offer their opinions, research, and experience, which should not be recorded.

Should minutes be signed?

Minutes are to be signed by the secretary and, if customary, may also be signed by the president. Minutes are your group’s legal record of its proceedings, and the secretary’s signature establishes evidence of the original document’s authenticity.

How long after a meeting Should minutes be sent out?

Aim to get your minutes out within 3-5 days of the meeting taking place.

How do you handle incorrect minutes?

Rewrite and Redistribute. After determining board minutes are inaccurate, reopen the meeting minutes document and correct the mistake. Distribute the amended version to the board members. If mailing, attach a cover letter stating that the enclosed minutes are a revision and should replace the previous document.