Robert’s Rules of Order – The C.A. Service Sponsorship Group

ROBERT’S RULES OF ORDER MOTION CHART (Adapted for use at World Service Conference)

Posted on August 20, 2025August 20, 2025 by The Webservant

Found in the 2025 WSM pp. 87 – 89

Based on Robert’s Rules of Order Newly Revised (10th Edition)

Main Motions. These motions are listed in order of precedence. A motion can be introduced if it is higher on the chart than the pending motion.

§ indicates the section from Robert’s Rules.

§	PURPOSE:	YOU SAY:	INTERRUPT?	2ND?	DEBATE?	AMEND?	VOTE?
§21	Close meeting	I move to adjourn	No	Yes	No	No	Majority
§20	Take break	I move to recess for …	No	Yes	No	Yes	Majority
§19	Register complaint	I rise to a question of privilege	Yes	No	No	No	None
§18	Make follow agenda	I call for the orders of the day	Yes	No	No	No	None
§17	Lay aside temporarily	I move to lay the question on the table	No	Yes	No	No	Majority
§16	Close debate	I move the previous question	No	Yes	No	No	2/3
§15	Limit or extend debate	I move that debate be limited to …	No	Yes	No	Yes	2/3
§14	Postpone to a certain time	I move to postpone the motion to …	No	Yes	Yes	Yes	Majority
§13	Refer to committee	I move to refer the motion to …	No	Yes	Yes	Yes	Majority
§12	Modify wording of motion	I move to amend the motion by …	No	Yes	Yes	Yes	Majority
§11	Kill main motion	I move that the motion be postponed indefinitely	No	Yes	Yes	No	Majority
§10	Bring business before assembly (a main motion)	I move that [or “to”] …	No	Yes	Yes	Yes	Majority

Incidental Motions. No order of precedence. These motions arise incidentally and are decided immediately.


§	PURPOSE:	YOU SAY:	INTERRUPT?	2ND?	DEBATE?	AMEND?	VOTE?
§23	Enforce rules	Point of Order	Yes	No	No	No	None
§24	Submit matter to assembly	I appeal from the decision of the chair	Yes	Yes	Varies	No	Majority
§25	Suspend rules	I move to suspend the rules	No	Yes	No	No	2/3
§26	Avoid main motion altogether	I object to the consideration of the question	Yes	No	No	No	2/3
§27	Divide motion	I move to divide the question	No	Yes	No	Yes	Majority
§29	Demand a rising vote	I move for a rising vote	Yes	No	No	No	None
§33	Parliamentary law question	Parliamentary inquiry	Yes if urgent	No	No	No	None
§33	Request for information	Point of information	Yes if urgent	No	No	No	None

Motions That Bring a Question Again Before the Assembly.
No order of precedence. Introduce only when nothing else is pending.


§	PURPOSE:	YOU SAY:	INTERRUPT?	2ND?	DEBATE?	AMEND?	VOTE?
§34	Take matter from table	I move to take from the table …	No	Yes	No	No	Majority
§35	Cancel previous action	I move to rescind …	No	Yes	Yes	Yes	2/3 or Majority with notice
§37	Reconsider motion	I move to reconsider …	No	Yes	Varies	No	Majority

C.A. World Conference Parliamentary Procedure Guidelines (Adapted from Robert’s Rules of Order)

Posted on August 20, 2025August 20, 2025 by The Webservant

World Service Manual 2025 pp. 74 – 73 (Adapted from Robert’s Rules of Order)

The purpose of parliamentary procedure is:

“…to permit a majority to accomplish its ultimate purpose within a reasonable period of time but only after allowing the minority reasonable opportunity to express its views on the question at issue.”

– Lehr Fess, Former Parliamentarian, U.S. House of Representatives

This brief summary of parliamentary procedure, drawn largely from Robert’s Rules of Order, was prepared for use at the World Service Conference. The Conference believes that it may also be of use to Areas and Districts. Please use it in the spirit that it is intended; to aid in the orderly conduct of business meetings. It does not replace or take precedence over a charter, bylaws, standing rules, or the principles upon which the traditions, the steps and the Twelve Concepts for Service are based.

A potential exists for one or more people to use parliamentary procedure to control and/or otherwise manipulate a group away from its intention. Scrupulous and incessant attention to principle is the only way to prevent these guidelines for business meetings from being used to circumvent or unjustly influence the Group Conscience.

Recognition

A member desiring to speak or make a motion shall raise their hand until recognized by the Chairperson. For motions not requiring recognition, the member must stand and speak, interrupting the current speaker. The ONLY motions where this is in order are:

Objection to Consideration
Appeal from Decision
To Rise to a Point of Order
Parliamentary Inquiry

Main Motions

A Main Motion is any motion that brings business before the Conference. Main Motions must be seconded, are debatable and require a majority vote for adoption. Main Motions should be simply worded and not include arguments for their adoption. Complicated or long motions may be divided by a Motion to Divide so that portions of the Main Motion may be debated and voted upon separately.

Friendly Amendment

The offering and acceptance of “friendly” amendments is a regular practice on the Conference floor. Speakers are permitted to suggest changes to the wording, grammar, punctuation or minor changes in the content of Main Motions as practiced by the Conference, if accepted by the maker of the Main Motion and there are no objections from the floor, the changes are added to the Main Motion without a separate vote. If there is an objection, a Motion to Amend may be made.

Amend

Main Motions and the Motions to Limit Debate and Refer to Committee may be amended. Motions to Amend must be seconded, are debatable and require a majority vote for their adoption. Amendments to amendments are permitted but an amendment to an amendment may not be amended.

Lay on The Table

A motion tabled may not be taken from the table the same day. “Tabling” therefore has the effect of postponing action on the motion in question. The Motion to Table requires a second, but is not debatable. It requires a majority vote to Table.

Refer to Committee

Motions may require the attention of a standing committee (which always exists) or an ad hoc committee (created for a special purpose). The Motion to Refer must be seconded, is debatable and requires a majority to adopt. A motion “referred to committee” may be renewed on the floor after review by the committee.

Close (or Limit) Debate

Otherwise known as “Calling the Question,” the Motion to Close Debate and vote immediately on the Main Question requires a second, is not debatable and requires a 2/3rds majority to pass. The Motion to Limit Debate to, for example, 20 minutes, applies only to the Main Motion being considered and requires a 2/3rds majority.

Withdraw The Current Motion

A member making a motion may decide, after it has been seconded that they wish to withdraw the motion. The Chairperson will ask for objections. If there are any, the Chair will call for a vote on whether to allow the motion to be withdrawn. The Withdraw Motion is not debatable and requires a majority of those voting for adoption.

Reconsider

A Motion to Reconsider a previous vote, if successful, returns the previous motion to the floor as if no vote had ever been taken, and debate begins anew. The Motion to Reconsider may only be made and seconded by members who voted with the prevailing side. The Motion to Reconsider must be made in the same day as the motion being reconsidered. It is debatable, if the motion to which it applies was debatable. Adoption of a Motion to Reconsider requires a simple majority vote. No motion may be twice reconsidered.

Rescind (Passed Motion)

The Motion to Rescind, unlike the Motion to Reconsider, overturns the passage of the previous motion. If the Motion to Rescind succeeds, the affected motion (which previously passed) now fails. Any member may make or second a Motion to Rescind, and it may apply to any motion passed at any time during the Conference. It requires a second and is debatable. It requires a 2/3 vote, to pass unless at least one day’s notice is given of the attempt to rescind. If previous notice is given, only a simple majority is required to adopt.

Suspend The Rules

This Motion must be qualified by stating why the rules should be suspended, i.e. to consider a motion out of order of the agenda or accepted procedure. Suspending the rules may not be used to bypass the charter or bylaws, but may be used to suspend the effect of standing rules or previous motions. This motion is not debatable; it requires a second and must be passed by 2/3 majority. It is in effect only until the reason for suspension is resolved.

Objection to Consideration

Occasionally, a ridiculous, offensive or repugnant motion is made by an obstreperous member to insult or otherwise waste the Conference’s time. A member may rise without being recognized, saying, and “Madame /Mr. Chairperson, I object to the consideration of this motion.” This motion requires no second and is not debatable, and must be made before debate starts. The Chairperson must immediately call for a vote. If more than one third vote for the consideration of the motion, the objection is overruled.

Appeal From Decision

Any decision by the Chairperson (or Parliamentarian) may be appealed. The appeal is debatable only if the challenged decision refers to a debatable motion. The appeal requires a second and a majority vote reverses the decision of the Chair. All appeals must be made immediately after the decision in question.

Requests And Inquiries

Parliamentary Inquiry– A member who has a question regarding parliamentary procedures, rules of order, and items in the World Service Manual or parliamentary strategies may make a parliamentary inquiry of the chair. Without being recognized by the chair, a member may rise saying “Madame/Mr. Chairperson, I have a parliamentary inquiry.” The question must be related to the business at hand and asks for the opinion of the chair. It is not a ruling of the chair and cannot be appealed. If a motion is made despite the chair’s opinion, and the chair then rules the motion out of order, that ruling may be appealed.
Point of Order– A member who feels that the parliamentary procedure is out of order may rise saying “Madame/Mr. Chairperson, I rise to a point of order!” When the chairperson asks for their point, (s)he states where a motion is out of order, where a parliamentary procedure is incorrect, where a proposed motion violates the charter, a previously enacted bylaw, a standing rule or a motion. The Chairperson immediately rules on the validity of the point, subject only to appeals.
Point of Information– A “Point of Information” is a request for information about a motion or the suspected impact of a motion being considered.

Motion to Adjourn (Recess)

The Motion to Adjourn is debatable only when there are no other motions before the Conference. It is in order only when the time for the next meeting has been determined. To adjourn for a short period (Recess), the motion to Recess may be made. The duration of the Recess is required in the motion. It is advisable that the reason for the Recess be stated.

Example: I move we recess until 1 PM for lunch.

Example: I move we recess for 15 minutes to get coffee.

Rules For Votes on Motions

Quorum

A quorum shall be defined to be 2/3 of the Conference votes present at Roll Call for that particular Conference Session. The membership of the Conference shall be determined by a call of the roll at the first regularly scheduled session of each Conference day. It is the Chairperson’s responsibility to verify that a quorum is present whenever there is a vote on any motion. A member doubtful of the quorum may rise to a Point of Order by saying, “I question the quorum” or “I challenge the quorum.” Rules and precedence are the same as for Rise to a Point of Order. NOTE: A quorum is not necessary for discussion, debate, or committee reports.

Pass/Fail

A simple majority is defined to be 50 % plus 1 of votes cast excluding abstentions. Most motions require only a simple majority. The following motions require a 2/3rds margin:

Motion to Close (or Limit) Debate
Motion to Suspend the Rules (Charter or Bylaws)
Motion to Object to the Consideration

Determination of whether a motion passes or fails shall be as follows:

If AYES > NAYS then Motion passes.
If AYES < NAYS then Motion fails.
If AYES = NAYS then Chairperson casts deciding vote.

Methods: Voting shall be by one of five methods.

Voice: If the Chairperson or a member is in doubt of the outcome, either may call “Division” of the House. The Chairperson will then call for show of Hands.
Hands: The Chairperson makes a visual inspection of hands raised for and against and declares the result. Questionable results will be counted.
Count: The Chairperson shall appoint two assistants to help count the votes. When all three counters agree, the outcome will be announced.
Secret: Rarely used, but the Chairperson may call for a ballot where the anonymity of votes is considered important.
Electronic: To be used at the discretion of the Chairperson.

The Chairperson decides which method of voting will best serve the interests of the Conference, except when a Division of the House is called.

Elections

The Chairperson shall call for elections where necessary or as the agenda specifies. The procedure shall be to ask for nominations from the floor. Nominations must be seconded. After a cogent pause in nominations, the Chairperson shall ask someone to move that nominations be closed. This requires a second before voting. The Chairperson shall determine if those nominated shall speak. The election shall proceed after the candidates have left the room. If one candidate does not receive a majority of the votes, the two receiving the most votes shall remain outside the room while a runoff election is held. If a secret ballot is held, it is not necessary for the candidates to leave the room.

Robert’s Rules of Order Dramatization: Mock Motion Exercise

Posted on January 24, 2022January 25, 2022 by The Webservant

NARRATOR

This presentation is designed to give C.A. Members a general understanding on how parliamentary procedure can be used at a Group, District, Area and World Conference level of services.

The World Service Conference uses Robert’s Rules of Order with some modifications. You can find an abridged version of Robert’s Rules and their modifications in your World Service Manual (2022) on pages 85 through 92.

We have created a series of mock motions to illustrate parliamentary procedure. This presentation won’t cover every aspect of parliamentary procedure that you may encounter, but should illustrate most of the more common ones.

Motions typically take place either in the “Old Business” or “New Business” section of the Agenda. For the purposes of this play, we assume all the players can make motions.

MAKER of MOTION

I (Convention Hospitality Committee member) move that: “When Area’s business runs over into the lunch hour that it adopt an official pizza lunch, to be effective immediately.”

SECONDER

Second!

CHAIR

It has been moved and seconded that: “When Area’s business runs over into the lunch hour that it adopt an official pizza lunch, to be effective immediately.” Is there any discussion on this motion?

The participating members raise their hands to be recognized.

NARRATOR

In order for anything to be considered by the Service Committee it must first be entered in the form of a motion. A Motion must be seconded before it can be debated and/or voted upon. This particular Motion is called a Main Motion because there are no previous pending motions. The Chairperson has called those members who have asked to be recognized by raising their hands. Once recognized they may proceed to speak in the order in which they were recognized.

The motion that the maker presented is stated simply and directly without any of the arguments that they might use to support or argue for their motion. The Chair will ask the maker of the Motion first if they wish to speak first. If the maker does not speak then the first in line will start when given the go-ahead by the Chairperson.

CHAIR

Would the Committee like to speak to its motion?

Thank you, Mr. Chair. I speak in favor of the motion. The Committee has worked long and hard to create an environment that is business like but fun. We have taken into consideration the opinions of many individuals that work in the various levels of C.A. Service and this is the result of that dialogue and the group conscience taken by the Hospitality Committee. I urge you to vote in favor of this motion.

A MEMBER INTERRUPTS: Point of Order!

CHAIR

Please state your “point of order.”

POINT OF ORDER

Mr. Chair I believe this motion is out of order as we can’t make a decision that requires distribution of Area funds, without GSRs having time to bring this matter back to their Groups for discussion.

CHAIR

Thank you. No, all of the requirements have been met by this motion. The Area Service Committee and attending GSR’s have been given responsibility to disburse monies on behalf of the groups that serve the Area as a whole. Furthermore, Concept Three, “the Right of Decision” also give GSRs the responsibility to make decisions as business arise at Area.

Thank you Mr. Chairman.

NARRATOR

When the motion’s maker spoke to this motion they stated their position in the very beginning in a clear and concise manner. When the point of order was called out, the person making the “point of order” did not wait to be recognized, since points of order must be raised immediately prior to any other business. That is exactly how a point of order must be raised. Complex motions or those motions with substantial impact on C.A. ought be presented, seconded, and then tabled to be taken back to the Groups, Committees, etc. for thoughtful consideration.

CHAIR

Member is recognized and has the floor.

I have a Point of information.

CHAIR

Very well. What is your question?

Yes Mr. Chairman, thank you. Isn’t the Area Service Committee obligated to follow the selections of the Hospitality Committee when picking a vendor to purchase the pizza from?

CHAIR

Would the motion’s maker care to answer?

MOTION MAKER

Thank You, Mr. Chairman. No, the Area Service Committee can select any contractor if it has a basis for making that decision and that this motion considers the Area Service Committee as part of the process in making those selections.

NARRATOR

You will notice that the Point of Information, is a question asked of or through the Chair by a member who has been recognized, not a new piece of information shouted out from the floor. You must be recognized by the chair to ask your question. If you shout “Point of Information” out from the floor, you will be taunted by the Chair.

Points of Information are taken in order as the individual is recognized during debate. The Chair will either answer the question or call upon another to provide the answer. Only one question may be asked. However, since the point of information is not debate, asking a question does not stop the member for also being recognized for debate later on the same motion. Persons wishing to debate twice on a motion must wait until no one else wishes to debate a first time. Closing debate stops both debate and questions.

GSR WITH FRIENDLY AMENDMENT

I have a friendly amendment to offer: I would like to make pepperoni the official topping of this Area.

NARRATOR

A friendly amendment is an amendment without a formal motion offered by a member when a small correction or change appears necessary. A friendly amendment must be accepted by unanimous consent of the voting members present, It does not matter if the maker of the motion accepts it or not. It must be accepted by the Area Service Committee as a whole. Once the chair has read a motion into the record, it belongs to the Area as a whole, not the original maker of the motion. NOTE: the member was clear about how they wanted the item to be changed and was prepared when he spoke.

CHAIR

“Are there any objections to the friendly amendment?” If none, it is accepted. If even one member raises a hand in objection, it fails.

UNITY CHAIR WITH FRIENDLY AMENDMENT:

Parliamentary Inquiry!!

CHAIR

Yes ? What is your Parliamentary Inquiry?

Can I make a Motion to Amend at this time, since my friendly amendment was rejected?

CHAIR

Normally you could, but you’ve relinquished the floor, so you’ve had your turn. But someone else in line could when it’s their turn.

ANOTHER FRIENDLY AMENDMENT

I move to amend the motion to insert “and pepperoni be the official topping”, after “The Area Committee adopt a monthly official pizza lunch.”

SECONDER

Second!

CHAIR

“Are there any objections to the friendly amendment?” If none, it is accepted. If even one member raises a hand in objection, it fails.

It has been moved and seconded to amend the motion on the floor to read as follows: “When Area’s business runs over into the lunch hour that it adopt an official pizza lunch, and pepperoni be the official topping, to be effective immediately.” Is there any debate?

ANOTHER FRIENDLY AMENDMENT

I would like to offer a friendly amendment that “and pineapple” be added after pepperoni

CHAIR

Are there any objections from the floor to adding “and Pineapple” after pepperoni?

Seeing none the motion now reads “When Area’s business runs over into the lunch hour that it adopt an official pizza lunch and that pepperoni and pineapple be the official topping, to be effective immediately.”

MEMBER:

I speak in favor of this motion to amend. I love pepperoni, it makes me happy to eat it, and it’s so good for you too! And we all know everyone loves pineapple, right? It is the best one.

CHAIR

Is there any further debate?

ADDITIONAL AMENDMENT

Mr. Chair, I would like to make a friendly amendment to also order hot wings as part of the pizza lunch.

CHAIR

Thank you, but I am going to rule that out of order as it would be an amendment to an amendment that has already been amended. As you may be aware, as per Robert’s Rules of Order, no motion may have more than two amendments to it. Any such motion regarding chicken wings would have to be a separate motion following the completion of the present motion on the floor.

CHAIR

Hearing no further debate please prepare yourselves to vote on the motion to amend the main motion to insert “and pepperoni and pineapple be the official topping”, after “The Area adopt a monthly official pizza.”

(EVERYONE THAT HAS A VOTE WILL VOTE TO APPROVE THE AMENDMENT)

CHAIR

All those in favor please raise your hands. All opposed? The ayes clearly have it. The motion on the floor now reads: “When Area’s business runs over into the lunch hour that it adopt an official pizza lunch, and pepperoni and pineapple be the official topping, to be effective immediately.” Any further debate on the Main Motion, as amended?

NARRATOR

If the debate continues whereby it seems there are no new points being made, a member who has the floor can “Call the Question” — a Motion to Close Debate and vote immediately on the Main Question requires a second, is not debatable and requires a 2/3rds majority to pass. The Motion to Limit Debate to, for example, 20 minutes, applies only to the Main Motion being considered and requires a 2/3rds majority. NOTE: With a call to question, there must be others in line to debate after the person making the call to question, or it is out of order.

There is no further debate.

CHAIR

Thank you . Please prepare yourself to vote on the main motion: “When Area’s business runs over into the lunch hour that it adopt an official pizza lunch and pepperoni and pineapple be the official topping, to be effective immediately.” All those in favor please raise your hands. (Everyone but Opposing members raises their hand) All those opposed? (Opposing Members raise hands) It appears that the ayes have a majority and the motion passes.

NARRATOR

Instead of relying upon a friendly amendment, the proposed changes to the main motion are in the form of a motion to amend. This motion is debatable and is voted upon before considering the main motion. The Chairperson must read the motion as amended if the amendment is passed. In addition, the Chairperson must always read the motion, prior to taking a vote.

Besides Points of Order, there are several other times where a member may call out from the Floor without being recognized. One of these is a “Parliamentary Inquiry” where a member needs to know the proper procedure for an urgent matter. Another is to “Appeal from a Decision of the Chair”; as such decisions must be appealed immediately. Another is the “Motion to Reconsider”…

CHAIR

Is there anything further that the Committee…

Member raises their hand is recognized by the chair.

OPPOSING GSR – I’d like to make 5th Concept Statement.

NARRATOR

A 5th Concept Statement must be made before the next item of business. NOTE: The chair may allow the 5th concept statement to be heard at any point during the same business meeting.

CHAIR

Asks the Member, Did you vote on the losing side? Member replies, “YES.”

Chair recognizes the member to make a 5th Concept Statement.

I speak against the motion as submitted. While I believe that the Committee has worked very hard on this I am not sure that we have considered everything about this.

Member raises their hand is recognized by the chair.

MEMBER

I move to reconsider the previous motion. I voted with the prevailing side.

SECONDER

Second!

CHAIR

A Motion to Reconsider has been made and seconded. Is there debate on this motion?

Members raise their hands and are recognized by the chair.

Member: I have had second thoughts about our voting on the motion without sufficient debate on whether to include it in the Manual or not. I believe we are doing ourselves and the Fellowship a disservice if we do not consider all the possibilities from our action here today.

Member: I speak against the motion to Reconsider. I believe that the issue was clear at the outset and the limited debate did not indicate lack of participation but a good understanding of the issue. I don’t think that additional debate on the motion would resolve the minority’s problem with the motion or change the minds of any significant number of the majority.

Member: I speak against the motion. My argument has already been made. Thank you.

Narrator

Please notice how, having already heard the points he wanted to bring up, simply stated his position, and took a seat. This is a very effective way to make proper use of valuable conference floor time. Hearing repetitive debate is not the best way to get your point across.

CHAIR

There being no further debate, prepare yourselves to vote. All in favor of the motion to reconsider the previous motion raise your hands. All opposed? (Everyone else with votes raise their hands). The motion clearly fails. Let’s move on to the balance of our Committee reports.

NARRATOR

To finish off our presentation, used a procedure that can be confusing when first faced on the Conference floor. A motion to reconsider a previous motion may only be made by a member that voted with the prevailing side when the motion was first voted upon. Both passed and failed motions may be reconsidered. Any member may second, regardless of their previous vote. Since the original motion was debatable the motion to Reconsider was also debatable. Notice that both members debated the reasons for and against the motion to Reconsider, not the original motion. A member arguing a motion not on the floor, such as the original motion here, would be ruled out of order. If the motion to Reconsider had passed, the original motion would have returned to the floor, with debate and amendment again in order. Anyone may discuss motions with the permission of the Chairperson but may only make motions if they have a vote during that session, except on behalf of their committee.

This concludes our dramatization. We hope that you have a clearer understanding of how Robert’s Rules of Order will work at the Group, District, Area or World level of service.

For Fair and Orderly Meetings

Posted on March 25, 2020December 30, 2024 by The Webservant

Robert’s Rules is a time-tested manual of “parliamentary procedure” for conducting business at meetings and public gatherings. The basic handbook of operation for most groups, it provides common procedures for deliberation and decision-making with the full participation of the membership body. The conduct of ALL business is controlled by the general will of the whole membership – the right of the deliberate majority to decide. Complementary is the right of at least a strong minority (greater than one third) to require the majority to be deliberate – to act according to its considered judgment AFTER a full and fair “working through” of the issues involved. Robert’s Rules provides for constructive and democratic meetings to accomplish the business of the assembly, with undue strictness never allowed to intimidate members or limit full participation.

The application of parliamentary law is the best method yet devised to enable assemblies of any size, with due regard for every member’s opinion, to arrive at the general will on a maximum number of questions of varying complexity in a minimum time and under all kinds of internal climate ranging from total harmony to hardened or impassioned division of opinion.

Meetings work best when all members are familiar with the rules.

Taking Minutes

Posted on February 25, 2020June 22, 2022 by The Webservant

How to take minutes at Group Business, Area and Committee Meetings

1. Use a template.

2. Check off attendees as they arrive.

- Make sure you have a meeting agenda. This is usually prepared by the Chairperson.
- Choose your recording tool. Will you use a pen and paper or will you use a laptop computer, tablet, or smartphone? Check with the Meeting Chair to see if they prefer that you use a particular method.
- Make sure your tool of choice is in working order, and have a backup just in case your original one fails. If you bring a laptop, for instance, have a pen and paper handy as well. You don’t want to have to stop the meeting while you search for something to write on if your computer crashes.
- Read before the meeting starts. It will allow you to formulate an outline for your minutes. Leave some space below each item on it and write your notes there. Doing this will make your job a little easier, as long as the person running the meeting sticks to the agenda.

3. Circulate an attendance list and do introductions.

4. Record motions, actions, and decisions as they occur.

- Pass around an attendance sheet and make sure everyone signs in. You will need to include a list of all attendees in the official meeting minutes.
- Make sure you know who everyone is. That way you will be able to identify who is speaking and correctly record that information.
- Note the time the meeting begins.
- It is not necessary to write down every single comment. Include only the main ideas. Be very careful not to leave out items with which you disagree. Your biases shouldn’t influence you. Remember this is an official account, not your opinion of what happened.
- Write down all motions, who made them, and the results of votes, if any; you don’t need to write down who seconded a motion. Of course, the rules of your organization may differ so verify those with the Chairperson first.
- If votes on any motions or discussions are deferred until the next meeting, make a note of that.
- Record the ending time of the meeting.

5. Write clear, brief notes—not full sentences or verbatim wording.

- Type up the minutes as soon as possible after the meeting while everything is still fresh in your mind. If you find an error in your meeting notes or you have a question, you can clear it up quickly by talking to other attendees.
- On the final copy of the minutes, Include the name/title of the Group, Area or Committee, type of meeting (monthly, annual, or special), and its purpose.
- Give the times it began and ended.
- Provide the list of attendees and a note about who ran the meeting. Include your name on the list of participants and, in parentheses after your name, say that you took the minutes. Alternatively, at the end of the document, you can sign off by writing “Your Trusted Servant,” followed by your name.
- Proofread the minutes before you submit them. Ask someone else who attended to look them over as well. They will be able to let you know if you accidentally left something out.
- Submit them to the person who ran the meeting unless instructed to do otherwise.