Mastering Minutes: How to Document and Approve Meeting Minutes Using Robert’s Rules of Order (RONR)

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What Are Minutes?

Minutes are the official written record of what was done, not what was said, in a meeting. According to Robert’s Rules of Order Newly Revised (RONR, 11th ed.), the purpose of minutes is to provide an objective summary of the meeting’s actions and decisions. Minutes must be concise, documenting motions, votes, and other essential information without capturing unnecessary commentary.

Key elements to include in minutes:

• Meeting details: Date, time, location, presiding officer, and secretary.
• Attendance: Any significant absence or presence of members.
• Approval of previous minutes: Noting corrections (if any).
• Motions and actions: Exact wording of motions and their outcomes.
• Reports and announcements: Summarizing essential reports and decisions.
• Adjournment: Time of adjournment.

Presentation and Approval of Minutes under RONR

1. Presentation of Minutes

At the start of the meeting, the presiding officer presents the minutes from the previous meeting for approval. This ensures that all members have an opportunity to review the record and suggest corrections if necessary.

• Standard Procedure: The chair asks, “Are there any corrections to the minutes?”
• Relevant RONR Rule: While the detailed procedure for presenting minutes is not rigidly specified, presenting minutes early in the meeting aligns with RONR guidelines to maintain order and accuracy.

2. Handling Corrections to Minutes

Corrections ensure that the minutes accurately reflect the assembly’s actions. Any member can propose corrections, and these are inserted at the appropriate point in the minutes.

• No second is required for a correction (RONR, 11th ed., p. 355, ll. 1–3).
• The correction becomes part of the minutes without a formal vote unless there is disagreement.
• Relevant RONR Rule: “Corrections, when suggested, are inserted at the appropriate point, and the minutes stand approved as corrected” (RONR, 11th ed., p. 355, ll. 6–8).

3. Approval of Minutes

If no corrections are suggested, the chair announces:
“If there are no corrections, the minutes are approved as read (or as distributed).”

• Approval by unanimous consent: This is the preferred method to streamline the process.
• No motion or second is required for approval (RONR, 11th ed., p. 354, ll. 8–12).
• If there is disagreement, members may move to amend the minutes, which would then require a second and a vote.

4. Corrected Minutes

If corrections are made, the presiding officer declares:
“The minutes are approved as corrected.”

• Once the corrections are made, no further action is required, and the corrected minutes become part of the official record.
• Relevant RONR Rule: “When corrections are made, the minutes stand approved as corrected without the need for further action” (RONR, 11th ed., p. 355, ll. 9–12).

In cases where members disagree on a correction, a motion to amend the minutes can be introduced, requiring a second and a majority vote.

Best Practices for Handling Minutes According to RONR

1. Present Minutes Early: Always present the minutes for approval at the beginning of the meeting.
2. Allow Corrections Without a Vote: Minor corrections can be adopted without debate or a vote unless contested.
3. Use Unanimous Consent for Efficiency: When possible, approve minutes by unanimous consent to avoid unnecessary procedural delays.
4. Maintain Accurate Records: Minutes should be factual, recording decisions and actions, not personal opinions.
5. Manage Disputes: If disputes arise over corrections, follow RONR procedures by introducing a motion to amend.

Conclusion

Approval of minutes is essential to maintaining transparency and accuracy in meetings governed by Robert’s Rules of Order Newly Revised (RONR). Minutes document actions, not discussions, and the approval process ensures that these records accurately reflect the assembly’s work. Unanimous consent allows for an efficient approval process, but the rules also provide mechanisms for corrections and amendments if necessary.

By understanding the nuances of how to present, correct, and approve minutes, assemblies can ensure that meetings are well-documented, transparent, and orderly.

Clement Ong is a Registered Parliamentarian accredited by the National Association of Parliamentarians (NAP).