I was surprised to find out the Roberts Rules specifies that you DON'T include the content of discussion nor the name of the person who seconds a motion. The minutes should include the name of the person who made the motion, the specific language of the motion, that it was "discussed", and the outcome of the vote (include vote count if it was a counted vote). It's really important to avoid putting discussion points and opinions in the official minutes. You want people to feel safe discussing issues in the meeting, without fear that their opinions and comments will be printed in next month's minutes (especially since opinions often tend to evolve in the course of discussion).
I refer often to two small books I bought that summarize Roberts Rules of Order. They help make sense of the entire giant RRO in language relevant to smaller organizations like a PTO. Any large bookstore will have several different RRO summary books to choose from. Your secretary might find such a reference book helpful.
I have learned that taking minutes and taking notes can be two different things and the difference between remembering who made that motion and who volunteered that idea.
I am under the understanding that in the notes you take as the Secretary during the meeting can include names of people to aide in later needing to make phones calls to follow-up on fundraisers/idea/ PTO business. Motions can be written in your notes that "John moved" and Sue seconded" but in your minutes "the Treasure Mr. John moved and our Vice Prez Ms. Sue seconded with a unanomous yeah vote to carry the motion blah blah blah...."
Minutes aren't ment to be word for word BUT need to be an accruate account of the meeting's activities. Now the better the notes that can be taken help the BOard with later discussions about issues ect taked about.
okay...I need to figure out how to login or my password!
The current board approves (or corrects and then approves) any unapproved minutes. The current board members didn't even have to attend the meeting where these minutes were taken. Next time, appoint a committee of 3 to approve any minutes of a meeting where a substantial amount of time (like a summer?) will pass before the group (board or membership) will meet again.
orgsites has a great form for that. It is important to know who makes motions and seconds them. A couple of years ago I had an outline of how to take minutes I think I got from PTO Today magazine. It is important to remember they are "minutes" and not "hours." HA HA.
"Robert's Rules" is a good reference for these types of questions. One thing it mentions is that minutes aren't meant to be a word-for-word record of what is said. Mentioning people by name isn't necessary either, but rather by title(Pres, VP,etc.) Your minutes should be a record of motions, votes, topics discussed, etc. Don't try to get too specific.
