Minutes Inspection Checklist

• Complete and accurate minutes; excludes extraneous or irrelevant matter
• Typed, printed, or if necessary handwritten (in permanent ink)
• Bound book/one signed original
• Pages numbered at outside top edge of each page (suggested format: current year and sequential page number 2011-1, 2011-2, etc.)
• Every page signed/initialed by secretary
• Minutes of each meeting signed by presiding officer and secretary
• Time and place of each meeting stated in words
• Date, place, and name of group meeting at the top of each page
• Minutes state by what authority meeting is held
• Minutes state that a quorum was present
• Minutes state that meetings opened/closed with a prayer/benediction
• Name of presiding officer and names of those present are recorded
• Items of business indicated by paragraph headings/margin notes for subject headings
• All numbers written in words, followed by numerals; e.g., twenty-five (25)
• Committee reports are included in minutes/appendix using consecutive numbering
• States clearly proceedings and motions, in full, with names of corresponding movers and seconders
• States clearly within the minutes the disposal of all motions, resolutions, reports, petitions
• All erasures and changes have been initialed in margin by secretary
• No changes after the records are confirmed except by court or higher court
• Fills vacant space on the page between record of meetings using diagonal ruled lines
• Avoids use of initials
• Index appended
• Record of archived material

Based on A.5 of The Manual, 2019