WRITING AGENDA AND MINUTES

OF THE MEETING
 AGENDA VS MINUTES OF THE MEETING

• Agenda is a list of topics that are planned to be discussed

at a meeting.
• It is used as a guide by the chairperson of a meeting to
keep the meeting “on track”.

• The minutes of the meeting is the record of the

matters that are discussed during a meeting. It is a
“formal” record of what took place in a meeting.
 CONSIDER THE FOLLOWING QUESTIONS IN WRITING
MEETING MINUTES:

1. When was the meeting?

2. Who attended?
3. Who did not attend? (Include this information if it matters)
4. What topics were discussed?
5. What was decided?
6. What actions were agreed upon?
7. Who is to complete the actions, by when?
8. Were materials distributed at the meeting? If so, are copies or a link available?
9. Is there anything special the reader of the minutes should know or do?
10.Is a follow-up meeting scheduled? If so, when? where? why?
 GUIDELINES IN WRITING A MEETING
MINUTES

• Write minutes soon after the meeting, preferably

within 48 hours. That way, those who attended can be
reminded of action items, and those who did not attend
will promptly know what happened.
• Don't skip writing minutes just because everyone
attended the meeting and knows what happened. Meeting
notes serve as a record of the meeting long after people
forget what happened.
 GUIDELINES IN WRITING A MEETING
MINUTES

• Don't describe all the "he said, she said"

details unless those details are very important. Record
topics discussed, decisions made, and action items.
• Don't include any information that will embarrass
anyone (for example, "Then John/Jane left the room in
tears").
 GUIDELINES IN WRITING A MEETING
MINUTES

• Use positive language rather than describing the

discussion as heated or angry, use passionate,
lively, or energetic--all of which are just as true as the
negative words.
• Edit and proofread the meeting minutes.
 GUIDELINES IN WRITING A MEETING
MINUTES

• Attach any hand-outs or documents electronically, so that all

participants and non-participants have easy access to them.
• Include the following information:
Topics
Decisions
Actions Agreed Upon
Person responsible
Deadline
Next Meeting
Date and Time
Location
Agenda items
 Sample Meeting Notice, Agenda, and Minutes
Meeting Notice
Arlington Mental Health Task Force
When: Thursday, 10 March 09, 10:00-12:00 a.m.
Where: UTA School of Social Work, 211 South Cooper, Building A, Rm. 108
Special Instructions: Tentative agenda attached. Call in new agenda item s. Bring last meeting notes. The public is invited!
For further details: Contact Nee Gotiator, Gotiator@ba ttle.org. Committee Chair, Mana Consultants Inc. Ph. 777-7777
Distribution: Committee and posted on Community Calendar

Arlington Mental Health Task Force

Thursday, 10 March 09, 10:00-12:00 a.m.
Tentative Agenda
1. Call to order-- Nee Gotiator (10:00am)
2 Approval of minutes, agenda, and old business (action) (10:05am)
3. Role and function of a vision statem ent--Nee Gotiator (discussion) (10:15am)
4. Brainstorming on the vision statement for the plan— Will B. Boring (discussion) (10:30am)
5. Adoption of vision statement--Nee Gotiator (action) ( 11:45am)
6. Next meeting and adjourn ( 12:00pm)
Minutes are a written record of committee meeting tim es, attendance, topics covered, discussion on topics,
agreements, assignments, and decisions. Minutes should be organized by the topics on the agenda that was
approved. All motions should be included along with deci sion results and methods, e.g., voting, consensus.
Minutes (This example is short to save space. Use as many pages as needed to record key information,
assignments, decisions, and the method used to arrive at the decisions such as voting, consensus, etc.)
Arlington Mental Health Task Force
Thursday, 10 March 09, 10:00-12:00 a.m.
Present (bold): Hard Atwork, Firan Brimstone, Makka Buck, Ed U. Cator, Doom N. Gloom, Multe Kultural, Will B. Boring, Nee
Gotiator, Gyve U. Pills, I. Rate, Ian Sight, Nicen Tuff, I.M. Promptu (guest), D. Schoech (staff)

1. Call to order and welcome-

Nee Gotiator (chair) called the meeting to order at 10:10. Mayor Promptu dropped in to welcome members and
stress the importance of their task.
2. Approval of previous minutes, setting of the agenda, old business
There was no old business. Previous meeting minutes and the agenda were distributed and approved by consensus.
3. Role and function of a vision statem ent (discussion)
Nee explained the structure and function of a vision statement and reviewed statements from other plans.
4. Brainstorming on the vision statement for the plan
Boring led the brainstorming session. All ideas were recorded for future use. Three vision statem ents emerged.
5. Adoption of vision statem ent (action)
Nee led the discussion of the proposed vision statements. Ian made a motion that the vision statement be “ We
envision a community and families that support infants, children, youth, young adults, middle aged, and the aged in
Arlington to develop their maximum potential emotionally, intellectually, and socially. We envision a community
support system comprised of families, employers and neighborhoods that encourage self-help and m utual support.
We envision a mix of human service agencies ready to intervene if self-help measures, the family, and the
community are not sufficient to solve the problems of citizens .” Multi seconded the motion. Major points of
discussion concerned the role of prevention vs. treatment. Motion passed with 5 in favor, 1 against, and one
abstention.
6. Next meeting & adjourn
Nee explained the next task of establishing guiding principles. The next meeting was scheduled for 17 Mar 09 at
UTA. Since there were no other items for discussion, the meeting was adjourned at 12:00 a.m.
Distribution: Committee and Mayor Promptu Recorder: D. Schoech, Staff

U. of TX at Arlington School of Social W ork, Dr. Schoech, 25Sep08