SAC Meetings:  Minutes

Click here for the SAC Minutes template and guidelines in Word format. A resource for how to format and what needs to be in minutes!

SAMPLE SAC MINUTES

  As a SAC chair and secretary, created a template which I use through Word.  This really saves time in future agenda development! The top of the minutes is a header which states the name of the SAC, the next line shows the date and time and place of the meeting. I also added a 'footer' which has our school mission statement, school address and phone numbers.  I have included this to facilitate communication between the school and the public and members at a SAC meeting - like a welcome invitation! Next items are numbered so that when the SAC votes to accept the agenda as written or with certain changes, the item can be quickly identified.

I have written notations in these minutes - all in italics and indented so you can easily see what belongs or is deleted.


  NAME OF SCHOOL
School Advisory Minutes for __  Date____
   
  Attendance:
Members:                       Guests:  
 

NOTATION:  List members and attendees in this area.  Guests or visitors are listed seperately but in the same attendance heading.(Note: I also have a "membership attendance form" which lists members in table format with dates of meetings, so I simply check off the names which is so quick to see if there is a quorum present and to monitor absences…remember, we have to make notify SAC to replace a member if a member has more than 2 consecutive unexcused absences. I also denote who is chair, secretary, parents, teachers, which helps in a "balanced" SAC membership.  I This form also helps with name spelling too!)

   
  Call to Order:
A meeting of the ___(name of school)___School Advisory Council was held in the (place of meeting) on ___date . Chairman name of chairperson called the meeting to order at ___time__. ____Name of person/secretary___ will record minutes for this meeting.
   
  Minutes:
(Name) motions to approve the minutes of (date), with the following corrections _(detail the corrections)_. Motion outcome.
 

Note: Minutes should be written “promptly” and distributed public as per Sunshine Law requirements. 

IMPORTANT: nothing is ever erased from the minutes.  If wording is to be expunged, a line is drawn through the words that are to be expunged. Crossed out words should still be readable. Corrections are made in the margin and initialed, if changing original "Word" minutes, so the corrections are typed, formatting could be used to show the additions (italics, bold) with reference to the minutes where these was approved. Those minutes should also show the changes in wording.  

When minutes are approved, the word approved and the secretary’s initials and date of the approval are written next to the signature of the secretary OR a line can be provided at the bottom of the page that says “approval date”, some organizations put APPROVED ont he top heading.

To correct minutes previously approved require a 2/3 vote (Roberts Rules)

   
  Old Business:
 

Guidelines for Minutes which must be used since SAC operates under all Government in the Sunshine Laws
1. Board members are not prohibited from using written ballots to cast a vote as long as the votes are made openly at a public meeting, and the ballots are maintained and made available for public inspection in accordance with the Public Records Act. A secret ballot violates the Sunshine Law. (AGO 73-264)

2. “Minutes of Sunshine Law meetings need not be verbatim transcripts of the meetings; rather the use of the term "minutes" in ss. 286.011, F.S., contemplates a brief summary or series of brief notes or memoranda reflecting the events of the meeting.”

3. “Section 286.011(2), Florida Statutes, provides, in part, that: "The minutes of a meeting of any . . . board or commission of any . . . state agency or authority shall be promptly recorded, and such records shall be open to public inspection."

   
  New Business:
 

How to Write Meeting Minutes
1. The minutes provide a permanent record, provide a reference to check commitments and decisions, and provide a record of results for those who were not present at the meeting. Essential elements are noted, such as type of meeting, name of the organization, date and time, venue, name of the chair or facilitator, main topics and the time of adjournment; include approval of previous minutes, and all resolutions. Taking minutes is not the same as taking dictation. Record what is done, not what is said. Do not reflect the secretary’s personal opinion about anything that is said or done. Sunshine Law requires “prompt” minutes. Benefits of prompt minutes include easier writing of the minutes while memory is fresh, and it is very important in helping the chair create the next meeting agenda.

2. Record the motions made and the names of people who originate them. You do not need to record the name of the “second” to the motion (Robert’s Rules of Order) (individual societies independently may decide to record seconds to the motion). Record whether motions are adopted or rejected, how the vote is taken (by show of hands, voice or other method). Write the names of the attendees who approve or oppose each motion if there is a split vote. The SAC may wish to use motion forms to ensure accurate wording of all motions. Refer to the form for specific wording when completing the minutes. Do not record motions that are withdrawn, all points of order, and appeals.

3. Attach long resolutions, reports or other supplementary material to the minutes as an appendix.

4. Helpful Hint: Use the agenda for the meeting as an outline so that you can jump right to the topic without a pause and kept the order of minutes aligned to the agenda. (I will often reformat the agenda to allow plenty of “white room” for my notes…) Use a combination of outline form and paragraphs. This helps in examination of minutes for approval at the next meeting - i.e. under “new business” item 1 needs the following correction….

  Reports:
  1. Principal's Report
  2. Name of any other report (i.e. Treasurers, teachers, students etc...)
 

The report can be stapled or attached to the minutes or just put a couple of sentences of what the report is about and any conclusion, if any. Helpful Hint: throughout the agenda, the chair should use suggested time limits for discussion/items on the agenda

   
  Open Agenda:
 

Helpful Hint: Public must have an opportunity to participate and this may be used for such or SAC may allow public participation throughout the meeting.

   
Next Meeting Date & Time:
The next meeting will be held on (day and time) in the (place of next meeting)
   
  Meeting Adjournment:
  Motion: name of person making motion motioned to adjourn the meeting at ________. Motion carried unanimously (or not!).
   
  Submitted by,
Name of Recorder___________ ,
Secretary    (or if there is no secretary, the position on the SAC board)
Approval Date: ______________

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