If you live in an area with a close-knit population, you are likely to encounter groups or communities. Often people group due to being tied to specific geographic location, common interests, religion, and other factors. Communities are formed as an opportunity for people to socialize with one another, to form a bond to feel a sense of belongingness, something that is very essential to the human psyche. In larger communities, they are often coherent and organized by nature, especially in dealing with more members inside the group.
Hence, community meetings are often conducted to organize, inform, and raise awareness on issues that involve the members of the community. Community meetings are an opportunity for members to be able to express their opinions and grievances in the group.
10+ Community Meeting Minutes Samples
1. Community Project Meeting Minutes
2. Community Engagement Meeting Minutes
3. Community Group Meeting Minutes
4. Community Services Meeting Minutes
5. Community Advisory Meeting Minutes
6. Community Policy Meeting Minutes
7. Community Board Meeting Minutes
8. Community Council Meeting Minutes
9. Community Club Meeting Minutes
10. Community College Meeting Minutes
11. Community Committee Meeting Minutes
What are Community Meeting Minutes?
Community meetings are meticulous and planned. To successfully disseminate information or concerns to the members, community meetings have to be cohesive, have a target goal, and avoid disinterest among the members of the community. In creating community meetings, one must note how essential it is in hitting the goal of informing the members properly. Below is a list of templates that can be very helpful in organizing Community meetings.
Meeting minutes are the notes that capture what happened at a meeting. It records the decisions made and actions requested by the group. They are an important source of information for people who were unable to attend or looking back to reflect on what happened. It’s important in meeting minutes to capture information such as the decisions made by the community, the agreed steps to take, the action items and their timelines, and who are responsible to do it.
How to Write a Community Meeting Minutes
Here are some of the details that you should put into the meeting minutes:
1. Date and Time of the Meeting
Before you actually start writing your meeting minutes, note the date and time of the meeting.
2. Names of the Participants
The next step is to document the names of all of the participants and any other people who weren’t able to attend. Usually, at the beginning of the meeting, there’s some time dedicated to the acceptance or amendment to previous meeting minutes so you can take a look at who attended last time to have a draft version of an attendee list. Better yet, use the calendar invite to check names as participants join or enter the room.
3. Purpose and Agenda Items and Topics Discussed
In this part of the meeting minutes, try to be detailed in explaining why this meeting was called and what it’s trying to achieve. This is going to especially be useful for any individuals who were unable to attend the meeting and for anyone who is using the outcomes of this meeting to make decisions. Try using your meeting agenda as a general outline for your meeting notes and use each agenda item as a section to record notes on; including any outcomes or major decisions that have been made.
4. Action Items
Productive meetings result in assigning action items to different participants. Record any decisions or action items as soon as they happen so that you can transcribe them accurately. Capturing everything would be impossible, so instead, listen for actions that need to be made about major decisions, recommendations, challenges, or solutions that have been identified.
5. Next Meeting Date and Place
If you’re taking formal meeting minutes, the meeting attendees need to know when they call to order for the next meeting is, about this project or topic of discussion. Understanding when you’re meeting next is going to help you manage your time appropriately and prioritize all of your tasks appropriately. It’s also important to know the place of your meeting so don’t forget to mention it to the attendees.
What is the most difficult part in writing the minutes of the meeting?
The most difficult part of writing the meeting minutes is determining which relevant information must be written down and what to leave out. When writing the minutes, remember the agenda of the meeting, and only take note of the discussion related to it.
Who is usually the person who takes the minutes of a meeting?
The person who takes minutes is usually a secretary, a scribe, or a notetaker.
What are the three types of minutes?
The three types of minutes are action, discussion, and verbatim.
It’s important to document as much information as possible and keep the meeting format consistent from meeting to meeting. Notes should be brief and to the point. Important decisions and actions should be recorded on the template or notepad as they happen. Circulate an attendance list to record who was present at the meeting. If a list of expected attendees is prepared before the meeting, names can be checked off as people arrive. Record any motions made and the names of people who originated them.
Take note of whether motions were adopted or rejected and which voting method was used. Minutes should be written in an objective tone, without the private opinions or editorializations of the minute-taker. Meeting minutes must be accurate because they can be a legal record of proceedings and actions of an organization. Knowing how to take meeting minutes accurately is a valuable business skill. To help you get started, download our free sample templates provided above!
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