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DIVISION OF COMMUNICATION
Record Keeping Guidelines
GENERAL APPEARANCE: ____________ Binding
____________ Pagematic (no loose pages)
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CHECK LIST:
- Minutes should be: complete, accurate and exclude
extraneous or irrelevant matter.
- Be typewritten, printed, or, if
necessary, hand-written in PERMANENT INK.
- Be compiled into volumes at suitable
intervals
- Be PAGINATED, with numbers at the upper
outside edge of each page.
- Be signed or initialed on each page by
the Secretary.
- Be SIGNED by the Secretary and Presiding
Officer.
- Indicate in words the TIME and PLACE of
each meeting.
- Indicate the DATE, PLACE OF MEETING, AND
the NAME of the GROUP that is meeting at the TOP of EACH PAGE.
- State the AUTHORITY under which the
MEETING WAS HELD.
- State that a QUORUM was present.
- Record the OPENING of the MEETING with
prayer.
- Record the CLOSING of the MEETING with
prayer and/or a benediction.
- State the NAME of the PRESIDING OFFICER.
- RECORD the NAMES of those PERSONS PRESENT
for meetings of Session, the Official Board, the Church Board, the
Church Council, or the Presbytery.
- Use PARAGRAPH HEADINGS or MARGINAL notes
FOR SUBJECT HEADINGS.
- Record NUMERIC figures carefully and in
words (excluding those figures cited in budget statements and financial
reports).
- Have APPENDICES referred to within the
minutes and then included with the minutes using consecutive numbering.
- RECORD all MOTIONS in FULL, with the name
of the mover and the seconder.
- State clearly in WORDS within the
MINUTES, the DISPOSAL of ALL MOTIONS and REPORTS.
- AVOID the use of INITIALS and
ABBREVIATIONS.
- ALWAYS use the FULL NAMES of persons.
- LINE any VACANT SPACE on the PAGE BETWEEN
the RECORDS of MEETINGS.
- Have ALL ERASURES and CHANGES INITIALED
in the MARGIN by the Secretary.
- Have NO LOOSE pages.
- Have an INDEX at the end of every year
(*1).
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PRESBYTERY