Streamlined Meeting Documentation Templates for Efficient Committees

Secretarial Meeting Secretarial Meeting Friday, September 13, 2019 (also a full moon spooky)

Agenda Template Agenda Template Can be found on the MyJeffco>Employee>Committees under Committee Forms Took off expected outcome Instead of Purpose included Notes Doesn t have to be filled out, but can be clarifying points No longer need to label items as Discussion, Procedure, Vote, etc.

Minutes Template (form) Minutes Template (form) Check boxes for those who attended the meeting Eliminates the need for the Present and Absent list Ex-Officio in a separate area for easier calculation of quorum No Expected Outcome listed Only two columns Agenda Item and Discussion/Outcome

Minutes Template Minutes Template (changes in completion) Provided instructions on how to complete various sections for ease. Only the bold title needs to stay, the instructions can be erased. (changes in completion) DO NOT TRANSCRIBE Only the names of people who are completing an Action, Motion, or Second are needed. Think in terms of bullet-points rather than a narrative. Please do not change the margins, orientation, number of columns, font. This assists with consistency when all the minutes are combined. Minutes do not need to be in chronological order We know that often groups circle back around to an earlier topic; just keep like topic material together. Do not need to indicate that this was brought up later/earlier etc.

Minutes Template (Topic) Minutes Template (Topic) Short description of topic (if possible, same as listed on the Agenda) Purpose is to assist a reviewer of the minutes to understand quickly the overarching theme without needing to read all of the details of the minutes If a topic is raised but is not on the agenda, create new topic and short description

Minutes Template (Action) Minutes Template (Action) For each Discussion/Outcomes topic, denote: Action Further Discussion Needed (place item on future meeting agenda) No Action Needed Action items are critical to capture in the minutes Name of person(s) responsible Due date (if identified) Each Action is numbered. Each Action in the minutes has a separate number. This provides a quick view of how many actions are being taken after the meeting.

Minutes Template Minutes Template (Sub (Sub- -Committee Reporting) Committee Reporting) List each Sub-committee and Task Force in bold in this section (even if there are no reports) Sub-committees/Task-Forces need to provide the Chair/ Secretary bullet-points on a monthly basis Note the work accomplished since the last parent committee meeting. Sub-committee reports are not required at each parent committee meeting these can be sent via email Bullet-points from Subcommittee: Major discussion topics (ex: Viking Ready) Events upcoming in the next month Recap of events activities completed in the previous month Appropriate to share No meeting this month

Minutes Template Minutes Template (Additional Documents) Please attach any additional documents discussed at the meeting to the Minutes Only the title of the document needs to be part of the official minutes table Identify how many documents are attached (Additional Documents)

Placing on the Website Placing on the Website Save as a PDF (this is for the agenda as well as the minutes) If you are assisting an Institutional Committee please send the agendas and minutes to both Diane Arnzen and Debbie Bonham

Kinks in the process: Kinks in the process: Please let us know if there are things we can do to make this easier for you Thank you for sharing your ideas!!