While taking minutes may come naturally to most municipal clerks, that doesn’t mean it’s always simple. Whether you're dealing with fast-paced discussions, missed motions, or trying to keep up with legal requirements, documenting a meeting agenda and outcomes accurately can feel overwhelming. That’s where tools like ClerkMinutes come in - built for Clerks, by those who understand the real workflow.

This blog is part of The Perfect Minutes Series, a five-part blog collection created to help clerks simplify, standardize, and streamline the minute-taking process in the public sector. 

Catch up on the previous post: The Perfect Agenda

What Are Meeting Minutes?

Meeting minutes are an official written record of what took place during a meeting. For local government, minutes serve as a legal archive, providing accountability, transparency, and historical reference. They record key discussions, decisions, attendees, and actions taken during council or committee meetings.

Accurate and accessible minutes are vital not just for compliance but also for informing future decisions and enabling community trust. In essence, they’re not just notes; they’re the foundation of good governance.

Key Components of Perfect Meeting Minutes

To ensure the quality of your meeting minutes, there are several key components that should always be included:

1. Date, Time, and Location: The minutes should begin with the date, time, and location of the meeting. This is particularly important in municipal settings, where meetings may be held in different locations or at varying times.

2. Attendance: Clearly list the names of all attendees, including the chairperson, elected officials, and any other participants (such as staff members or the public). This section should also note any absences or late arrivals.

3. Approval of Previous Minutes: Many municipal bodies approve previous meeting minutes at the beginning of the current meeting. This is a formal process that ensures their accuracy. If there are any amendments to the prior minutes, these should be documented.

4. Agenda Items: Each item on the meeting’s agenda should be documented in the minutes, including any relevant discussion, motions, and resolutions. This section should highlight key points, but avoid capturing the full verbatim conversation. Instead, focus on summarizing discussions and outcomes, including decisions made and any follow-up actions assigned.

5. Motions and Voting: A key part of meeting minutes is documenting motions, including who made and seconded them, and the vote outcome (e.g. 'ayes,' 'nays,' and abstentions). This ensures accuracy and transparency.

6. Action Items: Document any action items assigned to individuals or committees, along with deadlines or expectations. This ensures accountability and helps track the progress of decisions made during the meeting.

7. Adjournment: The minutes should end with the time of adjournment. This confirms when the meeting concluded. 

8. Signature and Date: Finally, the minutes should be signed and dated by the individual responsible for taking and approving them (often the clerk or secretary).
   
   Knowing how to take meeting minutes efficiently means mastering each of these elements while remaining impartial and clear.

Best Practices for Writing Meeting Minutes

Effective meeting minutes should be clear, concise, and professional. The goal is to provide an accurate reflection of the meeting without overwhelming the reader with unnecessary details. 

Here are a few best practices to follow:

• Use clear, simple language.

• Remain neutral, stick to the facts.

• Share the minutes soon after the meeting.

• Follow a consistent format with headers and bullet points.

• Always check your state's legal requirements - local government regulations may vary.

Tools like ClerkMinutes are especially useful here, ensuring formatting, consistency, and compliance without extra effort.

Why Meeting Minutes Matter for Municipalities

For municipalities, meeting minutes are more than just a formality; they are essential to the functioning of local government. Here are several reasons why they matter:

1. Legal Requirement: Many municipalities are legally required to keep accurate records of their meetings. These minutes can be referenced if any questions or disputes arise about the actions taken during a meeting.

2. Public Transparency: As public entities, municipalities must ensure transparency in their decision-making processes. Meeting minutes provide the public with access to the details of discussions and the rationale behind decisions, promoting trust in the government.

3. Historical Record: Meeting minutes act as a historical record, providing a written account of decisions that may affect the community for years to come. This record helps future officials and residents understand the decisions that have been made and why.

4. Action Tracking: Minutes help municipalities track action items and ensure that decisions are followed through. Without proper documentation, it can be difficult to know if agreed-upon actions have been completed or if follow-up is required.

5. Efficiency and Organization: Having well-organized and accurate meeting minutes helps streamline future meetings. They serve as a reference for upcoming discussions, allowing officials and staff to prepare properly and avoid redundant conversations.

Whether you're a seasoned clerk or new to your role, understanding how to take meeting minutes the right way ensures decisions are documented and followed through.

How ClerkMinutes Can Help Municipalities Perfect Their Meeting Minutes

ClerkMinutes simplifies the entire process. It's designed with the realities of municipal workflows in mind, making it a game-changer for clerks handling packed meeting agenda documents every week.

Here’s how ClerkMinutes can assist in the process:

• Automated Templates: ClerkMinutes uses AI-powered technology to automatically generate formatted meeting minutes. These templates ensure that all important elements are included and formatted correctly, streamlining the process for municipal clerks.

• Collaboration: The platform allows multiple team members to contribute, review, and approve meeting minutes, ensuring smooth collaboration among all involved.

• Cloud Storage: All meeting minutes are securely stored in the cloud, providing easy access and safeguarding against data loss.

• Public Access: ClerkMinutes facilitates easy publication of minutes online, promoting transparency and keeping the community informed.

• Time Efficiency: ClerkMinutes significantly reduces the time spent creating meeting minutes, allowing clerks to focus on other essential tasks.

• Customizability: The platform offers customizable templates, adapting to the unique needs of each municipality, ensuring flexibility in meeting minute formats.

If you’re juggling deadlines, legal requirements, and multiple meetings, ClerkMinutes can offer a structured and stress-free way to manage your documentation.

Conclusion

Well-written meeting minutes are essential for a smooth-running local government. They document key decisions, clarify accountability, and uphold public transparency. By following best practices and using modern tools like ClerkMinutes, clerks can make minute-taking more efficient, accurate, and accessible.

Whether you're dealing with a complex meeting agenda or just trying to keep up with weekly tasks, improving your approach to minute-taking can transform your workflow. 

Stay tuned for the next part of The Perfect Minutes Series, where we’ll dive into The perfect way to use AI actions. 

Sources:

1. National League of Cities (NLC). “Best Practices for Municipal Meeting Minutes.” www.nlc.org
   

2. American Society of Municipal Clerks (ASMC). “The Role of the Municipal Clerk in Local Government.” www.americanclerks.org
   

3. International Institute of Municipal Clerks (IIMC). “Municipal Clerks Handbook.” www.iimc.com

Written by Phumela Dayimani.