Meeting minutes should describe all the actions considered by the assembly at the meeting.1 This means all the main motions that were taken up by the assembly should be recorded in the minutes.
The description of a main motion should include the final wording of the motion2 as well as how it was disposed of. Usually a motion is voted on and either passes or fails. But it can also be disposed of by being postponed or referred to committee.
If the motion was voted on, the minutes should include the vote count, the vote of each board member (yes, no, abstain, recused, ineligible, or absent), and the outcome of the vote (passed or failed).3
The minutes should also include the person who made the motion, but not the person who seconded it.4
[10:34 am] Eleanor Shellstrop made a motion related to agenda item 4.
The motion voted on was: “Approve funding up to $12,500 for NCMS.”
Ayes (5): Eleanor Shellstrop, Chidi Anagonye, Tahani Al-Jamil, Michael Realman, and Janet Della-Denunzio
Noes (0): none
The motion passed.
“The body of the minutes … should show: 6) all main motions or motions to bring a main question again before the assembly.” RONR (12th ed.) 48:4 ↩
“the wording in which each motion was adopted or otherwise disposed of” RONR (12th ed.) 48:4(6)(b) ↩
“Minutes shall contain: … 3. The actions taken on any agenda items, the board count vote of each board member by name, noting how they voted….” Los Angeles, CA, Board of Neighborhood Commissioners, Policy No. 2016-01 (1) ↩
“The name of the maker of a main motion should be entered into the minutes, but the name of the seconder should not be entered unless ordered by the assembly.” RONR (12th ed.) 48:5(1) ↩