Lodge Minutes: Their Importance and What to Include

The minutes record the primary discussions, actions, and decisions of a regularly scheduled lodge meeting. Usually transcribed by the lodge secretary or another authorized individual, the meeting minutes make a note of all major business decisions and resolutions that occurred throughout the entirety of a meeting. Meeting minutes are not a complete transcript of the meeting but rather they serve to register an immediate report of the meeting’s notable business while omitting any minor topics from the record. Importantly, the minutes provide a record of the meeting for its participants and a source of information for members who were unable to attend.

The formatting of lodge meeting minutes will vary depending on the nature of the meeting; however, most lodge meetings follow a similar structure that emphasizes old and new business as well as significant resolutions. Try to write the minutes as soon after the meeting as possible while everything is fresh in your mind. Avoid making personal observations as the minutes should be solely fact-based. They become the official record of the meeting when they have been approved by the membership at the beginning of the meeting.

Good lodge minutes don’t need to be long, complex or involve sophisticated language. The more exacting and easier that they are to understand, the better. Here’s a simple outline of what you will want to include:

Opening When and where the meeting was called to order and who called it to order.

Attendance

Officers Present and Officers Absent Number of Members and Names of Guests in Attendance

Summary of Old and New Business and Actions

If assignments are made, note what needs to be done, who has agreed to do it, and what the deadline is. Always state any main issues and collective decisions made. You don’t need to note down any individual views or preferences expressed unless there is a strong opposition to an idea, nor do you need to pay attention to who initially proposed a solution, only who put it in the form of a motion. If there is a vote taken on a subject, then it’s important to make detailed notes and record how many voted for or against a motion so that the lodge will have an accurate record for future reference.

Adjournment

What time was the meeting adjourned and by whom, as well as where the next meeting will be held.

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