Role of a Clerical Assistant Post Meeting Minutes: Approval, Storage, and Distribution

As a clerical assistant, the process of writing and disseminating meeting minutes, particularly those related to town board meetings, involves several critical steps post-meeting. This article will explore the responsibilities and procedures for ensuring the accuracy and proper documentation of these minutes, including their approval, storage, and distribution. Understanding these processes can help clerical assistants perform their duties more effectively and ensure the organization maintains a thorough and transparent record of all proceedings.

Reviewing Meeting Minutes for Accuracy

Following a town board meeting, an essential task for a clerk is to review the minutes with the board member. This ensures the accuracy and completeness of the records. The minutes should capture all important discussions, decisions, and actions taken during the meeting. Any discrepancies or omissions must be corrected at this stage. If the clerk is responsible for writing the minutes solely for a board member, the minutes may be stored for future reference. However, if the clerk is acting as the official minute-taker for the board, the minutes will need to be submitted for approval and then filed as a part of official records.

Submission and Approval of Minutes

After reviewing the minutes with the appropriate board member, the next step is to submit them for approval. In my experience, the clerk typically submits the minutes to the board secretary. The secretary will review the minutes for accuracy, completeness, and adherence to the standard format. Once the secretary approves the minutes, the clerical assistant may send them to the rest of the board for a final approval.

Only after obtaining the approval of all board members do the minutes become an official part of the organization's historical record. They are then retained as documentation of what transpired during the meeting. Some organizations may choose to send the minutes to stakeholders whom the board represents, while others might prepare a summary instead. In some cases, the minutes may be kept without being distributed to a wider audience.

Importance of a Written Job Description

Given the evolving nature of responsibilities in this role, it is essential for clerical assistants to obtain a written job description. This document serves as a clear outline of the duties and expectations, providing guidance on what is required and helping the employer to maintain consistent standards. Even if a written job description already exists, it can serve as a useful reminder and reference point for both the assistant and the employer alike.

Best Practices and Recommendations

1. **Review and Corrections**: Thoroughly review the minutes with the board member to ensure accuracy and completeness. Correct any discrepancies or omissions at this stage.

2. **Submission and Approval Process**: Submit the minutes to the board secretary for initial approval. Then, distribute them to all board members for final approval.

3. **Retention and Distribution**: Only after approval do the minutes become part of the organization's history. Determine whether to send full minutes, summaries, or retain them internally based on the organization's protocols.

4. **Seek a Written Job Description**: Obtain a clear written job description to understand your responsibilities and ensure consistent standards.

Understanding these processes can greatly enhance the efficiency and effectiveness of a clerical assistant in their role, providing a comprehensive record of all proceedings at town board meetings.