Meeting Minutes: The Next Level for FTH

I have visited over 100 clubs and have facilitated many times the Secretary officer training. One thing that very few clubs do is keep minutes of their meetings. If FreeToastHost could support entry of the actual meeting info, it could be used to generate meeting minutes. Minimally, this means entering (1) who, including guests, were Table Topics Speakers, (2) actual times for Speakers, Evaluators and Topics Speakers, (3) who was voted Best for Speaker, Evaluator and Table Topics. Some other things that would be nice to include are: (1) AH Counter report, (2) Grammarian report (3) General Evaluator comments report (4) Topics Speakers' Question and Response, (5) business meeting votes (6) special notes.

The clubs can already do the using meeting notes or the new attach pdf with minutes feature.

Minutes are an education and discipline issue FTH has always been able to keep the meeting notes.

Unless I am missing something, that Meeting Notes feature seems to be a free-form notes entry. It could be used to capture the General Evaluator report. What I would like to see is to go into the agenda and enter the actual times for each Speaker and Evaluator then indicate whether they were voted "Best". Roles could be added for some X number of Table Topics Speakers and a member, or guest, name is selected for each Topics Speaker. Then, like Speaker and Evaluator, enter their actual speaking time, indicate whether voted "Best", and, what question was asked of each Topics Speaker. With these features, the club Secretary could update everything during the meeting and then basic minutes are immediately available.

You can attach any PDF to the agenda. Scan 5he notes and minutes and attach them that way you can use any format you wish.

It does not really even have to be a PDF. I can be any file format that someone can view. PDF is useful though as anyone can view those with formatting intact.

Agendas should be reconciled after each meeting as a best practice. This also ensures that the role reports are accurate.

Additionally, non-printing "Best Speaker", "Best Table Topics", and "Best Evaluator" roles can be added to each agenda that do not print on the printed agenda. These are then set after each meeting as part of the agenda reconciling. Some clubs do this, and this can be done with the current FTH implementation. I actually prefer this approach since it does not clutter up the agenda with this information that is not known until after the meeting.