All meetings of the Board, Councils, and Sub-councils must be documented through minutes written by a designated attending member. At a minimum, minutes should record the date and place of the meeting, the names of all those in attendance, and all non-trivial decisions, whether approved by consensus or formal vote. The rationale for each decision should be clearly documented. The use of a three column format (item, discussion, action/motion) for meeting minutes is encouraged. Descriptions of actions or motions should include the specific person or group accountable for follow-up and the relevant deadlines. Council and sub-council minutes should be submitted electronically to the Board, appropriate Council(s) and staff, and a hard copy filed in the Society Archives in a timely fashion. The distribution of minutes containing confidential information may be restricted.

Approved 11-09-04