Meeting Quorum and Attendance: A Secretary's Recording Checklist

Start with the governing rule

Quorum is not a universal number. Check the organisation's constitution, bylaws, committee terms of reference and applicable law before the meeting. Note the threshold, who counts as a voting member, whether remote participation is permitted, and whether conflicts or vacancies affect the calculation. A secretary should record the rule used rather than assume that half the invitees is enough.

Prepare a defensible attendance record

Distinguish members entitled to vote from observers, advisers, staff and invited guests. Prepare a roster with role, voting status, attendance mode, arrival time and departure time where material. Record apologies separately from absence; do not treat an apology as attendance. Avoid publishing unnecessary personal contact information in the minutes.

Check quorum at the relevant moments

Confirm quorum at the start, and again when a departure, recusal or disconnection could affect a decision. Some governing documents require continuous quorum; others set different rules. Note who performed the check and the time. If a member joins remotely, record the permitted mode without assuming that presence automatically qualifies.

Handle a lost quorum without inventing authority

If quorum falls below the applicable threshold, the chair should follow the governing rules for adjournment, suspension or any permitted non-decision discussion. Do not record an informal discussion as a valid resolution. If a vote was attempted while quorum was uncertain, flag the matter for authorised review rather than quietly rewriting the record.

Document conflicts and recusals carefully

When a member declares an interest, record the declaration and the participation or recusal required by policy. Note whether the member remained present and whether that affects quorum, if the governing rule makes it relevant. Do not publish sensitive details beyond what the official record needs.

Worked fictional example

A seven-member committee requires four eligible members for quorum under its fictional charter. Five attend at 10:00; one departs at 10:40, leaving four. At 10:50 another member recuses from a decision. The secretary notes the recusal and asks the chair to confirm whether the charter counts the recused member for that item. The vote is deferred until the threshold is verified; no outcome is invented.

Final record and review

Before approval, reconcile the attendance roster with chair notes, video participation logs where lawfully retained, and any recorded vote. Keep the approved attendance record with the approved minutes. If a material correction is needed, follow the established amendment process rather than silently replacing history.

Secretary's review checklist

• Voting members and guests distinguished
• Applicable quorum rule documented
• Material arrivals, departures and recusals noted
• Decision validity questions escalated
• Approved minutes retain the attendance record