How to keep the minutes of a meeting
Every scheduled meeting of an organisation or committee is an important occasion. Such meetings make decisions that determine the daily business of the organisation. Was an issue discussed? Was it approved? Why and how was it approved? Who was present? The answers and outcomes of such questions as these must be recorded as minutes of the meeting. Minutes are an important decision-making record, so it is essential that the following points be considered...
1. Be aware of what minutes must be kept.
Minutes should be kept of all formal meetings of your organisation - of the governing board, the annual general meeting, any special general meeting, and any vital sub-committee meetings.
2. Know what the minutes must record.
The minutes should clearly indicate the following:
- the nature of the meeting - governing, annual, special, or sub-committee
- the place, date, and time of the meeting
- the name of the chairperson and the names of those present (for large meetings, names are unnecessary, but the number of people present should be recorded).
- the names of those who sent their apologies for being absent
- the time the meeting was begun
- the business of the meeting in chronological order - perhaps including:
- a review and acceptance of the minutes of the previous meeting
- a review and acceptance of the treasurer’s report, including the passing of accounts for payment
- a consideration of correspondence received and sent since the last meeting
- any business arising from the previous minutes
- any general business as listed on the agenda
- the place, time, and date of the next meeting
- the time the meeting closed.
The use of sub-headings and a numbering system for each item will allow for ready reference later. To make the minutes complete, add a copy of the notice of meeting, a copy of the treasurer’s report, and the agenda issued prior to the meeting.
3. Be precise in recording decisions made.
During the meeting, participants will make proposals in the form of motions that, through the process of voting, will be accepted or rejected. For each item of business considered, the minutes must record this important procedure:
- the precise wording of the motion
- who submitted it
- a summary of discussion on the motion
- who moved it
- who seconded it
- whether it was carried or lost, and the result of the vote.
