The taking of minutes forms an essential part of most meetings. The minutes are the permanent record of business transacted at a meeting and must be absolutely impartial. They must record the decisions reached at a meeting and be expressed in clear and unambiguous terms. Special care should be taken to record relevant dates and figures.
- The minutes should record all officers of the organisation present at a meeting.
- The minutes should be recorded in plain language which can be easily understood by all readers.
- The minutes should record decisions and not discussions.
- Special care should be taken to record relevant dates and figures accurately.
- The minutes should be checked for accuracy by the Chairman of the meeting and one further member of the committee.
- The finalised minutes should then be signed by the Chairman of the Meeting.
- As an added precaution, each page of the minutes should be initialed at the foot of the page by the chairman.
- The minutes should be stored in a minute book that is kept in a safe place so that the minutes can be reviewed at future meetings.
For more information contact Gavin Bluett.
Disclaimer
This publication is for guidance purposes only. It does not constitute legal or professional advice. No liability is accepted by Ogier Leman for any action taken or not taken in reliance on the information set out in this publication. Professional or legal advice should be obtained before taking or refraining from any action as a result of the contents of this publication. Any and all information is subject to change.