MINUTES

Minutes

            Minutes are “a written document that accurately and objectively records the essence of a meeting.” They are useful because people can forget what was decided at a meeting if there is no written record of the proceedings. Minutes can also inform people who were not at the meeting about what took place. Minutes usually contain the main points of discussion, the conclusions reached, the recommendations made, and the tasks assigned to individual members and groups. They are not a verbatim record of the proceedings of a meeting.

            The emotions and feelings, if any, expressed by members during the course of discussion are generally not recorded. A clear, concise, accurate and well-organised summary of the business transacted is all that is required. Minutes, in fact, are a special type of summary of what happened at a meeting.

Types of Minutes

Types of minutes are as follows:

1. Minutes of Resolutions: In the minutes of resolution, only decisions and resolution arrived at the meetings are recorded. They always start with the word ‘Resolved’ followed by the exact text of the resolution.
2. Minutes of Narration: Minutes of narration record the brief discussion and circumstances leading to the resolution in addition to the resolution passed. Such reports are drafted in narrative form.
3. Verbatim Minutes: These are used primarily in court reporting were everything needs to be recorded word by word.

Methods of Minute Keeping

            There are several ways to take meeting minutes and each organisation needs to choose the most appropriate method for them. A practical option is to record a summary of debates, agreements, and disagreements with a succinct, explanation of the character of each.

            The second method is to take action minutes when decisions are reached and responsibilities are assigned. In either of these eases, make note of the following:

1. The names of the people proposing any action or stating an option of a motion.
2. Take down word-for-word any motions, resolutions, amendments, decisions, or conclusions.
3. Name of the person seconding the motion.
4. Whether or not a motion was withdrawn and what assignments were made and to whom.

Contents of Minutes

            The minutes become final only when they have been read at the next meeting, approved by the members and signed by the chairman. Often the minutes are circulated to members beforehand and then at the next meeting the chairman confirms them after ascertaining that members have no amendments to suggest. If a member suggests an amendment, the chairman signs the minutes after seeking the approval of the members present at the meeting.

Following contents/items are generally given in the minutes:

1. The name of the organisational unit, e.g., Finance Committee, Board of Governors.
2. The date, time and place of the meeting.
3. The number of the meeting if it is in a series, e.g., Sixth Meeting of the Board of Directors.
4. Name of the chairman of the meeting.
5. Names of members present, of those who could not attend, and those who attended by special invitation.
6. Record of transactions.
7. Signature of the secretary and the Chairman.