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Meetings in progress 
Organise a meeting

Functions of the minutes

Minutes are not only a record for those that were at the meeting, but are an important source of information for those who were not there. They also perform four essential functions:

  • constitutional
  • historical
  • executive
  • progressive.

Minutes should be detailed enough to provide solid information for anybody who wishes to research an issue at a future date. The notes taken during the meeting will become the meeting. While parliament and the law are required to keep a verbatim transcript of proceedings, this is not necessary for other meetings. Your meeting notes – perhaps supplemented by a tape recording – should include all vital information and be fairly full. Then those notes need to be turned into minutes. Taking good notes makes recording the outcomes of the meeting much easier.

Procedures for minute takers

  • Prepare a skeleton minutes template, possibly with draft motions for the procedural items.
  • Arrive early to distribute papers and check the venue and catering.
  • Check for quorum and advise the Chair if necessary.
  • Read and record apologies and note attendees.
  • Perhaps read the minutes of the last meeting.
  • Perhaps table copies of correspondence.
  • Carefully note discussion as it occurs. (You can always prune later.)
  • Carefully note when participants arrive and leave.
  • Write the exact wording of all motions amendments and resolutions .
  • Write up the minutes as soon as possible after the meeting.
  • Alert participants to any tasks assigned to them (even though they were at the meeting and know what happened).

Tips for note taking

<ul> <li>Prepare</li> <li>Develop abbreviations and shortcuts</li> <li>Write up your notes as soon as possible</li> <li>Watch and listen carefully.</li> </ul>

Attend a meeting you would normally go to, take notes then write these up into minutes. (You are not expected to be the official note-taker for this meeting: these notes are for your own use.)

Compare your minutes with the official minutes. How did they match up? Did you miss anything? Did the official minute taker miss anything?

You may be asked to submit your minutes together with a brief self-assessment, comparing your minutes with the official minutes, to your teacher for feedback.

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