Meeting minutes are notes taken during a business or group meeting, including information about attendees, discussions, decisions, and agreements. The format remains consistent and should be approved and distributed to all members. Only important points should be recorded, including who made motions and how votes were taken. Other corporate motions should also be included, and the minutes should be transcribed and distributed prior to the next meeting.
Minutes are notes taken as a way of keeping records of a business or group meeting. They are usually recorded by a designated person, although this can change from meeting to meeting. Meeting minutes should include information about where and when a meeting was held, who attended, what was discussed at the meeting, and any agreements and decisions made.
Aside from corporate content, the format of the minutes usually doesn’t change from meeting to meeting. The minutes must begin with the place where the meeting is held and the date of the meeting. The time of the meeting must also be recorded, together with the name of the company or association. People attending the meeting must be recorded, as well as those who are absent. The minutes of the meeting are normally distributed to both absent and present delegates.
The next point will be the approval of the minutes of the last meeting. There should also be a specific section for all questions arising from the minutes of the last meeting. Usually, members who were absent at the last meeting will have a few points to make.
The next minutes will be the items on the agenda. These will take into account the main points that will be discussed during the meeting. Decisions and agreements made will also be recorded at this point.
The person taking the minutes should not try to write down every point or discussion made during the meeting. These notes are not an exact copy of every word spoken and only important decisions and agreements should be recorded. The minutes must also state the name of each person making a motion or business point.
The minutes of the meetings should include which participants were for or against certain decisions and agreements. If there is a vote on a given issue, the minutes must record who voted for or against, as well as the names of abstainers and how the vote was taken.
One of the end points should be any other corporate motion. This gives people a chance to express their views or make points to the other delegates. Finally, the date, place and time of the next meeting and the name of the person taking the minutes should be recorded.
Meeting minutes should be transcribed as soon as possible after the meeting to keep the points fresh in the mind of the person taking the notes. A copy of the minutes should be distributed to all group members, both present and absent, prior to the next meeting. This will give members enough time to prepare.
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