Writing Minutes

At the end of a complicated discussion, using simple language, provide a brief, clear summary of what you think has been agreed. Confirm in a few words the decision, the action to be taken, who is going to take that action and by when. The secretary is in an influential position, but has the sometimes difficult task of contributing to the discussions while keeping a record of the meeting. Do not assume that you will be able to remember all the decisions. Short notes and jottings taken during the meeting may seem perfectly clear at the time but a week later can cause confusion as to what was actually agreed.

Follow these guidelines when you write the minutes:

• List those people present and record the apologies for absence.
• Follow the order of the agenda and try to keep each section short
• Give each sub-section its own separate heading and each point a separate paragraph.
• State the main issues and the decisions made.
• Do not take sides when recording a discussion.
• Try to be objective, and outline the facts of each argument
• Record the full text of motions if a vote was taken
• Write up the minutes as soon as possible after a meeting, while the discussions are still fresh in your mind.
• Circulate the minutes to all members of the committee soon after the meeting (ideally within a few days), so as to inform those who were absent and to remind those who have some work to do arising from the meeting.
• Make a diary note for a fortnight's time to follow up action points and check the jobs have been carried out.
  

When documenting AGMs, which are usually governed by strict constitutional rules regarding procedures, keep a formal record, stating the names of proposers and seconders, quoting the exact text of resolutions, and the results of the voting. Committee meetings can be minuted more informally by simply stating the decisions that have been taken, unless any special request has been made to record disagreement.

Take down minutes following a standard style, choosing the appropriate word to suit the circumstances. Examples are as follows:

Agreed - indicates a strong consensus to support a particular course of action.

Recommended - indicates a proposal to another committee or club.

Noted - indicates that a matter was reported, but no decision was necessary.

Received - indicates that a report was presented and accepted.

Approved - indicates that a recommendation has been endorsed.

Recognised - indicates that information was accepted, but no decision was taken.

Resolved - indicates that a motion was formally proposed, voted upon and passed.

Organising a meeting

If possible, prepare in advance an agreed schedule of meetings for the year; otherwise, it may be necessary to consult all the members about their availability before fixing a date for each meeting. In any case, you should always consult the chairperson before fixing the date of a meeting.

Give plenty of notice of the proposed date and time of the meeting. An annual general meeting (AGM) or large committee or council needs at least a month's notice. In the case of a smaller committee, consult the members by email, letter or telephone, inquiring when they are available, prior to fixing the date.

Make arrangements for the meeting venue,including admission to the building, seating arrangements, and use of services (eg catering and photocopying).

Send adequate notice of the meeting to all concerned, including the venue, day, date and time, together with the agenda. The agenda may be prepared with the consultation of the chairperson and, if possible, should indicate clearly what decisions need to be made, so those concerned can arrive prepared. The minutes of the previous meeting should also be enclosed if they have not already been circulated, as well as any other correspondence or documents that members need to read before the discussion on the topic.

Members need the papers well in advance: about ten days before the date of the meeting is ideal (this is enough time to read them, but not long enough for them to be mislaid!)

A sample meeting agenda

There will be a meeting of the________________ Committee, at____________________ (place),

on________________ (date), from________________ (time).

1. Welcome and introductions.

2. Apologies for absence.

3. Minutes - to approve the minutes of the previous meeting as a correct record.

4. Matters arising - to consider any matters arising not otherwise included on the agenda.

5. Financial report - to receive a report on the current financial position and to make any

decisions regarding budgets, fees, expenses, payments, etc.

6. Consideration of reports from officers and sub-committees.

7. General business - updates from individual teams or sports sections.

8. Administrative business, including consideration of statutory matters (eg date of AGM).

9. Date of next meeting.

10. Any other business.