The contents and style of the minutes of meeting can vary and there are many different ways they can be recorded.  Some organisations keep their minutes of meeting very brief and may only show the motions that have been passed with minimal supporting information.  The best method is to provide a brief summary of the issues, key points that were discussed, if relevant, as well as the motions that were passed.  Again, this should still be brief.

Writing a detailed transcription of the discussion serves no real purpose but also can result in a lot of misunderstanding around the discussion and any decisions that were made.

Forgot to take minutes

 

The main element of the minutes of meeting should include:

  • The date, location, start and finish time of the meeting
  • Who attended the meeting and who sent their apologies.  This should include board members, staff members as well as any guests.
  • If any board members arrived after the meeting started or leaves before the meeting ended then these details should be recorded along with the times.
  • A brief summary of the issues, key points that were discussed as well as any resolutions that were agreed to.
  • Any other actions or follow ups that need to be undertaken.
  • If any part of the meeting went “in camera” then relevant times should be noted.

If any part of the meeting goes “in camera” (private, off the record) or there is other confidential or sensitive information to be discussed then this information can still be minuted.

For example, the Merry Men might record in their minutes that they intend to relieve the sherrif of Nottingham of his gold on Tuesday as his carriage passes the forest entrance.  They may not want the actual details recorded as that would give away their plans.  The discussions would be “in camera” and not recorded as part of the formal minutes of meeting.

When this kind of situation occurs you can make reference to it in the main body of the minutes but the relevant information may be contained in a sealed envelope that specifies who can access the information and, if it is time sensitive, when it may be opened in the future.