Tips For The Minute Writer

1. Write down who is present and record any apologies for absence.
   
   
2. Record the names of visitors and the firm(s) they represent.
   
   
3. Listen carefully to the discussion. Note the points on which the meeting reaches general agreement. If there is a clear split in opinion, summarise both opinions. Record the decision taken [making reference to the governing regulation/Rule]. 
   
   
4. Minutes must record the wording of formal motions, resolutions and amendments together with voting outcomes. 
   Note: it may pay to bring along to the meeting copies of the Minutes of recent meetings to help recall what had previously been said and agreed. It may also pay to have to hand copies of relevant documents to assist/support any necessary determination. 
   
   
5. If you are unsure of the conclusions reached, or decisions taken, on any particular item you must ask the chairman to summarise the discussion. (A good chairman may possibly do this anyway, for the benefit of the meeting as a whole, especially if the discussion has been a long one). 
   
   
6. Make notes during the meeting and write up the minutes as soon as possible afterwards whilst the proceedings are still fresh in your mind. 
   
   
7. Be concise and to the point in your drafting. That said, minutes which solely summarise the decision taken without providing the width and balance of the considerations are, at best, of limited use. 
   
   
8. Matters which are discussed in different parts of the meeting can be brought together in the minutes, if this makes the record of the meeting more understandable.  
   
   
9. Forward the draft minutes to the chairman for approval as soon as possible after the meeting (normally within 10 working days of the meeting). 
   
   
10. Copies of the draft minutes approved by the chairman must then be sent to all trustees (including absentees) for their comments and approvals. (Note: generally speaking, minutes are often not formally approved (i.e. signed by the chairman) until the beginning of the next meeting. 
    
    
11. After the chairman’s approval has been obtained, circulate the draft minutes to all those who were in attendance and also to those who were apologies for the meeting.
    
    
12. Retain your handwritten notes of the meeting for some while after the meeting, certainly until after the draft minutes have been approved and signed. 
    
    
13. Lastly, the Minutes of the trustees’ previous meeting will need to be signed by the Chairman [(or his (or) her] nominee, in order for them to be taken as a true and accurate record of what happened at the previous meeting. 
    
    
14. In summary: Minutes of a meeting should follow a set pattern along the following lines:
    (a) provide a description of the meeting (title, date, time, place, etc)
    (b) list those present
    (c) confirm any apologies for absence
    (d) record any corrections to the Minutes of the last meeting 
    (e) confirm that the Minutes of the previous meeting were approved
    (f) contain any Matters Arising from the previous meeting (i.e. decisions/actions taken arising  from the last meeting)
    (g) record the proceedings of the meeting 
    (h) give the date of the next meeting
    
    
15. Minutes should:
    (a) be concise and to the point
    (b) not normally record details of actual discussions although they should indicate the main areas of discussion
    (c) not be a rambling narrative of ‘who said what to whom’
    (d) be written in the past tense 
    (e) be written in a way to enable persons not present to have a clear summary of what took place and what was resolved 
    (f) be retained indefinitely as they are the scheme’s historical record of its events and  proceedings.