Recording minutes of a meeting
Tip for the month
Recording minutes of a meeting
We are often asked by community organisations about the level of detail that must go into the minutes of committee meetings. But simply, there is no one answer to this question, however it is important to remember that the minutes will form an official historical record of the organisation that may be relied upon at a later date. While the specific rules of your organisation may provide guidance on how your organisation’s minutes are to be taken, as a general rule it is considered best practice to remember the following:
- Make sure you record the date, place and opening time of the meeting.
- Write down the names and positions of all office bearers (including apologies), as well as recording the names of any members or observers who are in attendance.
- Be clear and precise in your notes. You don’t need to record every word that was spoken, simply enough to allow a reader to understand what discussions took place.
- Should motions or resolutions occur during the meeting, make sure you record the precise wordings of these. If in doubt, ask that the wording be repeated.
- Draft the minutes as soon as possible after the meeting, while the details are still fresh in your memory.
Further information about preparing and keeping the minutes for Victorian incorporated associations (including a detailed checklist and sample minutes) can be found at Part 7 of our recently released 'Guide for Public Officers and Secretaries of Victorian Incorporated Associations' which can be accessed by following the below link.
