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Help Sheets
TAKING MINUTES THE EASY WAY
DON'T WRITE TOO MUCH!
- It is important to note who is present and who has apologised for absence.
- The minutes should follow the order of the agenda items,
some groups run agenda item numbers through from the beginning of the year for
easy reference.
- It's only necessary to record important decisions and to make clear who has
responsibility for carrying them out.
- Decisions should cover:
Agreements reached about the policy of the group e.g. We will open a Day Centre.
The management of the group e.g. We will become a charity.
The finances of the group e.g. We will find an ethical friendly bank.
- Best to write up the minutes as soon as possible after the meeting using the
notes taken at the meeting.
- Some groups send out minutes as soon after the meeting as possible but many
groups wait to send them with the agenda of the next meeting.
- Minutes should be signed by the chair at the next meeting after they have
been agreed.
- Once they have been agreed any matters arising from the minutes should
be discussed unless they appear as a separate item further down the agenda.
- The minutes should be as brief as you can make them. You can't record discussions.
Minutes are not a verbatim record - they simply recall to the group the essential
points made at the last meeting and action that was agreed.
ADRIAN HAILER
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