Minutes

Minutes

Minutes, also known as protocols or, informally, notes, are the instant written record of a meeting or hearing. They typically describe the events of the meeting, starting with a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues.

Overview

Minutes are the official written record of the meetings of an organization or group. They are not transcripts of those proceedings. The minute taker may record the key points of what was discussed and what decisions were made during the meeting. Minutes are considered legal documents by auditors, the IRS and courts, and they represent the actions of the board. Many organizations use a standard template or a special format for the minutes.

Purpose

The purpose of minutes is to provide an accurate and objective account of the proceedings of the meeting, including a record of what was done at the meeting, not what was said by the members. They serve a historical purpose for the organization by documenting the key points of the meeting and any decisions made.

Content

The content of the minutes of a meeting depends on the type of organization, the nature of the meeting, the requirements of the organization's constitution, bylaws, and rules of order, and the preferences of the members and the chairperson. However, some elements commonly included in minutes are:

• The name of the organization.
• The date and time of the meeting.
• The names of the members present and absent.
• The approval of the previous meeting's minutes.
• All the main motions or decisions made and the results of each vote.

See also

• Agenda (meeting)
• Robert's Rules of Order
• Parliamentary procedure

References

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  1931 Hawkes Bay Earthquake - Minutes of First Meeting of the Hawkes Bay Earthquake Relief Fund Committee