Presentation on theme: "A written account of what had happen in a meeting The written record of meetings, particularly of Boards of Directors and/or Shareholders of corporations,"— Presentation transcript:
A written account of what had happen in a meeting The written record of meetings, particularly of Boards of Directors and/or Shareholders of corporations, kept by the secretary of the corporation or organization. 2 nd explanation 1 st explanation
Procedures in writing a minute Minutes begin with the name of the body (eg a committee) holding the meeting Place, date, list of people present, and the time that the chair called the meeting to order Agenda comes next. Additional discussion points are discussed. Decisions made are also written down in the minutes
The minutes ends with the name of the person preparing the minute and the date. The minute ends with approval by another party. Signature of that person is needed. Note is written down at the bottom of the agenda
Format for meeting minutes 1. Minutes be numbered consecutively from the previous set 2. Prepare separate set of minutes with signature line for approval by the Chair 3. Margins 1" Left/Right and Top/Bottom 4. Heading: Minutes of Meeting Arial 18 Bold 5. Heading: FoIA Restricted / Reserved Area Business (if required) Arial 14 Bold 6. Meeting / Date and Time / Venue: Arial 11 Bold 7. Notes: Arial 9 Bold Italics 8. Minutes: Arial 11 9. Left Justification 10. Page Numbering: Arial 10 and located in the footer 11. Note required at the end of the minute
Make sure what we write down is clear for future use Typing using laptop- easier and quicker Pen and paper- prevent writing down too much information Make a note of who is present. If necessary, pass around a sign-in sheet. Use the meeting agenda as an outline for the minutes.
Use bullet points to make the minutes easier to read. Make a note of issues that were tabled until future meetings; this will serve as an important reminder to the board of things that still need to be done. Transcribe or review minutes as soon as possible after the meeting, while your memory of what happened is still fresh. Before you submit the meeting minutes, proofread for typos and omissions. Write down any motions and decisions made and the key findings of any committee reports. Use simple yet formal language when writing a minute.