Definition
Minutes
Minutes refer to the written record of the discussions, decisions, and actions taken during a formal meeting. They serve as a documented proof of the proceedings and can be used for references, legal purposes, and maintaining organizational accountability. Corporations, non-profits, and other entities keep minutes of critical meetings such as board meetings, committee meetings, and annual general meetings in their permanent records.
Key Components of Minutes:
- Date and Time: The specific date and time the meeting took place.
- Attendees: A list of all people present at the meeting, including absentees.
- Agenda Items: The topics scheduled for discussion.
- Discussions: Brief summaries of discussions held.
- Decisions: Resolutions or decisions made.
- Actions: Specific tasks assigned, along with deadlines and responsible parties.
- Signatures: Typically includes the signature of the person who recorded the minutes and sometimes the meeting chair.
Examples
Example 1: Board Meeting Minutes
Date: January 15, 2023
Time: 10:00 AM
Location: Conference Room
Attendees:
- John Doe, Chair
- Jane Smith, CEO
- Mark Johnson, CFO
- Rachel Adams, Secretary
Agenda Items:
-
Opening Remarks by Chair:
- John Doe opened the meeting, highlighting the main objectives.
-
Financial Report:
- Mark Johnson presented the quarterly financial report.
- Discussion on revenue growth and new financial strategies.
-
New Product Launch:
- Jane Smith discussed the plans for a new product launch in Q2.
- Votes taken: Approved unanimously.
Decisions:
- Approval of the quarterly financial report.
- Approval of new product launch in Q2.
Actions:
- Mark Johnson to prepare a detailed financial projection report by the next meeting.
Signature:
- Rachel Adams, Secretary
Example 2: Annual General Meeting Minutes
Date: July 20, 2022
Time: 2:00 PM
Location: Main Auditorium
Attendees:
- All shareholders
- Board of Directors
Agenda Items:
-
Introductions and Welcome:
- Brief opening by the Chair.
-
Presentation of Annual Report:
- Jane Smith presented the annual report.
-
Election of Board Members:
- Vote conducted for re-election of board members.
Decisions:
- Approval of annual report.
- Re-election of existing board members.
Actions:
- Distribution of copies of the annual report to all shareholders.
Signature:
- John Doe, Chair
Frequently Asked Questions (FAQs)
What is the purpose of keeping minutes?
Minutes serve to document the proceedings of a meeting, ensuring transparency, accountability, and providing a historical record of decisions and actions for future reference.
Are minutes required for all types of meetings?
While minutes are essential for formal meetings like board meetings and annual general meetings, they may not be necessary for informal or ad-hoc meetings.
Who is responsible for taking minutes?
Typically, the secretary or a designated individual is responsible for taking minutes. For smaller organizations, any designated participant can perform this duty.
How detailed should meeting minutes be?
Minutes should be detailed enough to cover all significant discussions, decisions, and actions but concise enough to be read easily.
Can minutes be amended after the meeting?
Minutes can be amended before approval at the next meeting. Once approved, changes should ideally be minimal and noted in the record.
Related Terms with Definitions
Agenda
A list of items to be discussed during a meeting, usually prepared and distributed before the meeting.
Quorum
The minimum number of members needed to be present for the meeting to be considered valid and for decisions to be legally binding.
Resolution
A formal decision made by a vote at a meeting.
Proxy
An authority to act or vote on someone’s behalf in a meeting.
Online References to Online Resources
- Robert’s Rules of Order Online - A comprehensive guide to parliamentary procedure.
- BoardEffect - Meeting Minutes Template - Templates and best practices.
- The Balance Small Business - Guides and tips for writing effective meeting minutes.
Suggested Books for Further Studies
- “Robert’s Rules of Order Newly Revised” by Henry M. Robert III et al. - Essential reading on conducting meetings.
- “Taking Minutes of Meetings” by Joanna Gutmann - A practical guide focused on improving the skill of minute-taking.
- “The Corporate Records Handbook” by Anthony Mancuso - Detailed information on maintaining corporate records, including minutes.
Fundamentals of Minutes: Business and Administration Basics Quiz
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