Minutes can be defined as
the official record of the proceedings of a meeting, or the written record of
what transpired in a meeting. Minutes are taken in order to prevent confusion
and arguments over certain things that have been discussed at a previous meeting.
Minutes are usually written in past tense because they show already discussed
agenda of a meeting.
THE
STRUCTURE OF GOOD MINUTES
Minutes take the following sequence in terms of structure:
1. THE TITLE
The title contains the name of the group that is meeting, the date
of the meeting and the venue of the meeting. For example: Minutes of the Monthly Meeting of
the Port Harcourt Youth Forum Held on August 20, 2016, at The Port Harcourt
Civic Centre
2. OPENING
This is where you state the time and how the meeting commences.
For example, "The meeting started at 5pm with an opening prayer by Mr
Tammy Reuben."
3. MEMBERSHIP/ATTENDANCE
The record of the minutes should contain the names of the members
who make up the group/organisation whether they are present or not. Thus the
attendance takes this format:
a. Names of those present.
b. Names of those absent with apologies.
c. Names of those absent with genuine reasons.
d. Names of absentees.
The attendance also registers those who are not members of the
group/organisation but are in attendance.
4. PREAMBLE
This is an open discussion. Any comment or discussion that is not
part of the agenda or matters arising is called the Preamble. It contains
speeches or remarks that are not part of the new agenda.
5. READING AND ADOPTION
OF MINUTES OF PREVIOUS MEETING
It states the fact that the minutes of the previous meeting were
read. Having read the minutes, a person adopts it. This happens when the
meeting held is actually not the first meeting held by the organisation. Again,
while reading the minutes, don’t say ‘The MINUTES of the previous meeting WAS
read...,’ say ‘The MINUTES of the previous meeting WERE read...’ This is
because ‘minutes’ is a plural noun.
6. MATTERS ARISING
Matters arising are the issues that may arise as a result of the
minutes that were read; therefore, issues that are raised as a result of the
minutes that were read should be under matters arising. These issues may have
to do with decisions that were made in the previous meeting.
7. SUBSTANTIVE OR NEW AGENDA
Why is the meeting called? The substantive or new agenda are
usually the new issues that are to be discussed.
8. ANY OTHER BUSINESS (AOB)
This comes immediately after the discussion of the substantive
agenda. It has to do with issues other than the agenda of meeting, especially
those bothering any member of the group.
9. ADJOURNMENT/CLOSING
Adjournment is the breaking of the meeting until later. In the
absence of any other business, someone moves for adjournment. This motion is
seconded by another person. The secretary then writes when the meeting ends.
10. ENDORSEMENT
Endorsement has to with the signature(s) that could be found on
the minutes. This is done when all necessary corrections have been made and the
minutes have been rewritten and typed.
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