P11. Minutes and minute books Flashcards
Key art of minute taking
Deciphering what was understood to be said rather than the words that in reality were said (merely transcribing)
What does the Act and Model Arts say on the constitution of minutes?
Nothing!
7 items generally included in directors’ minutes as per best practice
Company name and CRN
Place, date and time of commencement
Attendees
Identity of chair
Quorum confirmation
Declaration of conflicts of interest
Meeting close time
What are the six Cs of good communication (re. minutes)
Clarity
Coherence
Conciseness
Consistency
Completeness
Correctness
Define clarity (re. minutes) (4)
Clear minutes.
Sentences dealing with single topics and each paragraph conveying clear message.
No assumptions or reading between lines required.
Emotions of meeting ommited
Define coherence (re. minutes) (3)
Written logically with consistent tone and flow.
No recording of unrelated topics.
Active points on ‘secondary’ issues recorded in own section if necessary
Define conciseness (re. minutes) (2)
No padding out of minutes or repeating same point several times.
No inclusion of topic if not necessary to do so
Define consistency (re. minutes)
Consistent style and tone throughout and with other minutes
Define completeness (re. minutes) (2)
Each section should show discussion and decision reached.
Clarification from chair sought if necessary
Define correctness (re. minutes)
Correct in terms of language, technical terms, grammar and spelling, easing understanding
Why record minutes? (5)
Demonstrate appropriate governance
Validate subsequent events
Record decisions made and actions taken
Demonstrate due diligence on part of decision-makers
Legal evidence in support of actions taken
For how long must members and directors minutes be retained?
At least 10 years, for meetings after 1 October
In practice, are held as part of permanent record
