Generally, minutes begin with the name of the body holding the meeting (e.g., a board) and may also include the place, date, list of people present, and the time that the chair called the meeting to order. Robert's Rules of Order contains a sample set of minutes. The format of the minutes can vary depending on the standards established by an organization, although there are general guidelines. For committees, their formal records are the reports submitted to their parent body. Committees are not required to keep formal minutes although less formal notes may be taken. Also, minutes of executive sessions may be kept separately. Minutes from board meetings are kept separately from minutes of general membership meetings within the same organization.
The minutes of certain groups, such as a corporate board of directors, must be kept on file and are important legal documents. Unless the organization's rules require it, a summary of the discussions in a meeting is neither necessary nor appropriate. A verbatim report (transcript) is typically not useful. The organization may have its own rules regarding the content of the minutes.įor most organizations or groups, it is important for the minutes to be terse and only include a summary of the decisions. Using Robert's Rules of Order Newly Revised (RONR), the minutes should contain mainly a record of what was done at the meeting, not what was said by the members. They are not transcripts of those proceedings. Minutes are the official written record of the meetings of an organization or group.
#Can secretary of a board view audio tapes of meetings software
Many government agencies use minutes recording software to record and prepare all minutes in real-time. Alternatively, the meeting can be audio recorded, video recorded, or a group's appointed or informally assigned secretary may take notes, with minutes prepared later. Minutes may be created during the meeting by a typist or court reporter, who may use shorthand notation and then prepare the minutes and issue them to the participants afterwards. The name "minutes" possibly derives from the Latin phrase minuta scriptura (literally "small writing") meaning "rough notes".