Keep these factors in mind:
They should not be too long, with every contribution to the discussion outlined, but contain a good précis of the debate with outcome decisions clearly noted.
Minutes should be circulated within 10 days of the meeting taking place; this means that actions can be undertaken immediately and those members not present have notification of the discussions.
It is normal practice for the chair to agree the minutes before they are circulated to other board members.
It is a courtesy to board members that they should be well-written as badly written minutes take much longer to read.
If necessary, minute takers should be given training.
Reserves - the funds a charity keeps in reserve - can strengthen a charity’s resilience against, for example, drops in income or the demands of a new project. Find out what charity reserves are and how to develop and report on a charity's reserves policy.
The best strategy to avoiding problems is being aware of how things could go wrong, taking steps to avoid issues and knowing what steps you would take if something did happen. Awareness and prevention are better than a cure. The AoC provides some useful resources for charity boards you can use.
This guidance provides a model role description for a charity secretary of the board that a charity of any size can adapt for their own organisation’s needs.
The Board Secretary’s Handbook tells you what a board secretary is and why you need one. It explains the roles, duties and responsibilities depending on your organisation.
This resource is aimed at supporting charities to ensure the proper procedures and policies are in place to manage the charity’s resources effectively and, where appropriate, to make changes to their charity. Published: 2014.
A feedback statement from members of ICSA on handling minutes.