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.
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: by the Charity Commission of Northern Ireland, 2014.
Taking minutes of meetings is administrative good practice. It creates a record of what has been agreed, and by whom; and of what is to be done, by when and by whom.
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