7 Key Steps To Keeping Minutes!

The recording of minutes is crucial to any organisation. This because the minutes are supposed to accurately reflect what important decisions were made at the meeting. They are an official record designed to reduce the risk of disputes and confusion as to what actually took place.They also are expected to show that such decisions were made legitimately and in accordance with the non-for-profit's constitution.


Here are seven key steps for the taking of proper minutes:

Step 1: Ensure the minutes contain the date, time and place of the meeting. They should also contain the names of everyone present (an attendance register) and who actually chaired the meeting;

Step 2: Record the motions that were voted upon, who moved them and who seconded them. Also record the result of the vote (including numbers for and against);

Step 3: When the minutes are confirmed at the next meeting, the Chairperson should sign them off as being true and accurate;

Step 4: There is no need to record discussions of the motions, only the motions themselves;

Step 5: If there are any conflicts of interests, details of disclosures made by these person(s) and whether they were present or voted upon should all be recorded.

Step 6: Minutes only need to be taken of formal meetings such as Board Meetings, Annual General Meetings or Special General Meetings. Informal meetings do not need for minutes to be taken although they might be useful;

Step 7: Minutes should be handwritten and then typed up afterwards and placed in the minute book. It is recommended that the minute book contains both the written and typed versions.

By: Peter Scolari

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Peter Scolari is Chartered Accountant who specialises in the Non-Profit Sector. He understands that this sector needs assistance with simple tools and techniques and he has developed these tools through his successful online application, MyCommunityPoint which is an award winning solution for its innovative approach. More information on this article can be found at www.mycommunitypoint.com or www.scolaricomerford.com.au