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Meeting Minutes Purpose of minutes

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Meeting Minutes

Purpose of minutes

Minutes are prepared as an accurate record of a group's meetings and decisions taken in those meetings. They serve to remind people what was decided at a meeting, and to inform those who were not at the meeting what did take place.

Who writes the minutes?

It is normal practice for one person at each meeting to be given the task of writing the minutes. It may be the same person each meeting, or the task may be rotated.

What do the minutes contain?

Before each meeting an agenda should be drawn up, detailing the matters to be discussed at the meeting. A set of minutes should normally include the following information:

  • type of meeting, and name of the organization;

  • date, time and place of meeting;

  • list of people attending, including name of the chair;

  • list of absent members of the group;

  • approve the previous meeting's minutes, verify their accuracy with the attendees, and discuss any matters arising from those minutes;

  • for each item in the agenda, a record of the principal points discussed, decisions taken, action items listed, if any;

  • time of adjournment;

  • time, date and place of next meeting;

  • name of person taking the minutes.


  1. Minutes can be written in either the active or the passive voice, but should be in the past tense.

  2. Prepare an outline based on the agenda ahead of time, and leave plenty of white
    space for notes. It saves time and trouble by having items already listed.

  3. Keep the minutes short and to the point. You can choose between writing a full
    outline or a brief outline of the discussion plus decisions and action items, or just
    record the decisions and action items. It might be a good idea to tape record
    important meetings as a backup to your notes.

4. Where a member of the group is asked to perform a set task, the name or initials are
placed in an action column on the right hand side of the minutes; this serves as a
useful reminder to those responsible for implementation. Someone, often the
secretary, should be made responsible for following up the progress of the tasks, and
advising the chair of their status. This follow up should be done as and when
appropriate, but always ahead of the next meeting. If necessary, these items can then
be included in the agenda for the next meeting.

  1. The final copy of the minutes should follow the same format as the agenda, even if items discussed were in a different order. There is often a set style for a given organization, which enables the minutes to be filed and compared more easily.

  2. Either write the minutes as the meeting happens, or immediately after the meeting. If the person responsible for writing the minutes is also an attendant, he/she should make notes as the meeting proceeds and then write it right after the meeting. The sooner they are done, the more accurate they are.

7. The minutes should be approved by the chair before distributing them to the attendees.
Examples of meeting’s minutes:
Example 1.


Date: 11 June 2004
Time: 3:30 - 5:00 pm
Venue: Room 110, Oxford Road Campus, 1D Oxford Road, Kowloon
Present Advisors

Prof Sin Wai Chan (Chair) Dr Y Y Chong

Mrs Martha Lam Dr Alan Tse

Dr Grace Tse

Representatives from College

Ms Annie Chen Mr Lawrence Choi

Mr Herbert Lam Mr Dennis Law

Mr Kurt Law Ms Madeleine Tsoi (Sec)

Absent with Apologies: Prof Jane Lai, Mr Yuk Ming Lee, Ms Clara Li, Mr Leon Mao

  1. Confirmation of minutes of last meeting

The minutes were confirmed with no amendment.

  1. Matters arising

Referring to Point 3 of Item 4 in the minutes of the previous meeting, Mr L Choi advised members that the following programmes would be offered in the forthcoming 2004-05 academic year:

  • Higher Diploma in Translation and Interpretation (existing);

  • Associate of Arts in Bilingual Business Communication (existing);

  • Evening Programme in Translation and Interpretation (new); and

  • Foundation Diploma in General Studies (new).

Referring to Points 6 and 7 of Item 4, Mr L Choi informed members that the two matters had not been decided on.

  1. College Development

Mr D Law elaborated on the future development of the College……………….

Prof Chan said that it was important for the College to position itself, i.e. to find out its “niche” and “edge” in the midst of severe competitions from other local institutions……………………………………………….
Dr G Tse suggested that the College should ………………
Dr A Tse suggested that the College could …………………….
Prof Chan commented that…………………………
Mr D Law thanked advisors for their constructive opinions and said the College Management would ponder these opinions. …………………………………..

  1. Departmental Development

Re. development of the Department of Language Studies, Mr L Choi informed members that …………………………………………………………………………………………………………………….

Mr Law said the objective of the Programme would be to assist ………………………
Dr Tse inquired if the Programme needed formal validation from the HKCAA. K Law said validation would not be needed since it was a part-time evening programme……….

  1. Any Other Business

No other business was brought to the Committee’s attention.

There being no other business, the meeting was adjourned at 5:00 pm.


Pro S W Chan (signed)


Example 2.
Board Meeting Minutes
Name of Organization
(Board Meeting Minutes: Month Day, Year)
(time and location)

Board Members:
Present: Elizabeth Drucker (Chair)
Bhata Bhatacharia (Secretary)
Jon White Bear
Douglas Carver
Pat Kyumoto
Jack Porter
Mary Rifkin
Leslie Zevon

Absent with apologies: Melissa Johnson

In attendance: Exec. Director: Sheila Swanson
Other: Susan Johns, Consulting Accountant


The meeting was called to order at 7:00 p.m. by Chair, Elizabeth Drucker. The minutes of last month's meeting were amended and approved

Chief Executive's Report:
1. Recommends that if we are not able to find a new facility by the end of this month, the organization should stay where in the current location over the winter. After brief discussion, Board agreed.

2. Staff member, Jackson Browne, and Swanson attended the National Practitioner's Network meeting in Atlanta last month and gave a brief extemporaneous presentation. Both are invited back next year to give a longer presentation about our organization. After brief discussion, Board congratulated Swanson and asked her to pass on their congratulations to Browne as well.

3. Drucker asserts that our organization must ensure its name is associated with whatever materials are distributed at that practitioner's meeting next year. The organization should generate revenues where possible from the materials, too.
- Swanson mentioned that staff member, Sheila Anderson's husband is ill and in the hospital. MOTION to send a gift to Anderson's husband, expressing the organization's sympathy and support; seconded and passed.

Finance Committee report provided by Chair, Elizabeth Drucker:
4. Drucker explained that consultant, Susan Johns, reviewed the organization's bookkeeping procedures and found them to be satisfactory, in preparation for the upcoming yearly financial audit. Funds recommends that our company ensure the auditor provides a management letter along with the audit financial report.

5. Drucker reviewed highlights, trends and issues from the balance sheet, income statement and cash flow statement. Issues include that high accounts receivables require Finance Committee attention to policies and procedures to ensure our organization receives more payments on time. After brief discussion of the issues and suggestions about how to ensure receiving payments on time, MOTION to accept financial statements; seconded and passed.

Board Development Committee's report provided by Chair, Douglas Carver:
6. Carver reminded the Board of the scheduled retreat coming up in three months, and provided a drafted retreat schedule for board review. MOTION to accept the retreat agenda; seconded and passed.

7. Carver presented members with a draft of the reworded By-laws paragraph that would allow members to conduct actions over electronic mail. Carver suggested review and a resolution to change the By-laws accordingly. Kyumoto suggested that Swanson first seek legal counsel to verify if the proposed change is consistent with state statute. Swanson agreed to accept this action and notify members of the outcome in the next Board meeting.

Other business:
8. Porter noted that he was working with staff member, Jacob Smith, to help develop an information management systems plan, and that two weeks ago he (Porter) had mailed members three resumes from consultants to help with the plan. In the mailing, Porter asked members for their opinions to help select a consultant. Porter asked members for their opinions. (NOTE: Zevon noted that she was also a computer consultant and was concerned about conflict of interest in her Board role regarding this selection, and asked to be ABSTAINED from this selection. Members agreed.) The majority of members agreed on Lease-or-Buy Consultants. MOTION to use Lease-or-Buy Consultants; seconded and passed.

9. Swanson announced that she had recently hired a new secretary, Karla Writewell.

Assessment of the Meeting:
10. Kyumoto noted that the past three meetings have run over the intended two-hour time slot by half an hour. He asked members to be more mindful and focused during discussions, and suggested that the Board Development Chair take an action to identify solutions to this issue. Chair, Carver, agreed.

The meeting was adjourned at 9:30 p.m.

These minutes are submitted by Secretary, Bhata Bhatacharia.


Example of a Minutes Template:
[Meeting / Group Name]
Date: 6/24/2016


Invitees Attend:

[Alpha list]

Invitees Absent:

[Alpha list]


[Name, title, organization]

1. First Agenda Item

Additional Discussion Points:

  • One

  • Two


  1. One

  2. Two

2. Second Agenda Item

Additional Discussion Points:

  • One

  • Two


  1. One

  2. Two

3. Third Agenda Item

Additional Discussion Points:

  • One

  • Two


  1. One

  2. Two

4. Fourth Agenda Item

Additional Discussion Points:

  • One

  • Two


  1. One

  2. Two

5. Fifth Agenda Item

Additional Discussion Points:

  • One

  • Two


  1. One

  2. Two

Minutes prepared by: [ Name / Date ]
Minutes Approved: [ Approval signature needed ]

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