PREPARATION OF AGENDAS: The agenda should begin by stating the Committee’s Title, the Date, Time and Location of the meeting.
PREPARATION OF MINUTES:
1. Purpose:The purpose of minutes is to provide a formal record of the decisions and substantive discussion occurring in a meeting and provides a record of the integrity of the meeting.
2. Title: The name of the Committee and the date of the meeting should be clearly stated at the beginning of the minutes
3. Present:When listing those present the name of the individual and the position they are representing on the committee should be given.
4. Chair’s Comments: The Chair may wish to say a few words at the start of the meeting. If this is not a regular numbered agenda item it should be minute under a separate heading (for example, ‘Chair’s Comments’ or ‘Opening Remarks’), and placed before Apologies but should not be given a minute number.
5. Minute numbering: Each item should be numbered (incorporating the committee code, the calendar year and the item number) and correspond with the item number given on the agenda.
6. Action points: The minutes must record the actions to be taken after the meeting and by whom. This should be recorded at the end of the paragraph in which it is agreed, written in bold and right justified.
7. Language used:Minutes should be written in the third person and in the past tense. Where ever possible when referring to a particular individual it should be their post which is recorded.
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