example of meeting minutes

Meeting Minutes
This example shows the sort of detail that might appear in the minutes of a routine sports club committee meeting. They will usually reflect the agenda. The date and venue are listed. The names of the participants are recorded. Absentees are noted, and the key items discussed are presented in order.

The final copy of the minutes should follow the same format as the agenda, even if items were discussed in a different order. There is often a set style for a given organization, which enables the minutes of meetings to be filed and compared more easily. The name, or initials, placed in an action column on the right hand side of the minutes can serve as a useful reminder to those who have been allocated specific follow-up tasks. Once the minutes are complete and approved by the chair, they should be distributed quickly to all relevant personnel. The minutes should show deadlines against any tasks as well as the person responsible for implementation. Someone, often the secretary, should be made responsible for following up the progress of the tasks highlighted in the minutes, 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.

To summarize:
1. The chairperson should review, if necessary amend, and approve the minutes.
2. The minutes should be distributed as soon as is practical, following the meeting.
3. There should be appropriate follow-up on the action items, between meetings and any items that merit special attention should be raised on the agenda for the next meeting.
4. At each meeting, approve the minutes of the previous meeting, and verify their accuracy with the attendees.

Action Notes
In many situations action notes can be a more practical option than taking minutes. Action notes are used to highlight future action, rather than past debate, so can be more effective, especially in the context for informal groups or social committees. Action notes don't record the narrative detail of who said what, but they should accurately record what was decided and represent a clear list of who has been tasked to do what. The use of either minutes or action notes should be agreed at the start of the meeting.

Action notes can be summarized quickly as the meeting draws to a close, using a flipchart or similar device to re-iterate and confirm the individual commitments agreed. Action notes are most effective when they:
They say enough, but just enough, to explain the point
State clearly every decision that was made
Identify who has agreed to do what, by when
They should be followed up in the same way as actions highlighted within minutes.

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