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Remember, if you cannot hear, you cannot record accurate minutes and this is the purpose of being the Secretary or Minute Clerk. If you cannot hear, please interrupt the meeting and address the Chairman (as Mr Chairman) to advise you cannot hear. The Chairman will then request the speaker to speak louder and clearer. It is most important that you hear. It is suggested you always sit beside the Chairman so it is easy to answer any questions he may have or you may have.

A handy book to assist you with your minute taking (includes information from setting up the meeting, agenda to recording minutes) is Taking Minutes of Meetings (creating success).

Who will take the Minutes?

Minutes are usually taken by the Secretary or Minute Clerk. If you are the person nominated to take the minutes, ensure you receive a copy of the agenda when it is distributed so that you are familiar with the matters to be discussed. If there are confidential matters in the agenda that are supported by written reports or correspondence, please make sure you receive copies of these pages as well as it will have pertinent information that you may need to record in your minutes e.g. correct names, property descriptions, file number etc. It will save you chasing this information later when typing up your minutes.

Minute Clerk or Secretary's Equipment Check List :

Before you enter the meeting room, please check you have the following tools and equipment with you:

1. 2 pencils or biros (whatever you are going to use to record the minutes) Paper
2. Dictaphone (to clarify any uncertainties when typing your minutes up) Agenda
   
   Also ensure the following have been made available if it is not your responsibility as you no doubt will be the one having to chase up the equipment at the last minute.
   
   The meeting room has been set up (refer tutorial on this)
3. Supporting correspondence that has not been included in the agenda but is required
4. Any maps or plans that will be viewed by those present
5. Data Processor or Overhead Project (OHP) if necessary and screen
6. White Board, markers, and duster
7. Laser Pointer or Ruler

Now it is time for the most important part of your duty - recording the minutes.

Know what to Record

Now that you have already been advised the format of what to record, you will need to ensure you record the following information:

• Name of Company, Description of Meeting, Place, Date and Time of meeting
• Those present
• Any apologies received from Committee members.
• Welcome - if the Chairman/President opens the meeting with a welcome message.
• Adoption of Minutes of Previous meeting
• Business Arising from the Minutes
• Adoption of Inward/Outward Correspondence
• Adoption of Financial Statements and Accounts for Payment
• Agenda Items listed in your agenda
• General Business
• Noted Correspondence
• Date, time and venue of next meeting
• Time the meeting concluded

Company Name, Description, Location, Date and Time of meeting

Record the time the meeting started - usually included in the heading with the date when typing back the minutes as below:

MINUTES OF MEETING OF COMPANY NAME

HELD AT ......................ON MONDAY, 2ND JANUARY 2004 AT 9.00AM

Those present

List the names of all those present. The best way to do this if you do not know everyone is to use an attendance sheet. This sheet will be headed up with the name of the meeting, the date and time of the meeting and use columns so that everyone can print their name, the organization they represent (if do not work for your company) and their position title within the organization. You would then type this information up in alphabetical order - please ensure you always start with the Chairman/President and end with the Secretary or Minute Clerk as sometimes they are not members of the Committee. If you are an elected Secretary of a sporting organization etc, you would be list President, Vice-President, Treasurer, Secretary and then other members

PRESENT: Mr J Smith (President)
Ms M Allen (Manager, Allen & Associates)
Mr C Jones (Deputy Manager, Jones Brothers)
etc
etc
Ms T Staples (Minute Clerk) (or substitute your title here)

Any apologies received from Committee members.

The Chairman/President will call for apologies and if you have received apologies from any members, this is when you would advise the meeting of their names or you would have previously passed this information on to the Chairman/President prior to the commencement of the meeting. Other Committee members may also have received some and they too will advise of names. You must record all these names for your minutes. In your minutes, you will type them as follows:

APOLOGIES: Ms M Street (Senior Advisor, Commercial Business Association) etc.

Welcome - if the Chairman/President opens the meeting with a welcome message

This does not always need to be recorded but if the meeting was called for a specific purpose and the purpose does not happen each month, then I would record it. You could use the following format:

WELCOME:

The Chairman welcomed those members present and advised the meeting had been called to discuss the merits of introducing a subscription fee so that free advice can continue to be given to clients.

Adoption of Minutes of Previous meeting

As the minutes of the previous meeting would either have been distributed as part of the agenda or tabled on the day of the meeting for members to read, so that they can then become an official record of the meeting of the company or committee, the minutes will need to be moved and seconded as a true and correct record. A standard resolution of this is as follows:

ADOPTION OF MINUTES OF PREVIOUS MEETING:

MOVED BY M ALLEN,

"That the minutes of the meeting of the Records Department held on 2nd December 2003 be adopted as a true and correct record."

SECONDED BY C JONES                                             CARRIED

The above is one format, it could also be as follows:

MOVED BY M ALLEN, SECONDED BY C JONES:

"That the minutes of the meeting of the Records Department held on 2nd December 2003 be adopted as a true and correct record."

The above format can be used for all resolutions that are moved and seconded, or follow the format that your company, committee or organization uses.

Business Arising from the Minutes :

Once the minutes have been adopted, members present may need further information or resolutions recorded on matters listed in the minutes. Usually, if it is advice you would just record these as sub-headings with brief detail of what was said about it. Example:

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