Are board meeting minutes confidential? Yes. The board should assume the minutes are confidential and, in most cases, they will remain so. They should also realise that, sooner or later, the minutes may be available as part of a legal case.

If the minutes are not approved and a member asks for a correction, the secretary corrects the text on the written minutes itself and adds a statement to the minutes that reads, “The minutes have been approved as corrected.”

Simple Rule 1: A member of a group has a right to examine the minutes of that group. Plain and simple, Robert’s Rules says that the secretary of an organization has to (1) keep minutes and (2) make them available to members that ask for them.

A question we hear often from Board members is: “Can I vote on approval of minutes for a meeting I did not attend?” The definitive answer to this question is, “Yes!” Therefore, you are absolutely permitted to vote in favor of approving minutes for a meeting even if you were not in attendance.

Minutes of a meeting can be corrected even after they have been formally approved. Minutes of a meeting are usually approved at the beginning of the next scheduled meeting [see Order of Business].

For a normal or general meeting, (as opposed to an annual general meeting or special general meeting – see below) the minutes should be out within a week of the meeting, ideally within 48 hours.

Verbatim minutes, like transcripts, are a record of every single word said at a meeting. With the exception of courtroom proceedings and Congress, a verbatim record of a meeting is rarely necessary. Verbatim minutes will not always follow the agenda.

Helpful Tips for Taking Board Meeting Minutes

1. Use a template.
2. Check off attendees as they arrive.
3. Do introductions or circulate an attendance list.
4. Record motions, actions, and decisions as they occur.
5. Ask for clarification as necessary.
6. Write clear, brief notes-not full sentences or verbatim wording.

The person who takes meeting notes is the scribe. From a page of Meeting Tips: The scribe’s job is to record what happened, especially the decisions reached and committments made.

A [meeting type] meeting of [organization name] was held on [date] at [location]. It began at [time] and was presided over by [chairperson’s name], with [secretary’s name] as secretary. A motion to approve the minutes of the previous [date] meeting was made by [name] and seconded by [name].

2. What Should Be Included in Meeting Minutes?

1. Date and time of the meeting.
2. Names of the meeting participants and those unable to attend (e.g., “regrets”)
3. Acceptance or corrections/amendments to previous meeting minutes.
4. Decisions made about each agenda item, for example: Actions taken or agreed to be taken. Next steps.

The essential elements of meeting minutes are company or organization name, date, time & location, opening, list of attendees, absence, agenda, discussion, note, action items, adjournment, submitted by, approved by, and documents.

Answer. Answer: Name of the speaker is not mentioned in a main notice.

Minutes of meeting is an official record of the proceedings of a meeting. Minutes help in understanding the deliberations and decisions taken at the Meeting. There is no restriction format or language for recording Minutes of meeting.

Minutus is the Latin word for “small,” and it gave rise to both the adjective minute (my-NOOT), or incredibly small, and the noun minute (MIN-it), or 60 seconds of time. Though they are pronounced differently, both words refer to small measurements.

Minutes are simply notes taken during the meeting to remind you what was discussed and agreed. They don’t need to be long or complicated, in fancy language or perfect grammar. They do need to record clearly and simply what decisions were made at the meeting and who is going to carry them out.