MINUTE WRITING

Minutes are a formal brief summary of proceedings at meetings. The main reasons for keeping minutes are to:

* provide an authoritative source and permanent record of proceedings for future reference
* provide formal evidence of decisions, e.g. appointments, financial allocations, authorised actions
* provide a record of policy decisions made and the basis for them
* provide a starting point for action to be taken in future
* create an official record which can be used in legal proceedings
* inform members not present at the meeting and any others of the actions of the body concerned
* assist in the conduct of subsequent meetings
* set out precedents for future occasions, in the case of rulings from the chair
* provide documentary evidence for audit purposes

At some meetings, especially of bodies with less formal accountabilities, the term 'minutes' is sometimes replaced by the term 'notes'. Notes differ from minutes in that, typically, they are less formal, depending on the status of the committee/working party concerned. They are typically:

* less detailed, involving a shorter précis of discussion
* emphasizes action to be taken after the meeting
* do not need to be approved at the next meeting.