5.7.6. Minutes

The purpose of meeting minutes is to provide an official, written record of what transpired during a meeting. Minutes capture key details such as decisions made, actions agreed upon, deadlines, and any issues raised. They ensure accountability by recording who is responsible for specific tasks and allow participants and absentees to refer back to the discussion and outcomes. Minutes serve as a legal document, helping to avoid misunderstandings, support transparency, and maintain continuity for future meetings.

Process for Minutes

Minutes

Taking Minutes

• The approved minute secretary should attend the meeting in person taking notes on all discussions and completing the resolutions and recommendations as the meeting proceeds. The minutes should be completed within 2-3 working days of the meeting.
  

Chairperson Approval

• Once the minutes have been completed they are to be sent to the Chair for approval. It is essential that the Chair of the meeting checks all information ensuring that it is correct as once the minutes are distributed they become a legal document and the Chair and Committee/ Panel is accountable to them.
• The Chairperson will have two (2) working days to approve the minutes.
  

Distribution of Minutes

• Once the minutes have been approved by the Chair, they are to be distributed no later than seven (7) working days after the meeting was held.
• Committee Minutes: are to be sent to the members of the Committee and any relevant stakeholders, this may be outlined in your by-laws
• Panel Minutes: are to be sent to the members of the Committee and the Chairperson the panel reports into
  

Summary of Motions

• The Board should be provided are provided with a summary of all motions from the Committee Minutes for their attention and information.
  

Labelling, Format and Storage of Minutes

Labelling

• Minutes are to be labelled using the year/month/day – Committee/Panel Name e.g. 20200228 – Life Saving Committee Minutes.
• If the minutes are done as a teleconference of flying minute the same labelling requirements are required e.g. 20200331 – Life Saving Committee Flying Minute.
  

Format

• The minutes are to be saved in PDF.
• All attachments are to be attached to the minutes – these are NOT to be stored as separate documents unless they are Not For Publication (NFP) or confidential.
  

Storage

• All minutes of Panel and Committee meetings are to be uploaded into the current meeting folders.
• They are to be uploaded on the day that they are distributed to the intended Audience.
  

Timelines

Tips for Minutes

• When recording the minutes, there is no need to capture who said what. Only the major discussion points need to be captured, allowing the reader of the minutes to understand how the resolution/ recommendation was met.
• It is not essential for the Proposer or Seconder to be recorded in the minutes of standard meetings. As per the “Act” only the resolutions where something significant is being changed (e.g. change to rescue or resuscitation methods) or where an award or position is being voted on needs to have the Proposer and Seconder included.
• When a vote is held to uphold a resolution or recommendation and a voting member either objects or does not participate in the vote this must be recorded clearly after the resolution is stated. There is no need to note how many were for and against in the vote.
• It is important that the updated Action Matrix is sent to the meeting attendees with the minutes as it will note if people are required to take action on items. The Action Matrix will then be updated before the circulation of the Agenda for the next meeting.