Are You a Meeting Minute Pro?

Importance of Meeting Minutes and Best Practices

• Meeting minutes are a written record of the proceedings at a meeting of a society, board, committee, etc.

• Minutes document actions, decisions, and persons responsible, and are useful for evaluating the work of an organization.

• Minutes act as a corporate memory and provide historical background for future reference.

• Nonprofit organizations registered as corporations are required by law to keep accurate minutes.

• Board-approved meeting minutes serve as a legal record of what occurred at a meeting and are admissible as evidence in court.

• Members of an organization and the board have a role in ensuring that the organization has good minutes.

• The President provides the agenda in advance, and the Secretary records the activities of the meeting and circulates the minutes to the organization.

• Minute takers must be good listeners, effective communicators, critical thinkers, and excellent organizers.

• There are three types of minutes: formal, semi-formal or action, and informal.

• Minutes should be concise, accurate, complete, and convey the tone of the meeting.

• Minutes do not record word-for-word conversation, personal comments, or opinions.

• The basic format of the minutes should follow the agenda, including attendance, approval of the agenda, review of previous minutes, executive and committee reports, old and new business, and the time and date of the next meeting.Importance and Best Practices for Meeting Minutes

• Meeting minutes are a formal written document that records the proceedings of a meeting.

• They provide an objective record of how decisions are made and the resulting actions and responsibilities.

• Meeting minutes clarify what actually happened at a meeting and act as a corporate memory for the organization.

• They are a legal requirement under the Corporations Act and protect the organization, board, and membership.

• Minutes should be distributed to all meeting participants and attached to the agenda for easy reference.

• Some organizations require reports to be submitted in advance and circulated to members prior to the meeting.

• The Manitoba Agriculture and Resource Development Industry Leadership website offers helpful resources for meeting minutes best practices, including a checklist and templates.

• The Ontario Ministry of Agriculture Food and Rural Affairs also provides a resource for record-keeping for non-profit organizations.

• The Meeting Guidebook from Alberta Agriculture is another useful resource.

• The Manitoba Agriculture and Resource Development Industry Leadership website offers a wealth of information and resources for starting and developing an organization, including fact sheets, worksheets, and contact information for rural leadership specialists.

• To stay connected and receive updates, subscribe to the Manitoba Agriculture and Resource Development newsletter and follow them on social media.

• Meeting minutes are an excellent tool for organization and board development, providing an objective record of decisions and actions taken while protecting the organization and its members.

Test your knowledge on the importance of meeting minutes and best practices with this informative quiz! From understanding the legal requirements to learning about different types of minutes, this quiz covers all the essential aspects of creating effective meeting minutes. Discover tips and tricks for taking concise and accurate minutes, and learn about helpful resources to improve your skills. Whether you're a seasoned minute-taker or just starting out, this quiz is a must-try for anyone involved in organizational meetings.