How To Write The

Minutes Of Meetings?

Prepared by: Tr. Pam

 The Role of a Minutes Secretary

• The minutes of a meeting are normally taken by the

secretary, whilst the chair conducts the meeting.
• It is the role of the chair to set the agenda,
introduce items, and decide who speaks to the
issues.
 Writing The Minutes Of Meetings
Remember that you are summarizing the most important issues, so
you need to use a number of skills at the same time
• good listening skills
• the ability to summarize
• good note-taking skills
Your job is to distinguish the less from the more important points
of discussion. For this you can use your own system of
abbreviations
 At The Meeting

• listen attentively, jotting down key words

• use the agenda document as a template
• leave enough space between items for your jottings
• summarize what’s said, using a system of shorthand
• ask for clarification if necessary
• Make sure you have a copy of the meeting agenda.
Get to the meeting early so that you can record the
names of other people as they arrive – if you know
them.
• Do not intrude any of your own opinions into the
record of events. Your task is to appear neutral and
impartial – even if you have strong feelings about
hate topics being discussed.
 Notes on the Agenda
1. The name of the meeting or group
2. Those in attendance
3. Minutes of the last meeting
4. Agenda item One
 Template for Meeting Minutes
1. Name of Organization or group
2. Name of Meeting – it might be a regular meeting or one with a
specific purpose
3. Date of Meeting
4. Names of those attending – plus their positions or the
organizations they represent
5. Apologies for absence – those giving their apologies for non-
attendance
•6. Agenda item One – This is usually the
minutes of the last meeting
•7. Agenda item Two
•8. Agenda item Three … and so on …
•9. Date of the next meeting
•10. Any other business
Westleigh Maintenance Company Ltd
Annual General Meeting
Monday 21 November 2017
Present
Julie Culshaw, Mary Greenhalgh, Vera Sisson, Ingrid Kempster, Edward Kempster, Irene
Rodger, Colin Rodger, Gerry Clarke, Edith Pickles, Pat Powell, Heather Pollitt, Roy
Johnson.
Apologies
Manoj Hira, Reg Marsden, Lavinia Marsden, John Sillar
1. Minutes of the last AGM held on 22 July 2009 were accepted.
2. The accounts for the year ended 31 March 2010 were accepted.
Although these showed an overall loss, this was due to late maintenance payments, and
these had since been paid.
3. Appointment of accountants
The finance director suggested that we remain with our current accountants, and this was
accepted.
4. Appointment of directors.
The current directors were all standing for re-
election. There were no nominations for new
directors. The current directors were re-elected.
5. Appointment of company secretary
Julie Culshaw moved a vote of thanks and
appreciation to the secretary and other directors in
recognition of the amount of work they undertook on
behalf of the Company.
Heather Pollitt was elected as secretary.
6. Increase in service charge
Because of the lack of any surplus to pay for improvements and
maintenance, the directors recently looked into the possibility of
arranging a bank overdraft. This was not pursued because of the
cost and the excessive bureaucracy attached. The possibility of
extraordinary payments was also discussed and rejected in favour
of an increase in the service charge.
The meeting finally agreed that the directors should prepare a
financial projection for the next one to two years, based on an
increase in the annual service charge to somewhere between
£1100 and £1200.
Any Other Business
7. Managing agents
The directors recently decided to end the relationship with the Guthrie Partnership
as managing agents, because it was felt that the directors themselves were able to
act more efficiently on behalf of Westleigh and its interests.
However, the advisory services of Alec Guthrie himself would be retained as and
when required for legal purposes.
8. Maintenance
Directors had spoken to Dave Roberts, who agreed to act as a point of contact for
local maintenance services. It was stressed that this did not represent an agreement
to cover the costs of any works commissioned: these could only be met following
agreement of the directors.
Gerry Clarke reminded the meeting that in cases where leaks from one apartment
were affecting another, the costs of any repairs and redecoration were the
responsibility of the owner causing the leaks.
9. Gardening
There was general dissatisfaction with the services provided by the current
gardeners. A quotation from another local gardening service had been obtained, and
it was agreed to change to this alternative service for a trial period once sufficient
funds were available – probably towards the end of September.
10. Purchase of freehold
The purchase of the freehold was now complete, and Westleigh owners were in a
position to either cease or continue making ground rent payments. Pat Powell
suggested that the current payment should be included in the annual service charge,
payable by one direct debit. This suggestion was accepted.
11. External re-decoration
The replacement of the finials, cleaning of driveways, and repainting of fascia
boards was almost complete. A vote of thanks was extended to Edith Pickles for
allowing the use of her garage for storage during these works.
The meeting concluded at 20.15