18. Committee Minutes Overview

The style, layout and numbering of the minutes should be in accord with the example in Section 20. Font should be Arial, size 12.

Note the format of recording of those present and any apologies.

Present:

[List all meeting members, Chair first, then alphabetical]  

Christine Hodgson (Chair), Kerri Akiwowo, Penny Briscoe, Graham Corfield, Andrea Davis…etc,

[Secretary goes last in list with 'Secretary' in parentheses]

Richard Taylor (Secretary)

In attendance: Jo Maher; Alex Owen…etc.

Apologies: Dan Parsons 

The key principle for minute writing is that minutes should be fit for purpose whilst being as concise as possible.

The following points and guidance apply to all formal Committee minutes and constitute best practice:

1. Minutes are not a full record of everything that was said in a meeting, rather they should focus on recording the key decisions and actions from the meeting.
2. Minutes should be written in accessible formal language and avoid being colloquial.
3. Minutes should generally be written in the past tense. Sometimes the present is more appropriate. The important thing is consistency across the whole set of minutes.
4. Undefined abbreviations/acronyms should not be used.  
5. Each section should be clearly titled and numbered in accordance with the example in Section 19.
6. Long continuous paragraphs of text should be avoided.
7. Decisions should be in bold.
8. Any key points of new relevant information or opinion which are important context to a decision, but which do not appear in the papers, may be noted.  
9. Generally wording should not attribute specific points to named individuals, except where this designates an action to be taken. However, on occasion it may be necessary to refer to the job title e.g. Director of Estates and Facilities Management or role on the committee i.e. Chair.
10. The main reasons for more controversial decisions and any major contrary views should be recorded. If a member specifically asks that his/her view be noted this will normally be included subject to the approval of the Chair. In this case an exception is made to the point in (e) above that points should not be attributed to individuals.
11. The content of the papers should not be repeated in the minutes unless desirable to create a comprehensible free-standing minute for a higher committee or other audience.
12. Actions on individuals or other bodies should be recorded explicitly and highlighted for ease of reference.
13. Minutes are easiest to write immediately after the meeting! 

The Chair should normally be sent the minutes for approval within one week of the meeting and before circulation to other members of the Committee. Once agreed with the Chair, the minutes should be circulated to the rest of the Committee electronically via Teams or Board Intelligence, ideally no more than 10 working days after the meeting (or less depending on the nature of the committee’s business). Minutes are only formally confirmed, however, when they are considered and approved at the next meeting. Only the confirmed minutes of Senate and Council need be signed by the Chair.