Meeting minutes are a crucial part of any meeting, serving as a record of what was discussed, decided, and action items assigned. They help ensure everyone is on the same page and provide a reference point for future meetings.
Key Components of Meeting Minutes:
- Date, time, and location of the meeting
- List of attendees and absentees
- Summary of discussions and key decisions
- Action items and responsibilities assigned
- Next steps and follow-up tasks
- Date and time of the next meeting
Best Practices for Taking Meeting Minutes:
- Review the meeting agenda beforehand to understand the topics to be covered
- Take notes during the meeting, focusing on key points and decisions
- Clarify any unclear points with the meeting chair or participants
- Distribute the meeting minutes to attendees and stakeholders promptly after the meeting
Here is the suggested format for schools:
Held On: The column named as "Held On" is filled with the date of meeting. As per order of higher authority meeting is held on first Thursday of every month.
The: Meeting number. It should be noted that meeting number is started with the beginning of financial year i.e. 1st of July to 30 June.
Day of: It is always Thursday.
At: Write schools name with address.
At: Write start time of the meeting.
Present: Here write the names of the members of school council. Against every name there must be signature of that member.
Proceedings &
discussions: In this column first of all write start time of the meeting then write end time of the meeting. Then heading for "Agenda". Under this heading write all the agenda or works to be done in the current month with numbering. For example: Monthly pay for part time coach or sweeper, electricity bill for the month ------- and so other working like white wash if needed, plants, furniture repair, building repair etc.
After writing agenda, start writing minutes of meeting- how meeting get started, who supervised it and then discuss all agenda points one by one.
Conclusions &
Resolution: After completing all discussions and proceedings, write the conclusions of meeting and decisions made by council members.
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