Minutes of Meetings
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Minutes in a standardised format must be taken of all regular meetings, annual general meetings, emergency general meetings and sub-committees. These minutes must record:
- the date of meeting
- time and location
- those present
- apologies received
- who was in the Chair
- all elections
- appointments
- votes
- agreed expenditure
- topics discussed and agreed actions.
- good minute taking is a skill, so that neither too little nor too much detail is included.
- as a permanent record of the community council's business, they are a very important document with both historical and legal implications.
- responsibility for the minutes rests with the secretary, although a minute secretary may be appointed for convenience.
- the format of the minutes follows closely that detailed for the agenda with subheadings corresponding to agenda items and each topic discussed.
- copies of the minutes should be circulated to all present, the local authority and the local library. (In Renfrewshire, the council circulates community council minutes.)
- Minutes of all meetings must be retained for future reference and passed on to each new secretary for safe keeping.



