Meeting minutes are an important part of good P&C governance. They provide a clear record of what was decided and help ensure transparency, accountability and continuity over time. 

Good minutes are clear, factual and focused on outcomes. They are not a transcript of the meeting. 

What minutes are for 

Minutes exist to: 

• record decisions made by the P&C 
• provide a reference for future action 
• demonstrate that meetings were conducted properly 
• support handover to new office bearers 

Minutes should allow someone who was not at the meeting to understand what was decided, not everything that was said. 

What minutes should include 

Meeting minutes should generally record: 

• the date, time and location of the meeting 
• who attended and who apologised 
• confirmation of the previous minutes 

any motions, including: 

• the wording of the motion 
• whether it was carried or not 
• the outcome of any votes 
• key actions and who is responsible 

Minutes should be written in a neutral and factual tone. 

What minutes should not include 

Minutes should not: 

• record detailed discussion or debate 
• attribute comments to individuals 
• include personal opinions or commentary 
• capture sensitive or emotive language 

Including unnecessary detail can create confusion and risk for the association. 

Recording motions and decisions clearly 

Clear recording of motions is essential. 

Good practice includes: 

• writing the motion exactly as agreed 
• clearly noting the outcome 
• recording any required follow-up action 

If a motion is unclear during the meeting, it is appropriate to ask for clarification before recording it. 

After the meeting 

After the meeting: 

• draft the minutes as soon as possible 
• circulate them in line with your usual process 
• store them securely and accessibly 

Minutes are usually confirmed at the next meeting as a true and accurate record. 

Using minutes as a governance tool 

Well-kept minutes: 

• support consistent decision-making 
• reduce misunderstandings 
• provide continuity when committee members change 
• help resolve questions about past decisions 

They protect both the association and the volunteers involved. 

If you’re unsure 

If you’re unsure: 

• what to include 
• how much detail is appropriate 
• how to record a particular decision 

it’s appropriate to pause and ask for guidance, or to check your constitution and meeting procedures. 

Related resources 

• P&C meetings and decisions 
• Meeting procedures 
• Voting and decision-making 
• Understanding your P&C constitution 

Need a hand? We’re here to help.