AGM minutes are the official legal record of an Annual General Meeting, detailing key decisions, votes, and proceedings, such as officer elections, financial report approvals, committee reports, and Bylaw amendments. They serve as a compliance document for, regulations, providing a formal summary of the year's performance for membership.
What Are Minutes - Meeting minutes are notes that are recorded during a meeting. They highlight the key issues that are discussed, motions proposed or voted on, and activities to be undertaken. The minutes of a meeting are usually taken by a designated member of the group such as the organizations Secretary. Their task is to provide an accurate record of what transpired during the meeting. Minutes are not a verbatim or chronological account of a meeting, and they do not normally reference individual points made in discussion.
Distribution – Minutes for your organization should be completed and submitted to everyone listed on the Minutes Distribution List within 48 hours of your meeting. Minutes are submitted via email with the exception of Official Archives which may require a hard copy.
Structure – Minutes should follow the agenda and the flow of the meeting. All Meetings and minutes should follow Robert’s Rules. Minutes should start with the attendance and continue through the motion to close the meeting (opening and closing of the meeting should have times attached.) Each topic that is discussed should have a brief paragraph summarizing what was discussed. Motions should be found in the minutes as they occurred in the meeting.