Chapter 3 » 3.14


Advice to clerks

Do not be afraid to ask the meeting to wait while you prepare your minute. You will then usually be able to complete it and have it accepted in that meeting. In some cases you may need to have time for reflection and to bring in a minute after an interval in the meeting.

Make sure that the minute covers all the points on which a decision is required and remember that reference may need to be made to it in the future. Where minutes record the presentation of reports which will be filed with them, it should not usually be necessary to quote the contents at length in the minutes themselves.

You may be required to draft a minute of record concerning a past event, a minute of exercise, which indicates the area and range of the discussion and records the experience or progress of the meeting, or a minute of decision.

Remember that any minute you present is only a draft minute until the meeting has accepted it as its own. If you have drafted alternative decisions, be ready to minute a decision of the meeting which is different from all the possibilities you had in mind. Accept with good grace improvements to your draft made by the meeting. The drafting of a minute is a spiritual exercise. Every clerk needs the full support and attention of the meeting, so that together they may achieve high standards of clarity and accuracy.

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