Legal Definitions - minutes book

A minutes book (also known as a minute book) is an official, permanent record, which can be physical or digital, containing the written summaries of discussions, decisions, and actions taken during formal meetings of an organization. It serves as an authoritative and historical account of the proceedings, ensuring transparency, accountability, and providing a reference for past governance and operational activities.

• Imagine the board of directors for "Global Pharma Corp." holds a quarterly meeting to discuss financial performance, new drug development, and executive appointments. The corporate secretary meticulously records all attendees, the agenda items, the key points of discussion, any motions proposed, the results of votes, and the final resolutions passed. These approved summaries are then compiled and stored in a secure digital archive, which functions as the company's minutes book. This record is essential for legal compliance, shareholder transparency, and tracking the company's strategic direction over time.

• Consider a local "Community Arts Council" that meets monthly to plan events, allocate grants, and manage its budget. During these meetings, a designated volunteer secretary notes down who is present, what topics are debated (e.g., funding for a new mural, dates for an art fair), and every decision made, including the specific amounts of grants approved. These official records are then printed, signed by the chairperson, and bound into a physical ledger, forming the council's minutes book. This allows council members and the public to review past decisions and understand how the organization has operated.

• Think about a university's "Faculty Senate" that convenes to discuss academic policies, curriculum changes, and faculty governance. The senate clerk records the attendance, the specific proposals debated (e.g., a new grading system, changes to graduation requirements), the arguments for and against, and the final vote on each item. These detailed accounts, once approved by the senate, are uploaded to a dedicated section of the university's intranet, serving as the official minutes book. This digital record provides a clear history of academic policy development and ensures continuity in the university's educational standards.