My last post was on the process of getting draft minutes approved.
This post lists the correct way to amend a draft set of minutes when at a meeting.
Imagine this scenario
The minutes from the last month’s (say September) meeting have already been distributed previously to meeting participants and they’ve had the opportunity to amend them.
We’re now at this month’s (October) meeting and we’re up to the agenda item of approving the minutes of the last meeting.
Someone wants to amend something. Wait! Can they do that? Haven’t they already had the opportunity to do that? Yes they have, but they’re still entitled to have another shot at them.
So what happens now?
A participant may say:
“On page 3 of the minutes, can we change ‘party’ to ‘picnic’?”
The minutes of today’s meeting (October) will record the following:
That the minutes of the (date) September meeting be accepted as a true and correct record with the following amendment:
Page 3 Under “Christmas Function” – Change ‘party’ to ‘picnic’
Moved: J Bloggs
Seconded: P Smith
The chairman can then make the above amendment on the hard copy and initial the change.
Is this the process you follow for recording amendments to minutes?