The importance of minutes of meetings

The duties of a secretary are both extremely broad in scope and onerous. A secretary is obliged to record only what has been discussed at a meeting and choice of words is extremely important. Words not uttered should not be recorded in minutes. It is just as important to ensure important matters discussed is actually recorded in the minutes.  

The minutes must be a true reflection of the meetings that were held. As such it is also very important that the person who proposes and seconds the adoption of minutes knows what he is proposing and seconding to adopt.

Here are some points from a court case in The High Court in Sabah and Sarawak Civil suit No. K22-165

“No doubt the minutes said I seconded the motion but frankly………..”

 “It is unbelievable that an educated person like Mr.TKB will second something he has no knowledge about”. 

 “Further, if the amended election rules which was read out contained matters which TKB had not agreed to at the meeting, it is highly improbable that he would have seconded the motion to adopt it.”

The above shows the importance of proposing and seconding at board or other meetings. How much more important would it be to record what is being discussed?

“Mr.Yong explained that he had used the word “sui Hui” instead of “siu Sie” to describe the 10 minutes adjournment because ‘siu hui’ is normally used in the Chinese language in the context of a meeting when a break is taken and the length of the break is mentioned, whereas ‘siu sie’ is normally used where a person is doing something and takes a break i.e. rest.”

The above shows the importance of words recorded in minutes of meetings.

“………witnesses were questioned at length on their recollection of the precise words used”

 “In Kok Kee Kiat v Kuala Lumpur Stock Exchange Bhd the Federal Court approved the following passage-

“A conspiracy consists …in the agreement of two or more to do an unlawful act or to do lawful act by unlawful means.”

“First ‘TKB4’ was presented to the court as a true copy of the minutes of the preparatory meeting when that was not so………….”

You may read about importance of minutes of meetings in many sites in the internet including the following:

http://www.sowell-law.com/community-association-law/articles/the-importance-of-taking/