Guidance notes
1. This is an outline template and includes instruction and variables for which you must enter specific detail (in yellow highlight or red or yellow red) to the chair/note taker which you are advised to remove/tailor accordingly.
2. Minutes need to be written to form an accurate record of what was said.
3. It is advised that you write full responses
Example
I went home because I was tired
and not
Bob said he was tired and that’s why he went home
4. There needs to be clear indication of who is speaking at any given time in the minutes and exactly what was said.
Where Chair is written you are advised to enter the initials of the Chair.
Where the employee (Resp) or companion speak, please use the same format and enter their initials on the left.
5. If there is a break, record the time the break starts and the time the meeting restarts.
6. If there is a reaction or raised voice, the minute taker should record this in the meetings.
Example
I am not a liar (shouted/raised voice/stood up to state…)
Likewise banging of fists, throwing items, leaving, shoving past etc. should also be recorded.
Should you be unclear on how minutes need to be taken,
please contact your Advisor ahead of the meeting
Please note:
A. It is only the minutes of a meeting that would inform a case should there be a Tribunal. (Not anything which you state was said but was not recorded in the signed minutes).
B. If there is dispute regarding the minutes, please contact your advisor.
C. It is best practice to provide your employee with copies of minutes for formal meetings where minutes were taken, and many companies do this as standard practice. If you do not and the minutes are requested, you are obliged to provide these without undue delay.