- The secretary must keep minutes of what is decided during the meeting.
- The minutes should contain the date, place, names of members present (or absent), and may contain a summary of the discussions.
- Minutes are written in a book with numbered pages and no page may be torn out. Minute books can be bought or purpose made pages can suffice.
- The minutes are read at the next meeting, just after the meeting has started.
- After the minutes have been read, the chairperson asks if everybody agrees that the facts are correct.
- If everybody agrees, the chairperson asks someone to suggest that the minutes may be accepted. (Proposed By;)
- If one person puts up his hand, the chairperson asks for a second. (Seconded By;)
- Thereafter the minutes are signed by the chairperson.
- If there are incorrect facts, these are discussed and corrected before the minutes are accepted. The correction must be signed by the chairperson.
- The names of the people who proposed and seconded the minutes are recorded in the minutes of the next meeting.
