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Within most organizations，meetings among members of departments committees are a regular occurrence．Some meetings are held at fixed intervals(such as weekly or monthly)and others are called for special reasons．Minutes are written records of everything that transpires at a meeting．They are prepared for the company files，for the reference of those in attendance，and for the information of absentees．

Minutes are prepared by a secretary who takes thorough notes during the proceedings．Afterwards，he prepares a draft and includes all the pertinent11 information．(It is usually the secretary's responsibility to decide which statements or actions at a meeting are insignificant and so should be omitted from the minutes．)

In preparing the minutes，the secretary may include complete versions of statements and papers read at the meeting．The minutes of formal meetings(of，for example，large corporations or government agencies)，where legal considerations are involved，are made verbatim12，that is，they include，word for word，everything that is said or done．

The weekly meeting of the Capitol Improvements Committee of the Foster Lash Company was called to order15 at 11 a．m．in the conference room by Ms．Stuart．The minutes of the meeting of October 1 were read by Mr．Negron and approved．

The main discussion of the meeting concerned major equipment that should be purchased by the end of the year．Among the proposals were these:

Ms．Woo presented information regarding three varieties of office copying machines．On the basis of her cost-benefit analysis16 and relative performance statistics，it was decided，by majority vote，to recommend the purchase of a CBM X－12 copier．

Mr．Browne presented a request from the secretarial staff for new PCs．Several secretaries have complained of major and frequent breakdowns of their old machines．Ms．Franklin and Mr．Browne are to further investigate the need for new PCs and prepare a cost comparison of new equipment versus17 repairs．

The committee will discuss the advisability of upgrading account executives'personal computers．The report will be presented by Sheila Glun at the next meeting，to be held on October 15，2010，at 11 a．m．in the conference room．

The meeting adjourned at 11:45 a．m．

The format used for minutes varies from one organization to another．But the minutes of any meeting should contain certain basic facts:

(1)the name of the organization;

(2)the place，date，and time of the meeting;

(3)whether the meeting is regular(monthly，special，and so on);

(4)the name of the person presiding;

(5)a record of attendance(for small meetings，a list of those present or absent;for large meetings，the number of members in attendance);

(6)a reference to the minutes of the previous meeting(a statement that they were read and either accepted or revised，or that the reading was dispensed with);

(7)an account of all reports，motions，or resolutions made(including all necessary details and the results of votes taken);

(8)the date，time，and place of the next meeting;

(9)the time of adjournment13．

Formal minutes would include，in addition to greater details，the names of all those who make and second motions14 and resolutions，and the voting record of each person present．