It is important to record discussions and decisions of all meetings – hence the inclusion of a Secretary in the group. Standards requirements are:
Secretary takes minutes of meetings
Minutes are ‘passed’ at the next meeting – to verify their accuracy
Minutes are distributed to all who attended the meeting, and all group members who were absent from the meeting
Minutes are distributed to all relevant stakeholders
Minutes are filed – for later reference, if necessary
All materials, information, data, reports, letters, documents tabled or discussed at these meetings should also be filed.