Secretary Minet

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Secretary Minet
Minute Taking: The Ultimate Guide For Secretaries - iBabs
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Minute taking is a skill that forms an essential element of every board secretary’s arsenal. The demand to complete this task quickly and accurately in meetings is not only important for the business, but it is also a legal requirement for board meetings in some countries. If you want to know more about taking effective meeting minutes, what they are, why they are important and what they should and shouldn’t include, this guide will reveal it all. 
Minutes are an official written record of the themes, purposes and outcomes of a meeting. They are sometimes referred to as ‘protocols ’ or ‘notes’, but the most common term is ‘minutes’. You can appoint any meeting attendee to take the minute, but most often it is a task for the secretary. 
You should keep the minutes of the meeting on record as a legal reference point either within your board portal software or on paper. Meeting minutes also serve to confirm the decisions made and the reasons behind them if someone questions them in the future. 
No one knows for certain why they are called the minutes of a meeting. However, one theory is that the term ‘minute’ derives from the Latin phrase ‘minuta scriptura’ . This literally means ‘small writing’, but can also mean ‘rough notes’, which makes sense in the context of minutes being a record of the main points of the meeting. 
Even though the word ‘minutes’ refers to something small in this case, it is pronounced like the unit of time rather than the adjective that means ‘tiny’. It is not thought to have anything to do with secretaries noting the times at which the members discussed various topics, which some people believe.
The secretary usually takes notes during the meeting before writing them up afterwards. They should then forward the document to the attendees from the meeting. At the next meeting, the attendees will either approve the minutes or ask the secretary to correct them before approving them. 
There are many reasons why it is important to take board minutes. Here are four major ones:
There are a number of key skills that minute takers need in order to perform the task accurately. They should be:
There are three main types of meeting minutes, but board meeting minutes usually fall into just one of those – action minutes. Here are details of the different forms of minutes:
Here is what you should include in meeting minutes:
These are items not to include in meeting minutes:
In the UK and most of the US , it is a legal requirement to take minutes at board meetings, and you should also perform that task during any meeting in which members vote on action points. This gives you a legal document to back up the decisions the meeting makes. However, for informal meetings without any voting, there is no requirement to take minutes. They can form a handy reference document in the future, but you may not feel it is worth the effort of documenting the meeting, depending on its intention. 
Here is a step-by-step on how to take good meeting minutes:
See our in-depth minute taking tips guide for more information on this topic.
There are a series of common minute taking mistakes that you should try to avoid. These include:
By the way, many of these mistakes can be avoided when you run paperless board meetings . You won’t have to worry about delivery and you will be able to easily track who received your minutes and who signed them. 
When a member highlights an error or omission in the previous meeting’s minutes, you need to make a correction. Firstly, you should ensure that there was a mistake. Check the details of the proposed error and see if it is genuinely incorrect or if the complainant was mistaken. 
If there really is an error, adjust the document accordingly and redistribute to members with a note stating that it has been edited. If you are using board meeting software , the new version automatically takes the place of the incorrect document and everyone involved always has access to the most recent version. 
It is best to correct the minutes before the next meeting so you do not need to state what was changed. In the event that someone flags a problem during the next meeting, at the point when the members are about to approve them, you need to note in the current meeting’s minutes that the previous meeting’s minutes were approved with a correction. You should also detail what you changed. The chair then needs to adjust the hard document and initialise the change. 
When the secretary is happy with the minutes from a meeting, they should present them to one of the directors for signing off. This will usually be the meeting chair, but it can be any board member. The secretary should also sign them to show that they are a legally binding document of what happened at the meeting. 
It is essential to distribute the meeting minutes to all board members following the meeting and the approval of the chair, whether they attended or not. This allows them to read and digest the document, working on action points in their name and ensuring that the details enclosed are correct. 
You can send meeting minutes through the post, by email or by using a board meeting portal that takes advantage of cloud technology. Allowing access to an online document has many advantages over hard copies or email attachments. 
It allows members to collaborate, and instantly flag up issues with the minutes. Rather than waiting until the next meeting and wasting time discussing errors, they can leave a note to tell the secretary exactly what they want to query. This gives the secretary the opportunity to clarify whether there is a mistake and to adjust the document if there is. 
As soon as they update the document on the board portal, everyone has instant access to the new version from their computer, tablet or phone. The secretary does not have to spend time emailing everyone with an updated document or posting out new copies, which is also time-consuming and expensive. 
It also means that, whenever the board member wants to refer to the minutes, they will always access the more up to date version. If there are multiple hard iterations of the minutes, it can be easy for a member to accidentally work from an outdated copy. 
Ensure you give details of who to contact with queries if you use hard copies, or how to flag issues if you use board meeting software. 
If you are looking for a free minute taking template for your business, there are lots of options around. Google Docs contains a number of different minute templates, from the formal to the informal. Similarly, Microsoft Office offers a series of examples for you to customise and use for your meetings.
This is what it looks like when the secretary fills in the template with the minutes of a meeting:
Meeting minutes must be approved in order to fulfil the company’s legal obligations. If they are not, it cannot be proven that the events of the meeting took place and that members had the chance to vote on a course of action. In the event of an audit or regulatory review, the business and the board members could find themselves in legal trouble. According to the Companies Act 2006 , only once authenticated by the chair can minutes be seen to be proof the meeting happened, the decisions were really made as is suggested and that they are valid. 
Meeting minutes should be detailed enough to give anyone who didn’t attend that meeting a clear impression of what was discussed and what was agreed upon. Too little information and they do not serve their purpose as a record of decision making. If there is too much detail, it can prove confusing and difficult to read and digest. 
After taking meeting minutes, it is important to craft them into a coherent report as soon as possible whilst the information is still fresh in the mind. This allows the secretary to better represent the discussions and decisions made without having to strain to remember why they made certain notes in the meeting. 
The minutes of a meeting are not confidential. They are a legal representation of what happened in the meeting and should be available to refer back to and to prove that the board adhered to proper processes. You should keep the minutes for ten years in case of audits or other investigations. However, there may be confidential items on the agenda and these should feature in minutes distributed only to those members who attended and were party to the confidential items when discussed in the meeting. 
Minute taking is a hugely important undertaking and a key administrative role. It is important to be as accurate and possible and to seek clarification on any points that don’t seem to make sense in order to make sure that the record is as full as possible. With legal requirements to uphold, as well as helping to inform anyone in the future seeking clarification on the reasons behind decisions, you cannot cut corners when taking minutes. This is where board meeting software is so helpful, allowing members to easily spot errors and have them corrected with the minimum of fuss. 
A record of the decisions that attendees make, the actions they must take to honour them and who is responsible for those action points. Must also record the actions taken by the board since the last meeting. 
More detailed than action minutes. They contain the same information plus details on the discussions that led to the decisions, with notes on who said what during the debate. 
Essentially these are transcripts of the entire conversation. This is not often necessary in a board meeting environment and is more common in the legal profession or similar area. 

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Mineta, formerly the mayor of San Jose, served as the nation's transportation secretary during the 9/11 terror attacks.
May 3, 2022, 05:06 PM EDT | Updated May 4, 2022
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ANNAPOLIS, Md. (AP) — Norman Mineta, who broke racial barriers for Asian Americans serving in high-profile government posts and ordered commercial flights grounded after the 9/11 terror attacks as the nation’s federal transportation secretary, died Tuesday. He was 90.
John Flaherty, Mineta’s former chief of staff, said Mineta died peacefully at his home surrounded by family in Edgewater, Maryland.
“His cause of death was a heart ailment,” Flaherty added. “He was an extraordinary public servant and a very dear friend.”
Mineta broke racial barriers for Asian Americans in becoming mayor of San Jose, California. He also was the first Asian American to become a federal Cabinet secretary, serving under both Democratic President Bill Clinton and Republican George W. Bush.
Bush went on to award Mineta the nation’s highest civilian honor, the Presidential Medal of Freedom. In a statement, the former president said Mineta was “a wonderful American story about someone who overcame hardship and prejudice to serve in the United States Army, Congress, and the Cabinet of two Presidents.”
“As my Secretary of Transportation, he showed great leadership in helping prevent further attacks on and after 9/11. As I said when presenting him with the Presidential Medal of Freedom, Norm has given his country a lifetime of service, and he’s given his fellow citizens an example of leadership, devotion to duty, and personal character,” the former president added.
The son of Japanese immigrants who spent two years of his childhood at a World War II internment camp, Mineta began his political career leading his hometown of San Jose before joining the Clinton administration as commerce secretary and then crossing party lines to serve in Bush’s Cabinet.
As Bush’s transportation secretary, Mineta led the department during the crisis of Sept. 11, 2001, as hijacked commercial airliners barreled toward U.S. landmarks. After a second plane crashed into the World Trade Center, Mineta ordered the Federal Aviation Administration to ground all civilian aircraft — more than 4,500 in flight at the time. It was the first such order given in the history of U .S. aviation.
It was Mineta who was subsequently charged with restoring confidence in air travel in the aftermath of the terror attacks. He oversaw the hasty creation of the Transportation Security Administration, which took over responsibility for aviation security from the airlines.
Within a year, the TSA had hired tens of thousands of airport screeners, put air marshals on commercial flights and installed high-tech equipment to screen air travelers and their luggage for bombs.
The effort was derided at the time for wasteful spending and causing long lines at airports. But Mineta, widely liked and respected in Washington for his deep knowledge of transportation issues, managed to escape the brunt of that criticism.
In 2006, he resigned at age 74 after 5 and 1/2 years in his post, making him the longest-serving transportation secretary since the agency was created in 1967.
Born on Nov. 12, 1931, Norman Yoshio Mineta was 10 and wearing his Cub Scouts uniform when he and his parents were sent to the Heart Mountain internment camp in Wyoming after Japan attacked Pearl Harbor.
He went on to graduate from the University of California, Berkeley, with a bachelor’s degree in business administration and serve as an Army intelligence officer in Korea and Japan. After three years with the military, he returned to San Jose to run his father’s Mineta Insurance Agency.
Mineta’s foray into politics came in 1967, when San Jose’s mayor tapped him to fill a vacant seat on the city council. He won re-election and served four more years on the council before winning the city’s top seat in 1971, making him the first Asian-American mayor of a major city, which now has an airport that bears his name.
Mineta was elected to Congress in 1974 and served 10 terms representing Silicon Valley. During his tenure, he pushed for more funding for the FAA and co-authored a landmark law that gave state and local governments control over highway and mass transit decisions.
The co-founder of the Congressional Asian Pacific American Caucus also scored a personal victory when he helped win passage of the Civil Liberties Act of 1988, which required the U.S. government to apologize to the 120,000 Japanese Americans forced to live in wartime internment camps. Former internees also received reparations of $20,000 each.
In 1993, Mineta became chairman of the House Public Works and Transportation Committee — another first — but he quickly lost the job after Republicans won control of the House in 1994.
Mineta resigned from Congress in 1995 to join Lockheed Martin Corp. as senior vice president of its transportation division, which built and operated electronic toll collection systems.
But Washington came calling again five years later when Clinton, in the final months of his presidency, appointed him to replace William Daley as commerce secretary.
Mineta then became the first cabinet secretary to make the switch directly from a Democratic to Republican administration. He was the only Democrat in Bush’s cabinet.
As transportation secretary, Mineta successfully promoted private investment in roads and bridges such as the Chicago Skyway and Indiana Toll Road and helped secure passage of a $286 billion highway spending plan after almost two years of wrangling with Congress.
After overseeing the rapid launch of the TSA, Mineta had his department downsized by almost two-thirds when the TSA and Coast Guard were moved to the Department of Homeland Security in 2003 in the biggest government reorganization in nearly six decades.
After retiring from public service, he joined the public relations firm Hill & Knowlton as vice chairman and settled with his wife, Danealia, in Maryland near the Cheasapeake Bay.

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FILE - President Bush, right, bestows the Presidential Medal of Freedom to former Transportation Secretary Norman Y. Mineta during a ceremony in the East Room of the White House in Washington, Friday, Dec. 15, 2006. Minet died Tuesday, May 3, 2022. (AP Photo/Pablo Martinez Monsivais, File) AP
By BRIAN WITTE and TERENCE CHEA, The Associated Press
ANNAPOLIS, Md. (AP) — Norman Mineta, who as federal transportation secretary ordered commercial flights grounded after the 9/11 terror attacks in 2001 , has died. He was 90.
John Flaherty, Mineta’s former chief of staff, said Mineta died on Tuesday at his home in Edgewater, Maryland, east of the nation’s capital.
“His cause of death was a heart ailment,” Flaherty added. “He was an extraordinary public servant and a very dear friend.”
Mineta broke racial barriers in becoming mayor of San Jose, California, earlier in his political career. He later became the first Asian-American to become a federal Cabinet secretary, serving under both Democrat Bill Clinton and Republican George W. Bush.
As Bush’s transportation secretary, Mineta led the department during the 2001 attacks and was later charged with restoring confidence in air travel in the aftermath of 9/11.
Bush went on to award Mineta the nation’s highest civilian honor, the Presidential Medal of Freedom. In a statement, the former president said Mineta was “a wonderful American story about someone who overcame hardship and prejudice to serve in the United States Army, Congress, and the Cabinet of two presidents.”
The son of Japanese immigrants who spent two years of his childhood at a World War II internment camp , Mineta began his political career leading his hometown of San Jose before joining the Clinton administration as commerce secretary and then crossing party lines to serve in Bush’s Cabinet.
In 2006, he resigned at age 74 after 5 -1/2 years in his post, making him the longest-serving transportation secretary since the agency was created in 1967.
Born on Nov. 12, 1931, Norman Yoshio Mineta was 10 and wearing his Cub Scouts uniform when he and his parents were transported to be incarcerated in Wyoming after Japan attacked Pearl Harbor.
He went on to graduate from the University of California, Berkeley, with a bachelor’s degree in business administration and served as an Army intelligence officer in Korea and Japan. After three years with the military, he returned to San Jose to run his father’s Mineta Insurance Agency.
Mineta’s foray into politics came in 1967, when San Jose’s mayor tapped him to fill a vacant seat on the city council. He won re-election and served four more years on the council before winning the city’s top seat in 1971, making him the first Asian-American mayor of a major city. It now has an airport that bears his name.
Mineta was elected to Congress in 1974 and served 10 terms representing Silicon Valley. During his tenure, he pushed for more funding for the FAA and co-auth
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