Minutes Template

Minutes of (…..Name of branch….) Branch
Meeting Held on (..Date..)

Present

List the names of the members present and any Union guests attending in attendance

AGENDA

Always try and insert a unique reference number against each of the items. This will assist you in identifying and link issues at future meetings

(Ref No) Apologies :

List the names of members who have forwarded their apologies

(Ref No) Minutes of Previous Meeting

Minutes are a brief but accurate record of the discussion and decisions reached. They link one meeting to the next and are usually taken by the Branch Secretary. The minutes should be printed and circulated so everyone has a copy. It is usually the case that the minutes of the previous meeting are read out and the Chair asks for these minutes to be accepted as a true record.

The new minutes should then reflect that:

The minutes of the meeting held on (…Date…) were circulated to the meeting and agreed as a true account.

(Ref No) Matters Arising

The chair will ask if there are any questions on items in the previous meeting’s minutes. Questions should be genuine and not an attempt to reopen the debate. Some items on matters arising may be covered later on in the agenda. Additional items may be raised at Any Other Business.

(Ref No) Correspondence

This is where circulars, press, letters are highlighted and brought to the attention of the members

(Ref No) Branch Representative Report

A report should be given by the branch reps outlining issues raised at Brigade Committee, Meetings attended, local issues, Brigade issues etc.

The list is not exhaustive but should be focused on important and appropriate issues.

(Ref No) Motions

Motions are formal proposals which are voted on at meetings. Once accepted by the meeting they are called ‘resolutions’ and become policy of that Branch.

Resolutions may just deal with local issues or may have a wider significance and are taken to Brigade Committee. If necessary and accepted Branch resolutions will be taken to regional and national level.

As ultimately Branch Motions can become brigade policy or national FBU policy, they need to be written down and worded clearly. If you plan to put forward a motion, write it down and submit it beforehand if possible. If a motion is proposed at a meeting, the Chair should write it down word for word before continuing the discussion. Members should note:

• a motion should deal only with one general topic
•  be clear about what you want to achieve
• word the motion clearly
• work out where to send the motion and if you want support from any other Branches

For a motion to be carried, it requires a proposer (usually the author) and a seconder from any branch member present at the meeting

(Ref No) Any Other Business

This is the part of the meeting where members present have the opportunity to bring an issue to the attention of the branch for discussion and resolution which normally should be of an urgent nature as all issues for discussion should have been forward in time frame for inclusion .

If the issue became a branch motion then it must to be recorded word for word in the minutes

Date of next scheduled Meeting:……………

Meeting closed at:………….

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