TUA Meeting Minute Distribution Policy

This page details the processes involved with distributing TUA meeting minutes. This process aims to ensure that thorough and factual minutes are distributed to the relevant parties in a timely fashion. In particular, meeting attendees are given the opportunity to review the minutes prior to acceptance and subsequent distribution of the minutes to the general public.

The following process is used to collect and distribute the meeting minutes.

During a meeting the nominated minute taker will take meeting minutes as accurately as possible. It is recognised that a significant amount of discussion is undertaken during a meeting and as such the entirety of conversations may not be minuted. It is also recognized that the accuracy of some minutes may not be 100% given the volume of information gathered.

That said, the minute taker shall endeavour to capture minutes as thoroughly and accurately as possible. Particular attention should be paid to stated facts and also decisions made within the meeting. All votes and subsequent outcomes should be present in the minutes. The full list of expenditure that was approved at the meeting should also be included in the relevant section.

After the meeting the minute taker shall convert the notes that were taken into a first draft of the meeting minutes.

Once the draft has been completed the minute taker shall distribute the meeting minutes to the TUA Committee. Any additional meeting attendees that have been noted in the minutes shall also receive a copy of the draft meeting minutes.

If deemed necessary the minute take may stipulate a timeframe in which they will accept feedback on the minutes for incorporation in the final product. This timeframe should be at least one week.

Committee members that were present at the meeting and other meeting attendees should review the draft minutes. The reviewers should check the general accuracy of the meeting minutes in addition to carefully checking the accuracy of the minutes for discussions in which the reviewer was involved and made specific points.

Each reviewer should provide feedback to the minute taker. If no problems are found with the minutes the reviewer should also let the minute taker know that no changes are required on their behalf.

The minute taker will then incorporate all the feedback into the minutes. This process may involve a series of communication between the minute taker and the reviewer to ensure the appropriate context and information is represented within the minutes.

Once all the feedback has been incorporated into the minutes the minute taker will resend the minutes to the TUA Committee and any other relevant meeting attendees. The minute taker should indicate that these minutes are the ones that will be tabled at the next TUA meeting for approval.

The distribution of the final draft should occur at least 3 days prior to the next scheduled TUA Meeting.

During the next TUA Meeting the meeting minutes are tabled and approved.

Approved meeting minutes should then be added to the TUA website and also sent to the TUA Admin mailing list. This will ensure that all interested parties will have access to the minutes.

It is recognised that minute taking can be a difficult undertaking. As such special consideration should be taken upon reviewing of the minutes and when providing feedback to the minute taker.

Conversely, the minute taker should strive to recognise that the feedback is being provided to ensure the minutes are thorough and accurate rather than making a statement on the ability of the minute taker themselves.