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CS Professional · CSR and Social Governance · Model Code for Meetings of Non-Corporate Entities

During a meeting of a trust's managing committee, two members exchanged heated personal remarks, including an unproven allegation of dishonesty against a third member. The secretary is preparing the minutes. What should she do?

The secretary should record the business transacted and decisions taken but leave out irrelevant and defamatory remarks. Minutes are a fair record of proceedings and decisions, not a transcript, and an unproven allegation should not be placed in the permanent record.

  1. ARecord the decisions and relevant matters but omit the defamatory and irrelevant remarksCorrect
  2. BInclude the entire exchange to show the minutes are complete
  3. CLeave out the meeting entirely since it was disorderly
  4. DRecord the allegation but only name the member who made it

Explanation

Minutes record decisions and matters relevant to the business, not irrelevant or defamatory remarks. Including the allegation would put an unproven defamatory statement in a permanent record. Omitting the whole meeting would make the record incomplete.

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