Make sure the person keeping minutes feels comfortable asking questions. This is especially important in a telephone conference call.ĥ. Take roll call so that the person recording the minutes knows who is attending and speaking. It is harder to follow a meeting if the subject is complex or unknown.Ĥ. Make sure the person taking minutes is familiar with the topics. Record the name of your company, the purpose of the meeting, place, date, time, meeting chairperson, attendees and absent individuals.ģ. The agenda is a vital part of the meeting (either live or via conference call) and if the agenda is followed, it makes the process of writing meeting minutes very simple.Ģ. A good outline for your meeting minutes is a carefully prepared agenda.
Seven Steps to Help Properly Keep Minutes.ġ. Otherwise, you could be in violation of the law. During meetings with directors and shareholders, you may be required to record corporate minutes. It can be found online at .gov/fra.When it comes to running a business, you have to make sure that you keep proper books and records pursuant to your state’s law. The Office of the State Fire Commissioner maintains a database to help VFRA officials stay in compliance with various aspects of the law. “They are intended to help VFRAs comply with state law’s requirements on how state aid may be spent.” Miller said the audits can be very educational for relief associations across the state. Of its meetings as required by the VFRA Act.įirefighter relief associations are separate legal entities from affiliated volunteer fire departments, in this case the Parkview Volunteer Fire Department. The AG’s office recommended the relief association keep a permanent record “Without detailed minutes of meetings, evidence that relief association business was presented before the membershipįor approval does not exist,” the report stated. The audit also found the O’Hara-based Parkview VFRA did not maintain minutes of its meetings. “Furthermore, the relief association’s future state aid allocations may be withheld until the finding recommendation is complied with.” The auditor general’s report stated, “As a result of this improper expenditure, relief association funds were not available for investment purposes or to pay for expenditures authorized by the VFRA Act.” We’ll verify that they did in our next audit.” Parkview officials agreed with the audit findings and indicated they would take action to come into compliance.
“That appears to have been the case with the EMS radio equipment purchase that our auditors flagged. “In many cases, VFRA officials simply may not be aware of what qualifies as an authorized expense,” Miller said. It recommended that the relief association be reimbursed for the expenditure. The purchase benefiting emergency medical services does not comply with the VFRA Act as an allowable expense, according to the report. 31, 2021.įunds from the Volunteer Firefighter Relief Association Act are to be spent “to purchase safeguards for preserving life, health and safety of volunteer firefighters to ensure their availability to participate in the volunteer fire service,” according to the AG’s report. The auditor general’s report stated that the Parkview association spent $6,455 for eight Motorola radios, eight speaker mics and one charger for emergency medical service personnel between Jan. Multiple attempts to reach the Parkview relief association were unsuccessful. Via email June 28 that the findings were “fairly typical” of volunteer firefighter reliefĪssociations and not what the department would classify as egregious or extreme. The Parkview Volunteer Fire Department Relief Association made more than $6,000 in unauthorized purchases and failed to keep meeting minutes, according to a recent report by the state Auditor General’s Office.
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