Consultant minutes takers are currently used in a number of groups operating in London including the London Food Co-ordinating Group and the All-Boroughs Health and safety Group. The following guidance is intended to help provide clarity on the role and to lay down best practice for minute takers and groups.

Both parties will wish to note that the use of minute taker services is subject to annual review by Alehm at the AGM. It does not in any way imply that any form of contract of employment exists between the parties involved. Individuals or organisations are recommended to seek legal advice on contractual liability, if required.

Responsibilities

Minute takers

1. The minute taker will be paid a set amount per meeting which includes all traveling costs and other expenses, attendance time at the meeting and production of the minutes. This amount will be set by Alehm annually at the AGM.
2. Minute takers are required to provide all materials and equipment which they require to minute the meeting, and to produce the minutes to the required standard following the meeting.
3. Minute takers are reminded that it is their own responsibility to declare any tax or national insurance liability to the appropriate body.
4. Minute takers may need the permission of any other company or organisation that they are employed by, and it will be their responsibility to seek this permission and provide evidence that it has been granted, if required.
5. Minute takers are requested to produce a draft of the minutes within 14 days of the meeting date (or other time as agreed with the Chair).
6. Minute takers are requested to invoice Alehm within four weeks of the meeting date and in any eventuality, all invoices must be submitted before 31 December in any given year.
7. If a minute taker is unable to attend a meeting they should notify the Chair immediately so an alternative individual may attend.
8. If a minute taker no longer wishes to provide services to a group, they are requested to notify the Chair at the earliest possible opportunity so that an alternative may be selected, and to notify the CIEH London Regional Policy Officer so that they will be removed from any lists.

Specialist groups

1. If a minute taker is required for a meeting, they may be chosen from a list of individuals currently providing these services for groups in London, available from the London Regional Policy Officer. However, other qualified individuals or organisations may also be chosen to provide this service.
2. In choosing a minute taker, groups are encouraged to look widely for someone suitable and to ensure that they have considered the experience, ability of the person carrying out the role, and their availability.
3. The Chair (or other representative) of the group will liaise with the minute taker about the style and layout of minutes to be provided initially (and as necessary thereafter) .
4. At the end of each meeting, the Chair (or other representative) of the group will sign to confirm that the minute taker attended and this information will be passed back with the invoice to Alehm by the minute taker.
5. The Chair will be responsible for circulating the minutes to the group (unless otherwise agreed with the minute taker) in a timely manner and at least 14 days before the date of the next meeting.
6. In the event of issues between the minute taker and the Chair, the Chair will attempt to resolve any issue and if necessary, bring it to the attention of the Alehm Executive Board who will take action as appropriate. This could involve ceasing to use the services of a particular individual or organisation.

Food group minute takers