i am the scribe for my bouscout troop, and basically, i have a set of notes on what happened at each meeting, and evereone is supposed to take notes, but if someone does not do their job or make the phone calls they are supposed to, they cant deny it because i have notes, you may want to do something like this where you take all the notes and tom writes that he needs to change the
bulb in the followspot and mary writes that she needs to find a rocking horse (to steal joe's examples) , because often when a full list of minutes are sent out people dont read them. that way if there is an argument they can always differ to you.