Minutes of the board meeting are an essential part of governance. They’re not only an account of discussions and decisions but they also serve as a legal document in case of litigation. It’s essential to ensure that you get the minutes correct. A poorly written set can leave gaps that could expose you to liability. The good thing is that a concise and concise body section can be easy to create using the right tools and process.
In general, your minutes must be objective and refrain from giving opinions or interpretations of what happened. Include all important decisions and actions as well as any follow-up tasks. Also, be sure to keep track of all attendance information and a list of nonvoting attendees (such as consultants or guests) in your board minutes, including whether they’re attending in person, over the phone, or online.
Include the date, the time, and the location of the meeting. It is also important to specify the type of meeting you’re holding, whether it’s a regular, an annual, or a special board meeting. You should also indicate whether a quorum existed and any information about the manner in which the meeting was called and the time it was called. You should not record who was in support or against a motion however, you should record how the motion was voted upon and the result of that vote. In some instances your board may have to discuss sensitive or confidential issues in private, which means that those conversations will be recorded in closed session minutes.
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