The minutes of board meetings are a vital tool for fostering transparency, accountability, and risk mitigation. The way that your minutes are written will either determine the quality of your meeting. Poorly written, incorrect or unclear minutes of a meeting could be a problem in the future, if they ever need to be used for legal reasons. It is important to know what information is required and what should be removed.
The date the time, location, and date This ensures that the minutes are a factual account of the meeting. You’ll want to make note of whether the meeting was regular or special. It’s also important to note whether the meeting was annual or regular.
Summary of the agenda: Include the major elements of any reports that were submitted to the board, as well as any alternative options that were considered for crucial decisions. You should also record the outcomes of the decision-making process and any votes taken.
Attendance: Having one consistent person take minutes at every meeting, and having a backup in case they are absent, will result in clearer minutes. It’s also helpful to use old minutes as templates so that any new person taking the minutes is familiar with the way it functions.
Keep your minutes as factual as possible and stay clear of emotional drama. Avoid political commentary, disagreements or disagreements or criticisms. Idle chats and jokes or recaps of the latest events and any other non-related conversations should be omitted from the minutes too. It is also essential to record any changes to the minutes.
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