The minutes of board meetings are an important part of governance. They serve as an archive of decisions and discussions, but they also act as a legal document in the event of litigation. It’s important to make sure that you get the minutes correct. A badly written set could leave gaps that could make you liable. The good news is that a clear, concise, and accurate body section is simple to write using the right tools and procedure.
In general your minutes should not provide opinions or a view of what happened. You should also be sure to list all the important decisions and actions and any follow-up actions that have been agreed upon. Additionally, you must include all attendance information and the names of attendees who are not voting including guests or consultants in your board minutes. This includes whether they are attending in person, over the phone, or via online.
Also, make sure to include a brief description of the time, date, and location of the meeting. It’s helpful to include the type of meeting, as well as whether it’s a regular, annual or special board session. You should also include any details regarding the date and time of the meeting, when it was called, and the consensus. You do not need to record whether anyone decided to vote in favor or against an individual motion. However, it is important to not forget to record the vote and the outcome. In some instances your board may have to discuss sensitive or confidential topics in private, which means those conversations will be recorded in closed session minutes.
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