The minutes of board meetings are an important instrument to increase transparency, accountability, and risk mitigation. The way your minutes are drafted can determine their effectiveness or not. If they’re required in the future due to legal reasons, unorganized or unclear minutes of board meetings can be a liability. It is crucial to understand the information that should be included and what should be excluded.
The date the time, location, and date This ensures that the minutes are a factual report of the meeting. You should also note whether it was a regular or special meeting.
Summary of the agenda: Include the major elements of any reports that were presented to the board, as well as any alternative options to be considered for major decisions. It is important to note the outcomes of the decision-making process, including any votes that were taken.
Attendance: Having the same person take the meeting minutes at every meeting, and having a backup in the event that they are absent will result in more regular, clearer minutes on the board. It’s also beneficial to use minutes from the past as templates, so that any new minute-taker has a good understanding of the process.
Stick to the facts – not the emotional drama Make sure you keep critiques, personal arguments or disagreements, and political commentary out of your minutes. Idle chat, jokes and recaps of current events and other unrelated conversation should be left out of the minutes as well. Also, it is important to record the revision history of the minutes so that any changes are made explicit.
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