Minutes of the Board Meeting

The minutes of board meetings are a crucial part of governing. They serve as documents of decisions and discussions, they also serve as legal documents in the event of litigation. It’s crucial to ensure that the minutes are correct. A poorly written set can have gaps that could expose you to liability. The good part is that a clear and concise body section is simple to produce with the right tools and processes.

In general, your notes should be objective and refrain from giving opinions or interpretations of what happened. Be sure to include all key decisions and actions including any follow-up work that has been agreed on. Additionally, you must include all attendance information and a list of non-voting attendees such as consultants or guests in your board minutes. This includes whether they’re attending in person, via phone, or online.

Finally, be sure to include a statement of the date, time and location of the meeting. It’s helpful to include the type of meeting, too–whether it’s a regular, annual or special board meeting. You should also indicate whether a quorum was present in addition to any details on how the meeting was held and when it was called. You shouldn’t record who was in favor or against a motion, but you should note how the motion was voted upon and the outcome of that vote. In certain instances the board might have to discuss sensitive or confidential issues in closed sessions. These conversations will be recorded.

features of meeting management software