When you are writing board meeting minutes the goal is to make a precise record of the proceedings at the meeting. This can provide legal protections in the future. It is essential to pay attention on the crucial discussions and the decisions that were taken at the meeting. That means you’ll want to make sure that all necessary details are recorded, including the names of all attendees (includes those who attended in person, on the phone, or online) and their roles, and an account of the time in which the meeting concluded.
The minutes of your board should not be simply a record of all comments and opinions that were expressed. The minutes of your board should be neutral and free of any inflammatory or savage words, personal disagreements or political commentary. You’ll also want to remove any tangents or idle chats that were discussed, since they could create liability issues should your board ever be required to review the minutes.
Board meetings often have discussions that diverge from the agenda. These should be clearly marked as off the record and not included in your meeting minutes. Instead, you should mention that the board discussed the topic that was not on the agenda, and don’t record any details about the discussion. In the same way, you should record how board members voted against or for certain motions and document their rationales. This provides a clear, impartial record of the vote and could be useful in the event of legal issues that may arise in the future.
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