Minutes of the board meeting are a crucial aspect of good governance that ensure that every discussion is recorded and decision. The board secretary, or someone else designated for this role is typically the person responsible for recording minutes of the meeting.
The person who records meeting minutes must be capable of listening and record the entire discussion even if a few directors are discussing an issue or arguing with one another. Minutes could also be scrutinized in court when the company is sued which is why they must be as objective and neutral in the event of a lawsuit.
Find out the date and time of the meeting. This information will help you make your minutes more organized following the meeting, and it makes it easier for the reader to find relevant information. You should also note whether the meeting is regular or emergency, special, or executive session.
List all attendees who attended the meeting, including the presiding officers and board members, as well as non-voting attendees such as staff members or guests. It is essential to keep a record of all attendees, especially when recording meetings conducted remotely.
Include a summary of each item on the agenda. This can be accomplished with a short paragraph or two of summary that summarizes the main topics discussed as well as any significant decisions made. It is important to avoid providing too excessive detail However, it’s important to not overdo it. The details of minute documents can be overwhelming for the reader and make it difficult to comprehend the direction of the business.