The minutes of board meetings are an essential part of governance. They serve as an archive of the discussions and decisions made, they also serve as legal documents in the case of litigation. It is crucial to ensure that you have the minutes right. A poorly written set can leave gaps that could expose you to liability. It’s easy to make the body section that’s precise, concise and clear using the right tools.
Generally speaking, your minutes should be objective and refrain from expressing opinions or interpretations of what happened. Also, you should be sure to list all the important decisions and actions including any follow-up actions that have been agreed upon. Additionally, you must include all attendance information as well as an attendance list for non-voting attendees like consultants or guests, in your board minutes. This includes whether they’re in person, over the phone, or online.
Include the date, the time, and the location of the meeting. It’s also helpful to state the type of meeting you’re holding, whether it’s a normal, an annual, or special board meeting. It’s also helpful to include information about the date and time of the meeting, the manner in which it was called, and the majority of the attendees. It is not necessary to note the number of people who voted for or against a motion, however, you should note the manner in which the motion was considered and the result of the vote. In certain situations your board may have to discuss sensitive or confidential matters in private, which means those conversations will be recorded in closed session minutes.
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