The minutes of the board meeting is among the most important documents that an organization can produce. The document’s purpose is to accurately record the decisions made at the meeting of the board of directors, as well as any follow-up actions. The minutes must be written with an impartial and objective tone to accomplish this. While this isn’t easy in a meeting with a high degree of conflict However, there are ways to ensure that the minutes communicate the event without revealing any personal bias or feelings.
The first thing to include is a brief outline. This will help anyone who reads the minutes to understand what happened. This section should include a description about the location of a meeting and whether there were remote attendees or not, as well as the name of whoever recorded the minutes. It’s also important to note the exact time the meeting began and ended, as well as who was in attendance (and if the regular minute-taker wasn’t present, who stepped in for them).
A second paragraph must be included that describes what the meeting’s content will be. It will typically contain two main components, substantive and administrative work. The first one includes items like agenda approval minutes of the most recent meeting, and a consent schedule that helps to speed up meetings by acknowledging items such as committee reports.
The latter includes the discussion on a variety of important topics. It is important that the minutes contain the results of the votes as well as the names of those who voted and those who voted against the motion. It’s also an excellent idea to record any major arguments that occurred during the discussion, but don’t go so that you know the person who said what — this can expose you to legal responsibility.
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