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The minutes of board meetings are the official record of a board’s actions and decisions. As such, they’re important for a variety of reasons that include legal implications, governance policies as well as accountability. They should be precise, clear and simple to read.
Keep your minutes as brief and concise as you can to avoid spending time on lengthy sentences and keep the focus on the most important decisions as well as discussions and actions. This is particularly useful for boards that have limited resources and strict deadlines.
The structure or format of your minutes may differ in accordance with your organization’s requirements or culture, as well as your style however, a few common elements should be taken into account when drafting these minutes. Some of these important factors include:
The date and time of the meeting: Documenting the date and time will help future readers better understand the events that transpired. It’s also recommended to record the nature of the meeting (whether regular or special).
Content: Review the information in your minutes to ensure it accurately reflects the events that occurred at the meeting. Check for errors or omissions Be sure to cross-reference with other documents to make sure that the information is accurate and accurate. Make sure that all agreed-upon actions and tasks to follow-up are recorded in the minute. This includes any follow-ups or actions that were discussed during executive sessions (private or behind closed doors portions of the meeting where sensitive issues such as allegations of misconduct as well as personnel issues or financial issues with auditors are discussed). These conversations should not be included in the minutes of board meetings however, they should be included in the minutes of the closed session.
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