Minutes of the board meeting are a crucial piece of governance. They’re not only an recording of the discussion and decisions but they also serve as a legal record in the event of a lawsuit. It’s important to make sure that you have the minutes correct. A poorly written set can have gaps that could lead to liability. It’s easy to create a body section that is clear, concise and precise using the appropriate tools.
In general, your notes should be unbiased and avoid giving opinions or interpretations of what happened. Be sure to list all the important decisions and actions, as well as any follow-up work that has been agreed on. In addition, you should include all attendance information, as well as an attendance list for non-voting attendees, such guests or consultants in your board’s minutes. This includes whether they are in person, via phone, or via online.
Include the date, the date, the time, and the location for the meeting. It is also important to specify the type of meeting–whether it’s a normal, an annual, or special board meeting. You should also state if a quorum was present, as well as any details about how the meeting was called and the date it was held. It is not necessary to record who voted in favor or against a motion, but you should note how the motion was voted upon and the result of that vote. In some instances your board may have to discuss sensitive or confidential topics in private, which means that those conversations will be recorded in closed session minutes.
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