Board meeting minutes are an essential tool for creating transparency, accountability and risk reduction. However, the way in which your minutes are written can enhance their effectiveness or defeat their purpose. Sloppy, inaccurate, or unclear minutes of a meeting could be a problem in the future, if they are ever required for legal reasons. This is why it’s vital to know what information should be included and what should be left out.
The date time, place, and location This ensures that the minutes are an accurate report of the meeting. It is also important to note whether it was an ordinary or special meeting.
Include the most important aspects of any reports that were made to the board along with any alternatives that were considered in the making of important decisions. You should also note the outcomes of the decision-making process and any votes taken.
Attendance: having a consistent person record minutes at each meeting, and having a backup in case they are absent, will result in clearer minutes. It’s also helpful to use minutes from the past as templates, so that a new minute-taker gets familiar with the procedure.
Keep your minutes as factual as possible and avoid emotional drama. Avoid political commentary, disagreements, arguments or criticisms. You should also remove insignificant chatter, jokes, and recaps of current events. It’s also important to keep track of any changes to the minutes.
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