The minutes of the board meeting are the official document that records the decisions and actions of the board. They are crucial for a variety of reasons, including governance policies, legal implications, and even accountability. They must be easy to comprehend, accurate and clear.
Making your minutes as concise and concise as you can aid in keeping your attention on the most important discussions, decisions and actions, while refraining from lengthy jargon. This is especially useful for boards with limited resources and strict deadlines.
The structure or format of your minute books can differ depending on the needs of your company or culture, as well as your style however, a few common elements are essential to be considered when taking minutes. These essential elements include:
The date and time of the meeting Recording the date and time can help future readers understand what transpired. It’s also a good idea to note the kind (whether regular or special) of meeting.
Content: Go over the minutes to ensure it accurately reflects what transpired during the meeting. Find any omissions or errors Be sure to cross-reference with other documents to ensure that the information is accurate and correct. Verify that all agreed upon action items and tasks for follow-up are documented in the minute. This includes any actions or follow-ups that were discussed during executive sessions (private or in-camera parts of the meeting to discuss sensitive topics such as alleged misconduct, personnel issues or financial issues with the auditor). These discussions should not be recorded in the board meeting minutes but should be recorded in the minutes of the closed session.