Minutes of board meetings are a vital aspect of governance–they’re not just an account of discussions 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 badly written set could create gaps that could lead to liability. It’s easy to create a body section that is clear, concise and accurate with the proper tools.
In general, your minutes should be objective and refrain from expressing opinions or interpretations of what transpired. You should also be sure to record all important decisions and actions, as well as any follow-up tasks that have been agreed on. Additionally, you must include all attendance information along with an attendance list for non-voting attendees, such guests or consultants in your board’s minutes. This includes whether they are attending in person, via phone, or online.
Also, make sure to include a brief description of the date, time, and the location of the meeting. It’s also helpful to indicate the type of meeting, whether it’s a regular or an annual, or a special board meeting. You should also include any information about the date and time of the meeting, as well as how it was called, and if there was a quorum. You do not need to record if someone decided to vote in favor or against the motion. However, it is important to note the vote and the outcome. In certain instances, the board may have to discuss sensitive or confidential topics in closed-door sessions. These discussions will be recorded.
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