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The minutes of board meetings are an important tool to promote transparency, accountability and risk-reduction. However, the manner in which your minutes are written can help them be effective or hinder their purpose. Incorrect, incongruous or unclear meeting minutes can be a liability in the future if they ever are required for legal reasons. That’s why it’s important to understand what must be included — and what’s best removed.
The date time, place, and location This will ensure that the minutes are a factual report of the meeting. It is important to note of whether the meeting was a regular, special or annual.
Include the most important aspects of any reports that were presented to the board, along with any alternatives that were considered when making important decisions. Also, you should record the outcomes of the decision making process including any votes that were taken.
Attendance: Having a consistent person take minutes at every meeting, and having a backup if they are absent this will result in clearer minutes. It’s also beneficial to use minutes from the past as templates so that any new minute-taker is comfortable with the procedure.
Keep your minutes unbiased and stay clear of emotional drama. Avoid political commentary, disagreements or criticisms, or arguments. Idle chats and jokes, current events recaps, and other conversations that are not related to the topic should be removed from the minutes too. Also, it is important to record the revision timeline of the minutes so that any changes are clear.
