If your board is using a board portal or paper for minutes of meetings, taking precise and accurate notes is crucial to keep the organization up-to-date. It is important to know what information to include and what information to not. For instance, if you document the vote of members on an issue the minutes should
If your board is using a board portal or paper for minutes of meetings, taking precise and accurate notes is crucial to keep the organization up-to-date. It is important to know what information to include and what information to not.
For instance, if you document the vote of members on an issue the minutes should record only votes for or against the decision, not the names of each person who voted for and supported the vote. This will protect the board against legal potential challenges in the future. The one exception to this rule is when there are votes on executive pay or financial transactions that involve board members in such cases, the names of those who participated must be recorded along with the reasoning behind the vote.
Include any information that clarifies the board’s decision in your minutes of meetings. It could include comments from your company’s attorney or chairman, but their opinions or conclusions must be explicitly stated. Include any website here reports or presentations that were presented at the meeting. This will enable your board members to be aware of any relevant updates and provide insights for your entire team.
Be aware that the minutes of board meetings are an account of the board’s decision-making procedures. They should be impartial and unbiased. Avoid recording personal opinions, disagreements or debates on politics, arguments, or even idle chat. Instead, focus on recording facts and critical decisions, while maintaining a neutral tone even when there is tension in the room.
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