The minutes of the board meeting are the official record of the decisions and actions of a board. They’re crucial for a number of reasons, including legal implications, governance policies and even accountability. They should be clear, precise and simple to read.
Making your minutes as concise and concise as possible can aid in keeping your attention on crucial discussions, decisions, and actions while also making sure you don’t use too much verbiage. This is especially beneficial for boards with limited resources and tight deadlines.
The format or structure of your minutes will vary in accordance with your organization’s requirements, culture, and style However, a few standard elements are essential to be considered when drafting notes. These important elements include:
Time and date of the meeting: Recording clearly the time of the meeting will make it easier for future readers to understand the event. It’s also a good idea to note the type (whether regular or special) of meeting.
Content: Go over the information in your minutes to ensure that it accurately describes what happened at the meeting. Check for errors or omissions and make sure you cross-reference with other documents to make sure that the information is accurate and correct. Make sure that all agreed-upon action items and tasks for follow-up are recorded in the minutes. This includes any actions or follow-ups that were discussed during executive sessions (private or in-camera portions of the meeting to discuss sensitive subjects like alleged misconduct, personnel matters or financial issues with the auditor). These conversations should be documented in the closed session’s minutes and not included in the main body of the minutes of the board meeting.