Whether your board is using an online portal for board meetings or paper for meeting minutes, taking thorough and accurate notes is crucial to keeping the organization informed. To accomplish this, you must be aware of what you should include – as well as what you should not to include.
If you want to document how members voted, then the minutes should be limited to votes in support or against the decision but not the names of the people who proposed the motion, and who voted on it. This helps protect the board from legal challenges later on. The only exception is when the executive pay or financial transactions that involve board members are involved In these instances the names of the people who voted should be recorded as well as justifications.
Include any information that clarifies the board’s decision to make it clear in your meeting minutes. This can include the comments of your lawyer or chairman, but not their opinions or conclusions unless explicitly stated. Include any reports or presentations that were presented at the meeting. This will enable your board to be aware of any relevant updates from different committees, and offers insights for the entire team.
Keep in mind that the minutes of board meetings are an evidence of the board’s decision-making procedures. They must be objective and unbiased. It is best to not record personal opinions, disagreements, disagreements, political discussions or idle chat. Concentrate on recording important decisions and facts, with an impartial tone, even when there is tension in the room.
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