Making minutes of meetings of the board is a major responsibility that requires attention to detail. Accurate minutes that reflect board decisions and discussions are essential to preserve records and protect directors in the future.
One of the first things you need to note down the time, date, and the location of the board meeting. This will allow future readers to determine the location and date of the meeting, and ensure they have all necessary information for review by the board or legal proceedings. It is also important to know whether this was a special or regular meeting.
Avoid adding your opinions or comments while recording discussions and decision. This is especially important when the discussion was contentious, because it could affect the legitimacy of the board’s meeting minutes. Make sure you stick to the facts. Inconsistent descriptions could expose your board to risk of liability.
Note any declarations of interest from directors or anyone who participated in the decision-making process. This will help prevent conflicts of interest from being ignored or not being noticed in the future and will ensure a greater level of accountability among board members.
If the secretary of the board or the member who records minutes is not able to https://powerboardroom.com/how-to-take-minutes-at-a-board-meeting/ attend, designate a replacement for these positions in advance. This will ensure that the minutes are recorded in a non-biased way and will be in the same format. It will also assist in keeping the board on the right track to produce accurate minutes for every meeting.