The minutes of board meetings are an essential aspect of governance. They not only serve as a record of decisions and discussions, but they also act as an official document in the case of litigation. This is why it’s so important to make sure they’re written correctly: a poorly written set of minutes can leave gaps that can open your company to liability. The good news is that a clear, concise, and accurate body section is simple to produce with the right tools and processes.
Generally speaking, your minutes should be unbiased and avoid giving opinions or interpretations of what happened. You should also be sure to record all important decisions and actions, as well as any follow-up work that has been agreed on. Additionally, you should capture all attendance details and a list of nonvoting attendees (such as consultants or guests) in your board minutes, and note whether they’re there in person, over the phone, or online.
Make sure you include a description of the date, time, and location of the meeting. It’s also helpful to state the type of meeting – whether it’s a regular or an annual, or special board meeting. You should also include any information about the date and time of the meeting, as well as how it was called, or if there was a consensus. You should not record the number of people who voted for or against a motion however, you should note the manner in which the motion was voted on and the result of that vote. In certain instances the board might have to discuss sensitive or confidential topics in closed-door sessions. These conversations will be recorded.