The minutes of the board meetings are an essential element of good governance since they ensure that each discussion and decision is recorded. The responsibility of taking minutes at a board meeting usually are the responsibility of the board secretary or a person designated for this job.
The person who records the minutes of the meeting must listen and accurately record the entire conversation even when directors are debating a particular topic or discussing the same issue. Additionally, the minutes could be scrutinized by a court of law in a legal case against the company, therefore they must be as objective and neutral as is possible to shield the company from risk of liability.
Find out the date and time of the meeting. This information is necessary to organize your minutes document following the meeting. It also minutes of the board meeting makes it easy for readers to find information quickly. You must also state whether the meeting was a regular one or a special one. an emergency, or an executive session.
The list of attendees for the meeting. This includes presiding officers as well as board members and non-voting participants like guests, staff members and other attendees. Maintaining a precise record of who was in attendance is important, especially for recording meetings held remotely.
Include a summary of each agenda item, along with brief summary sentences or two that includes the major topics of discussion and any major decisions made. It is important not to include too numerous details. Detailed minute books can overwhelm readers and make it difficult to understand the direction of the company.