The minutes of board meetings are an important document of vital information and governance processes. They can be used as a basis for post-decision reviews and to hold boards accountable. They can also prevent the board from taking future cuts that could pose a problem for the organisation’s stakeholder.
Minutes are typically written by a member of the board who is the presiding officer or a member of the organization’s staff. It could be a scribe who has expertise in the process of writing board minutes, or a professional secretaire who knows what should be included in the minutes. It is crucial that the person who writes the draft minutes is clear about the expectations. This will allow to write notes that are unique and gives the board meetings credibility.
The first thing required is a declaration of the date, time and location of the board meeting, as this is essential to the accuracy of the minutes. The next step is to make an outline of the presiding officers, directors and nonvoting attendees. It is also important to note if any members attended via phone or online.
The minutes should be divided in two sections the substantive and administrative business. Administrative business includes things such as agenda approvals, a summation of previous minutes or the use of consent agendas (which reduces debate by acknowledging recurring items in one motion). Substantive business is more abrasive in content including updates from committees, briefings on risk management, as well as decisions regarding new service initiatives.