The minutes of board meetings are an essential element of good governance as they ensure that every discussion and decision is recorded. The secretary of the board or a person else assigned to perform this function, is usually responsible to take minutes at a meeting.
The person who records meeting minutes must be competent to listen and capture the entire meeting, even when some directors are debating a point or arguing with one another. Additionally, the minutes may be scrutinized by a court in a legal case against the business, so they must be as clear and as neutral as is possible to protect the organization from legal liability.
Find out the date and time of the meeting. This information is essential to organize your minutes after the meeting and allows readers to find information quickly. It is also important to note whether the meeting is regular, special, emergency, or executive session.
List all attendees who attended the meeting, including the presiding officers and board members as well as non-voting attendees such as staff members or guests. A clear record of who is present is vital, especially when recording meetings conducted remotely.
Include a summary of every item on the agenda. This can be done by a paragraph or two of summary that summarizes the main issues being discussed and also any important decisions taken. It is important not to include too excessive details. The detailed minute books can confuse readers and make it difficult to comprehend the direction of the company.
