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When it comes time to draft board meeting minutes the goal is to make a precise record of what took place during the meeting, which will provide legal protections in the future. You need to focus your focus on the most important discussions and decisions that were taken at the meeting. That means you’ll want to ensure that all the necessary information is documented, including the list of attendees (includes those who attended in person, over the phone, or online) and their roles, and an account of the time when the meeting ended.

But, the minutes of your board are not a transcribed the transcript of every discussion and opinion that took place. Your board’s minutes should be non-biased and should not contain any inflammatory or savage statements, personal disputes, or political comments. You should also remove any idle chat or tangents that were discussed, since they could create liability issues should your board ever be asked to review the minutes.

Conversations that diverge from the agenda are normal during board meetings, however they should be marked as off-the-record and should not be recorded in the minutes of your board meetings. You should instead record that the board discussed something which wasn’t even on the agenda, and don’t record any specifics about the discussion. You should also record the votes of board members for or against certain motions and the reasons behind them. This gives a clear and independent evidence of the vote, and could prove useful in the event of any legal challenges in the future.

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