Whether your board is using an online portal for board meetings or paper for its minutes of meetings, taking precise and precise notes is essential to keep the organization up-to-date. To do that it is essential to be aware of what you should include – as well as what you should not to include.
For instance when you record the votes of members on motions the minutes should show only votes against or in favor of the decision, not the names of the individuals who took and voted on the vote. This will protect the board against legal potential challenges in the future. This rule is not applicable to votes on executive pay or financial transactions involving board members. In these situations names and the rationales of those voting must be recorded.
Another important aspect to include in your board meeting minutes is any information that will help to clarify the board’s decision-making process. It could include the comments of your organization’s attorney or chairman, but their opinions or conclusions should be clearly defined. It is also beneficial to include any presentations or reports that were made at the meeting. This lets your board be aware of any relevant information from various committees and can provide information to the entire team.
It’s important to remember that the minutes of board meetings are a neutral and objective record of the board’s decision-making process. This is why you should not record any personal opinions, arguments or disagreements, political discussions or chatter. Instead, you should concentrate on recording facts and important decisions while maintaining a neutral tone even when there’s tension in the room.