What to Include and What to Leave Out of Board Meeting Minutes

When drafting the minutes of meetings for a board it is essential to be objective. The minutes can then be used as legal documents to prove that the meeting actually took place and that the decisions were made. The inclusion of opinions in the notes could make them appear biased and prompt suspicion from those who are involved, legal entities, or future board members. It is essential to be aware of what should be included in the minutes, but it is equally as important to know what you should not include.

As a general rule the minutes of a board meeting should be a record of the facts and decisions that occurred during the board meeting. They should never contain personal or subjective opinions like the way the chair of the board hammered her desk to highlight her point. It is also best not to mention individuals in the discussion, unless the motion is being considered. The board should note who made the motion and the person who supported it, and the number of people voting for, against and abstaining.

It’s also recommended to keep track of any new attendees or special board meeting minutes guests. This will help people keep track of the people who are present in person and remotely. It’s also a great idea to list the beginning and end times of the meeting, along with an exact date and time for the next meeting. Board members are often busy, so having a set date and time for the meeting ensures everyone is on the same page.

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