Drafting Board Meeting Minutes

You want to record a document that accurately reflects what happened during the meeting, to protect yourself in the future. To do this, you need to concentrate on the important discussions and the decisions which were taken at the meeting. This means that you must ensure that all pertinent information is recorded, including a list of attendees (includes those who attended in person, on the phone, or via online) and their roles, and an account of the hour at the end of the meeting.

Your board’s minutes shouldn’t just be a transcript of all the opinions and comments that were given. Your board minutes must be impartial, and should not contain any inflammatory or savage opinions, disagreements between members, or political comments. You should also remove any idle conversation or tangents since they could cause liability issues in the event that your board is required to examine the minutes.

Disagreements that go beyond the agenda are common at board meetings, but they should be clearly designated as off-the-record and should not be included in your board meeting minutes. Instead, you should indicate that the board debated a topic that wasn’t on the agenda, and do not record any details of the discussion. In the same way, you should note the votes of the board members against or for certain motions and include their rationales. This will provide a precise and impartial record of voting that could prove useful in the event there are any future legal disputes.

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