The minutes of board meetings are the official record of the board’s actions and decisions. Therefore, they’re important for a variety of reasons, including the legal implications of governance policies, governance, and even just accountability. They must be easy to understand, accurate and clear.
Keep your minutes as short and clear as possible to avoid spending time on long verbiage and keep the focus on the most important decisions discussions, actions, and discussions. This is especially beneficial for boards with limited resources and tight deadlines.
The structure or format of your minutes may differ depending on your company’s needs or culture, as well as your style However, a few standard elements should be taken into account when making them. These key points include:
Time and date of meeting: Documenting the time and date of the meeting will aid future readers in understanding the events that transpired. It’s a good idea also to note the type (whether regular or special) of meeting.
Content: Go over the information in your minutes to ensure that it accurately represents what happened during the meeting. Look for omissions or inaccuracies, and be https://www.aboutboardroom.com/boardmaps-vs-boardeffect-board-porta sure to cross-reference with other documents to make sure that the information is accurate and correct. Check that all the agreed-upon actions and tasks for follow-up are documented in the minute. This includes any action items or follow-up tasks that were discussed during executive sessions (private or in-camera parts of the meeting to discuss sensitive topics such as allegations of misconduct, personnel issues or financial issues with the auditor). These conversations should be documented in the closed session’s minute book and not included in the main body of the minutes of the board meeting.