How to Take Minutes at a Board Meeting
The recording of minutes at meetings of the board is a vital responsibility that requires attention to detail. The accuracy of the minutes that reflect the board’s decisions and discussions are crucial for keeping records safe and protecting directors in the future.
One of the first things you must record is the date, time and the location of the board meeting. This information will assist future readers determine the exact location and time at which the meeting took place, ensuring they have all the data required for board review and legal procedures. Additionally, it is crucial to determine if it was an annual, special, or annual board meeting.
When recording discussions and decisions make sure you do not add your personal thoughts or comments to the minute. This is particularly important if the discussion was tense, as it can detract from the legitimacy of the board’s meeting minutes. Be clear about the facts. A lack of clarity in the description could expose your board to legal liability.
Also, make sure to keep a record of any declarations of interest from directors or any other person who was involved in the board’s decision-making process. This will ensure that future conflicts of interests from being overlooked or not noticed and increase the level of accountability among board members.
If the regular secretary of the board or person who is responsible for taking minutes can’t be present, you can designate a substitute for these positions in advance. This will help ensure that the minutes are recorded in a fair and impartial manner and will have uniform format. This will allow the board to remain on track and create accurate minutes at each meeting.