Board meeting minutes are official records of decisions, issues, and discussions that took place during a meeting of the board of directors. They are used to ensure that everyone knows what happened, who spoke and the manner in which the vote was taken. They also serve as legal documents for future documentation.
While it’s not required the presence of a dedicated secretary for the board can make the process of recording and publishing minutes more efficient. They can focus on listening to the discussion and record the most important points without interrupting. A dedicated note-taker can also assist in ensuring an organized and consistent approach to meeting procedures. Audio recordings can also be used to address discrepancies in minutes and what transpired during the meeting.
The first step in the meeting minute-taking process is to confirm that the board has a quorum members present at the meeting. This is done by checking the attendees’ list against the board’s membership records to determine who was in attendance. If a quorum wasn’t reached, the chair may move to adjourn the meeting or put topics on hold for further consideration.
It is sufficient to mention any items that were discussed during the meeting, but not to give the full description. It is better to store all materials from the meeting on a secure board portal with solutions such as Boardable. The materials, including presentations, are easily accessible whenever needed. This is particularly beneficial for board members who are new or those who missed the meeting.
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