Minutes of board meetings are the official record of the actions and decisions of a board. They are important for a variety reasons, such as legal implications, governance policy and even accountability. They should be clear, precise and simple to read.
Making sure your minutes are as clear and concise as possible can keep you focused on the important discussions, decision-making, and actions while also refraining from lengthy jargon. This can be especially helpful for boards with limited resources and deadlines that are tight.
The format or the structure of your minutes can differ depending on your organization’s culture and needs as well as the style. However, there are a few important elements to consider. Some of these key factors include:
Time and date of the meeting: Making clear when the board meeting occurred can help future readers to understand the events that took place. It’s a good idea to note the type (whether regular or special) of meeting.
Content: Go over the minutes to ensure it accurately reflects what transpired at the meeting. Check for errors or omissions as well as cross-reference the information with other documents. Verify that all agreed upon actions and tasks that require follow-up are documented in the minute. This includes any follow-ups or actions that were discussed during executive sessions (private or behind closed doors sections of the meeting where sensitive topics like alleged misconduct as well as personnel issues or financial concerns with the auditor are discussed). These discussions should be recorded in the closed session’s minute book and not included in the main body of minutes of the board meeting.
https://www.aboutboardroom.com/virtual-board-meetings-minutes-and-votin