How to Take Board Meeting Minutes

Board meeting minutes are official records of the decisions or discussions that took place during the meeting of the board of directors. They are used to ensure that everyone knows what took place, who spoke and how the vote was taken. They can also serve as a legal document for future reference.

Although it’s not a requirement however, having 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 taking notes on the most important points without interrupting. Additionally, having a dedicated note-taker at each meeting can allow for a more regular, organized approach to the process. Audio recordings can also be used to resolve the discrepancies in minutes as well as what transpired during the meeting.

The first step in the minutes-taking process for meetings is to verify that there was a quorum for the meeting. Checking the attendance list against the board membership records will reveal who was present. If a quorum was not attained, the chair could move to adjourn the meeting or postpone the discussion for further consideration.

It is sufficient to mention any material that was discussed during the meeting, but not to provide the complete description. It is best to save all materials from the meeting on a secure board portal using a system like Boardable. This way, meetings and other materials are easily accessible when needed. This is particularly beneficial for new board members and those who missed the meeting.

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