Board meeting minutes are official records of decisions and discussions that took place during the meeting of the board of directors. They make sure that everyone is aware of what transpired, who spoke and how the vote was taken. They can also be used as legal documents for future reference.
It’s not a requirement however having a board secretary who is committed to the job can make it easier to keep and publish minutes. They can concentrate on listening to the discussion and record important points without having to interrupt. Additionally, having a dedicated note-taker in each meeting can help ensure a regular, organized method of conducting the meeting. The use of audio recordings will also help eliminate discrepancies between minutes and what actually occurred during the meeting.
The first step in the meeting minutes-taking process is to verify that the board has a quorum of members present at the meeting. The attendance list compared to the membership records of the board will reveal who was present. If a quorum is not attained, then the chair could decide to adjourn or defer the topic for later consideration.
It is sufficient to mention any materials that were addressed during the meeting however, it is not necessary to provide a detailed description. It is best to save all meeting materials on a secure portal for boards with solutions such as Boardable. The materials, including presentations, are easily accessible whenever needed. This is particularly helpful for board members who are new or those who missed the meeting.