Minutes of board meetings are an essential part of ensuring that a good governance system is in place for any business or non-profit institution. Writing effective minutes for board meetings can be a challenge. Boards need to be careful not to include information that could be in violation of their ethical or legal obligations. It’s also important for the person taking minutes to stay clear of mentioning any personal opinions or prejudices which could come across as unprofessional.
Attendance List of those who attended a meeting, whether in person or via telephone or via webcast. This is helpful for tracking whether board members were absent or tardy, and to verify that the correct number of people were present at each vote.
Agenda A list of subjects that will be discussed at the meeting. This is usually sent out prior to the meeting to give the members time to read the agenda prior to when the meeting begins.
Minutes: The official document of the meeting, typically written by an officer secretary or other staff member. Minutes should provide a summary of each item, including the action taken, and who supported or opposed it. The minutes should also be concise and well edited to ensure clarity and ease of reading. The final copy should contain all the documents mentioned in the minutes.
Side discussions or off-the-record comments are not allowed to be recorded in the minutes in the event that they are relevant to the topic on the agenda. If the discussion is not related to the item on the schedule It is crucial to note that the tangent has been discussed without recording any specifics.
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