What to Include and What to Leave Out of Board Meeting Minutes
When drafting the minutes of meetings for a board it is essential to be objective. The minutes can then be used as legal documents to prove that the meeting was held and that decisions were taken. If opinions are recorded in the notes, they might be viewed as biased and raise suspicion between stakeholders, legal entities or future board members. It is crucial to know what to include in the minutes, but it’s equally important to know what to not include.
In general the minutes of board meetings should only document the facts and decisions taken during the meeting. They should not contain opinions of a personal nature for instance, the board chair pounded her desk in order to emphasize her point. It is also recommended not to name individuals in the discussion, unless there is a motion to be made. The board should record who proposed the motion and the person who supported it, and the amount of votes cast for, against and abstaining.
You should also note any new guests or attendees. This will let people keep track of people who attend both in person and remotely. It’s also a great idea to list the beginning and ending times for the meeting, as well as an exact date and time for the next meeting. The board members are busy, so setting an appointment date and time for the meeting will help everyone keep track of the meeting.