![]() Don’t get sloppy with your minutes-there are many ways that they can help you in the future! Fulfill Any Legal Obligations The work you do to take strong board meeting minutes will ultimately pay off in the long run. TIP: If you’re looking for a more detailed guide of what to include, consider reviewing Robert’s Rules of Order.Ĥ Benefits of Writing Strong Board Meeting Minutes If you can say yes to all these questions, then you are on your way to taking useful board meeting minutes! It also helps keep everyone in the loop about what’s being documented.īeginning/end time for meeting: This detail is necessary for good record-keeping, and it gives an idea of how long meetings usually go.ĭate and time for the next meeting: A board of directors is composed of people with very busy schedules, so it is important to have meetings set in advance!Ībove all, ask yourself: do your minutes provide a full view of what occurred at the meeting? If someone had to miss the meeting, would they be able to be on the same page for the next meeting? In case of a legal investigation, have you provided a fully accurate account? An accurate voting record protects the board members who disagreed with the legal decisions that are being investigated.Ī statement regarding the approval of previous meeting’s minutes: This will keep past issues from going unaddressed for too long. Names of board members who voted against board decisions: No one wants to think about a lawsuit, but it sometimes happens. What happened at the meeting: A clear, objective account of what went down is one of the most important parts of taking board meeting minutes! This keeps a record for people to refer to after the meeting, and offers legal protection in the future. Whether or not a quorum is reached can explain why certain decisions were or were not made. Whether a quorum does or does not exist: A quorum is the number of shareholders required to make a decision. If they couldn’t be there, make a note of who stepped in for them. This will keep you from scrambling to fill the role and ending up with messy minutes!Ī statement on if the regular chairman and secretary were present: It is important to identify if these essential members were present for the meeting. TIP: If your usual minute-taker can’t be there, make sure you have someone else chosen in advance to do the job. Who recorded the meeting minutes: Was it your team’s secretary? Another board leader with a passion for organization? Make sure the voice behind the minutes is represented. Include anyone attending the meeting virtually, too. Who is attending in person, by phone, or online: Not everyone can make it to meetings in person, but that doesn’t mean they should be left out of your minutes. It’s super important to have an accurate attendance record! List of nonvoting participants and why they’re there: Everyone has a reason for being at a board meeting, so make sure to give an idea of everyone’s stakes. When you are keeping track of peoples’ comments and opinions, this will help you keep up with the key players. List of presiding officers, directors, staff, guests, and attendees: Keep a record of who was present and what their roles were. This will be necessary should your minutes get reviewed in a legal context. The name of the assembly: Be sure to clarify who is holding this meeting. Note if this is a Regular, Special, or Annual meeting: Was this a housekeeping meeting? A special look at something unexpected? An annual meeting? Future readers should have an idea of why the meeting was called in the first place! Documenting the “when” of the board meeting makes it easier for you to organize your records. The date, time, and location: Minutes should always portray the facts. 14 Things to Include in your Meeting Minutesīefore you begin taking your board meeting minutes, you should know what information is a must-have. Taking a board of directors’ meeting minutes isn’t a job to take lightly! If anyone needs to reference what happened in the meeting (and people often do!), it's necessary to have a clear document. Looking to improve what you already know? Read on for a detailed guide! What are Board Meeting Minutes?īoard meeting minutes are a record of what happened in a board meeting.Ī way for the nonprofit’s board of directors to keep track of each meeting’s progressĪn official document that can be consulted in case of legal troubleĪ place to record who was present, how they voted, and what occurred in the meeting Taking board meeting minutes can feel tedious, but doing it well will help your team in the long run! Board minutes serve as a point of reference for what was discussed AND as a resource in legal matters.Īn understanding of what is worth documentingĬheck out our advice on How to Write Effective Meeting Minutes.
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