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The responsibility of taking minutes of a meeting of the board is one that requires attention to the smallest details. The accuracy of the minutes that reflect the board’s decisions and discussions are crucial for keeping records safe and protecting directors in the future.
One of the first things you need to document is the date, time, and the location of the board meeting. This information will allow future readers to pinpoint the location and time of the meeting, as well as ensure they have all the necessary information for review by the board or legal proceedings. In addition, it is important to note whether it was an annual, special, or annual board meeting.
When recording discussions and decisions do not include your own views or comments to the minutes. This is especially important if the discussion was contentious, as it can detract from the legitimacy of the minutes. Stick to the facts. A lack of clarity in the description could expose your board to liability.
Note any declarations of interest from directors or other individuals who participated in the decision-making process. This will ensure that future conflicts of interest from becoming ignored or not being noticed, and increase the level of accountability from board members.
If the secretary of the board or the member who records minutes is not able to be present, identify a substitute for these roles in advance. This will help ensure that the minutes are taken in a fair manner and will also have uniform format. This will allow the board to stay on track and produce accurate minutes at every meeting.