The responsibility of taking minutes at a board meeting the board is one that requires attention to the smallest details. Correct minutes that reflect board decisions and discussions are essential for preserving records and protecting directors in the future.
One of the first things to record is the time, date and location of the board meeting. This will assist future readers pinpoint the location and time when the meeting was held making sure they have all the relevant information required for board reviews and legal procedures. It is also important to know whether this was a special or regular meeting.
Avoid putting your opinion or comments during recording discussions and decision. This is particularly important in the case of a tense discussion. It could undermine the credibility of the board minutes. Make sure you stick to the facts. Inconsistent descriptions could expose your board to risk of liability.
Note any declarations of interest from directors or other individuals who participated in the decision-making process. This will prevent future conflicts of interests from being missed or not spotted and encourage a greater level of accountability by board members.
If the board’s regular secretary or recording-taking member is unable to attend the meeting, be sure to designate a backup for these roles ahead of time. This will ensure that the minutes will be taken in how to take minutes at a board meeting an orderly and consistent manner. This will help the board stay on track and produce precise minutes at every meeting.