When taking minutes of board meetings, there are several aspects that require attention. It’s a job that calls for someone who is able to plan ahead, listen diligently and create a detailed summary of the meeting.
Meeting minutes are vital documents that record decisions taken by the board. They must therefore be exact and accurately reflect all discussions that were held during the meeting. It is important to read the agenda prior to the meeting to be sure you know what information to document. This will ensure that important information from being overlooked during the meeting. A third party may also be helpful in reading the minutes. This ensures that the person taking the minutes does not have bias and has a clear view of the contents of the minutes.
It is crucial to record not only the main issues, but also all the actions taken during the meeting. Also, who was responsible for each action. Including these details will allow the board members to reference minutes of meetings in the future.
Additionally, a statement on the presence of a majority be included. A quorum is defined as the presence of at least two-thirds of the board members.
It is also important to record any documents that were distributed or any special presentations made during the meeting. It is also a good idea to include the date and time of the meeting in the minutes.