In taking minutes at 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 prepare a comprehensive report of the meeting.
Meeting minutes are important documents that reflect decisions made by the board. Therefore, they must be exact and reflect the discussions that were held during the meeting. It is advisable to read the agenda before the meeting to ensure you know the details to include. This will help to prevent important details from getting lost in the cracks during the meeting. It’s also helpful to have a third-party to read the minutes. This will ensure that the person taking the minutes is not biased, and has a neutral view of the contents of minutes.
It is crucial to include not just the most important aspects, but also the actions taken during the meeting. Also, who was responsible for each item of action. Inputting these details will enable the board members to reference minutes of meetings in the future.
In the final section, a note about the presence of a majority should be added. A quorum is defined as the presence of at least two-thirds the board members.
Additionally, it is essential to record any documents circulated or any other special presentations that occurred during the meeting. It is also recommended to include the date and time of the meeting in the minutes.