It is crucial to remain objective when composing minutes of board meetings. The minutes can be used as a legal document to prove that the meeting was held and that the decisions were made. If opinions are contained in the notes, they can seem biased and cause suspicion between stakeholders and legal entities as well as future board members. It is important to know what to include in the minutes, but it is equally important to know what you should not include.
As a general rule the minutes of a board meeting should only record the actual facts and decisions made during the board meeting. They should never contain opinions of a personal nature like the way the chair of the board banged her desk in order to emphasize her point. It is also recommended to not identify individuals involved in the discussion in the event that a specific motion is being discussed. For items that require voting, the board should record who drafted and seconded the motion, as well as the number of people voting in favor, against, and abstained.
You should also note any new guests or attendees. This will allow people to keep track of people who are attending both in person and via remote. It’s also a great idea to state the beginning and end times of the meeting, along with a date and time for the next meeting. Board members are often busy, so having a set date and time for meetings will help everyone stay on the same page.
