The recording of minutes at meetings of the board is a critical responsibility that requires attention to detail. Accurate minutes that reflect board decisions and discussions are essential for keeping records safe and protecting directors in the future.
One of the first things to document is the date, time and location of the board meeting. This information will enable future readers to determine the location and date of the meeting, and ensure they have all necessary information for board review or legal proceedings. In addition, it is important to note whether this was a regular, special or annual board meeting.
When recording discussions and decisions Do not add your own views or comments to the minute. This is particularly important in the event of a heated discussion. This could damage the credibility of the board’s minutes. A vague description of the meeting could open your board to liability, so be sure to stick to the facts.
Make sure to record any declarations of interests from directors or other individuals who was involved in the decision-making process. This will stop future conflicts of interest from getting overlooked or not noticed and increase the level of accountability by board members.
If the regular secretary of the board or member who records minutes is not able to be present, identify a substitute for these positions in advance. This will help ensure that the minutes are recorded in an unbiased manner and will also have uniform format. This will allow the board keep track of its agenda and to produce precise minutes at every meeting.