The minutes of board meetings are a formal document of decisions, issues and discussions that occurred during a board of directors meeting. They allow everyone to understand what took place, who said what, and how the decision was passed. They also serve as legal documents to be used for future documentation.
While it is not a requirement, having a dedicated secretary on the board can make process of recording and publishing minutes much easier. They can focus on listening to the discussion without interrupting. A dedicated note-taker may assist in creating that there is a consistent and organized approach to meeting procedures. Using an audio recording will also help eliminate discrepancies between minutes and what actually happened in the meeting.
The first step of the minutes-taking process for meetings is to confirm that there was a quorum for the meeting. The attendance list compared to the board membership records will identify who was present. If a https://boardroombox.com/what-are-board-meeting-minutes/ quorum cannot be attained, then the chair may decide to suspend or defer the subject for a later time.
It is sufficient to note any materials that were discussed in the meeting but not the complete description. The best option is to house all materials from the meeting in a secure, board portal with solutions like Boardable. The materials, including presentations, are readily accessible at any time. This is especially beneficial for board members who are new to the position or those who have missed the meeting.