What to Include and What Not to Include in Board Meeting Minutes

25 Oct What to Include and What Not to Include in Board Meeting Minutes

If your board is using a portal for its board or paper for minutes of meetings, keeping detailed and accurate notes is crucial to keep the organization up-to-date. You must know www.boardroombox.com/why-do-you-need-a-board-portal/ what information you should include and what information to not.

For instance, if you document the votes of members on a motion, the minutes should reflect only the votes cast in support or against the decision, not the names of the individuals who voted for and supported the motion. This safeguards the board from legal challenges later on. The exception to this rule is when executive pay or financial transactions involving board members In these instances the names of the people who voted should be recorded as well as the reasons for their vote.

Another important thing to include in your board meeting minutes is any information that can help to clarify the board’s decision-making process. It could include the comments of the chairman or attorney of your organization however, their opinions or conclusions must be explicitly stated. Include any reports or presentations that were presented at the meeting. This will allow your board members to be aware of any relevant developments and give insight to your entire team.

Keep in mind that the minutes of board meetings are an evidence of the board’s decision-making processes. They must be objective and unbiased. It is best to not record personal opinions, disagreements, disagreements, political discussions or even idle chat. Keep a focus on recording important facts and decisions, while keeping a neutral tone – even when there is tension in the room.