The minutes of board meetings are a crucial document that contains important information and governance processes. When they are properly prepared and endorsed they form the basis for post-decision evaluations and help boards to hold themselves accountable to their decisions. They also help prevent the board from making any future decisions that could be problematic for the stakeholder of the organisation.
Minutes are usually drafted by a member of the board who is the presiding officer or a member of the organization's staff. It could be a scribe who has expertise in the process of writing board minutes or a professional secretary who knows what should and shouldn't be written in minutes. No matter who creates the draft minutes, it's vital to establish clear expectations regarding what they should expect from them, so that they can make notes that stand out and give the board's meetings credibility.
It is crucial to include the date, time, and the location of the meeting in the minutes. Next, a list is required of the chairman directors, non-voting attendees and the presiding officer. It's also important whether any of the attendees were present via telephone or online.
The https://www.aboutboardroom.com minutes should be separated into two parts including substantive business. Administrative business can comprise items like agenda approval, the summary of minutes previously approved, and the use of an agenda that is a consent (which reduces the need for debate by acknowledging the recurring or administrative items in a single motion). Substantive business is more abrasive in content including updates from committees, reports on risk management, and decisions regarding new services.