Whether your board is using a portal for its board or paper for minutes of meetings, keeping detailed and precise notes is essential in keeping the board informed. To do that, you must be aware of what you should include – and what not to include.
For instance, if you document the vote of members on an issue the minutes should show only the votes cast in support or against the decision, not the names of individuals who voted for and supported the motion. This safeguards the board from legal challenges down the line. The exception to this rule is when there are votes on executive pay or financial transactions involving board members are involved in these situations the names of those who participated should be recorded along with the reasoning behind the vote.
Another important element to include in the minutes of board meetings is any information that may help clarify the board’s decisions. This can include the comments of your company’s lawyer or chairman but not their views or conclusions unless explicitly stated. It’s also helpful to include any reports or presentations presented at the meeting. This will enable your board to be aware of any relevant news from different committees and provides insights for the whole team.
It is crucial to remember that minutes of board meetings are a neutral and objective document of the board’s decision-making process. In this regard, you https://boardroombox.com/what-are-board-meeting-minutes/ should not document any personal opinions, arguments or disagreements, political discussions or idle conversation. Focus on recording important decisions and facts, while keeping the same neutral tone even there is tension within the room.