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How to Take Board Meeting Minutes

The minutes of board meetings are official records of decisions as well as the discussions that took place during a meeting of the board of directors. They are used to ensure that everyone knows what happened, who spoke and the way in which the vote was taken. They also serve as legal documentation to be used for future references.

Although it’s not a requirement, having a dedicated secretary on the board can make process of recording and publishing minutes simpler. They can concentrate on listening to the discussion without interrupting. Additionally, having a specific note-taker for each meeting can help ensure a consistent, structured approach to the process. Audio recordings can also be used to determine discrepancies in minutes and what actually transpired during the meeting.

The first step of the process of taking minutes of meetings is to confirm that there was a quorum present at the meeting. This is done by checking the attendees’ list against the board’s membership records to see who was able to attend. If a quorum was not attained, the chair could move to adjourn the meeting or put topics on hold to a later time for consideration.

The materials that were discussed during the meeting should be included in the minutes of the meeting, but it is not required to include a complete description. A better option is to house all materials from the meeting in a secure, board portal using solutions such as Boardable. The presentations and other materials are easily accessible whenever needed. This is particularly helpful for board members who are new to the position or those who missed the meeting.

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