It is crucial to keep minutes of board meetings to keep track of all activities. Minutes should contain the details of all discussions and decisions, as well as resolutions and actions.
A board secretary should take minutes in a fair and impartial manner. Even if the board discusses controversial subjects, a fair and factual account is necessary to protect the organization from any potential litigation that may result.
Directors should be provided with draft minutes of the meeting for initial review and corrections prior to when they are ratified by the chair. A second draft, which has been approved by the chair, can be distributed to directors who would like to conduct any follow-up before finalizing the minutes.
It’s also crucial to include the attendance of each director in the meeting, as well as those who attend but don’t participate in decision-making. This ensures that any disagreements or comments aren’t overlooked or forgotten.
If you’re dealing with an agenda item be sure to note the order in which it was discussed. This will make it easier for an upcoming meeting to follow up on any changes.
It is crucial to bring all the necessary items to the meeting, as you will be the only person responsible for taking notes. This includes pen, notebook and power cable. Also, you should have another backup device in case your primary device fails or your pen isn’t working.