The minutes of board meetings are a critical record of important information and governance processes. They can serve as an evidence-based basis for post-decision reviews and to hold boards accountable. They can also prevent the board from taking further shortcuts that could be problematic for the stakeholder of the organisation.
Minutes are typically prepared by the presiding body or someone from the https://www.aboutboardroom.com/virtual-board-meetings-minutes-and-votin staff of an organization. It could be a scribe who has expertise in the process of writing board minutes, or a professional secretaire who is aware of what should be included in the minutes. It is crucial that the person preparing the draft minutes is aware of the expectations. This will enable to create notes that are unique and lend the board meetings credibility.
The first thing needed is a statement of the date, time and location of the board meeting because this is crucial to the accuracy of minutes. Following that, a list is required of the presiding officers directors, non-voting attendees and the presiding officer. You should also note if any of the attendees attended via phone or online.
The part of the minutes that is not used for business should be divided into two sections: administrative and substantive business. Administrative business may include things like agenda approval, an overview of minutes that have been approved and the use of the consent agenda (which reduces the necessity for debate by acknowledging recurring or administrative items with the use of a single motion). Substantive business has more content including reports from the committees, presentations on risk management, and decisions regarding new initiatives in service.