Board meeting minutes are official records of decisions or discussions that occurred during a meeting of the board of directors. They ensure that everyone is aware of what happened, who spoke and how the vote was taken. They can also serve as an legal document for future reference.
While it’s not required having a dedicated board secretary can make the process of recording and publishing minutes much easier. They can focus on listening to the discussion without interruptions. A dedicated note-taker can help to ensure that there is a consistent and organized approach to meeting procedures. Audio recordings can be used to help resolve any discrepancies in the minutes and also to record the events that occurred during the meeting.
The first step in the meeting minutes-taking process is to verify that there was a quorum for the meeting. This is accomplished by comparing the list of attendees against the board’s membership records to see who was capable of attending. If a quorum isn’t attained, then the chair can decide https://boardroombox.com/is-membership-management-software-good-for-small-nonprofits/ to suspend or defer the subject for a later time.
Anything that was presented during the meeting should be mentioned in the minutes of the meeting, but it is not necessary to provide a thorough description. It is better to store all meeting materials on a secure portal for boards using solutions like Boardable. This way, the presentations and other materials can be easily accessed whenever needed. This can be especially helpful for board members who are new to the position or those who missed the meeting.