Minutes of board meetings are an aboutboardroom.com essential element of governance. They’re not only an record of the discussions and decisions but they also serve as a legal document in the event of litigation. This is why it’s so important to get them right: a poorly written set of minutes could create gaps that expose you up to potential liability. It’s simple to create an outline that is clear, concise and accurate with the right tools.

Generally speaking, your minutes should be unbiased and avoid the use of opinions or interpretations about what happened. Include all important decisions and actions, as along with any agreed-upon follow-up tasks. In addition, you should include all attendance information as well as a list of non-voting attendees including consultants or guests in your board minutes. This includes whether they’re in person, over the phone, or online.

Finally, be sure to include a note of the time, date, and location of the meeting. It’s important to note the type of meeting as well as whether it’s a regular, annual, or special board meeting. Also, you should include information regarding the date and time of the meeting, as well as how it was called, or whether there was a consensus. It is not necessary to note who was in support or against a motion, however, you should record how the motion was considered and the outcome of that vote. In some instances the board may need to discuss sensitive or confidential subjects in closed session. These discussions will be recorded.