The minutes of board meetings are a crucial record of crucial information and governance processes. They can be used as a basis for post-decision reviews and to hold boards accountable. They can also stop the board from taking further mistakes that could be detrimental for the organisation’s stakeholder.
Minutes are usually drafted by a presiding board member or a member of the organization’s staff. This could be a scribe with expertise in the writing of board minutes or an experienced secretary who is knowledgeable of the content that should and shouldn’t be included. No matter who is responsible for the draft minutes, it’s essential to set clear expectations about what is expected from them, so that they are able to create standout notes that make the meetings of the board credible.
It is crucial to include the date, time and the location of the meeting in the minutes. The next step is to make an inventory of the officers in charge directors, directors and non-voting attendees. It’s also important to determine whether any members were present via telephone or online.
The minutes must be divided into two sections including substantive business. Administrative business may include things like agenda approval, an overview of minutes that have been approved and the use of an agenda that is a consent (which reduces the necessity for debate by acknowledging regular or administrative issues with one motion). Substantive business is more content-heavy, such as updates from the committees, presentations on risk management, as well as decisions about new services.
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