The minutes of board meetings are a crucial element of good governance as they ensure that every discussion and decision is recorded. The responsibility of recording minutes of a meeting usually falls to the secretary of the board or a person designated for this task.

The person who records meeting minutes must be in a position to listen and record the entire discussion, even when some directors are debating an issue or arguing. In addition, the minutes could be scrutinized by a court of law in a legal case against the company, so they should be as objective and neutral as possible to protect the company from legal liability.

Find out the date and time of the meeting. This information will help you make your minutes more organized following the meeting, and it helps the attendees to find relevant information. You should also indicate whether the meeting is a regular or special, emergency, or executive session.

List all attendees who attended the meeting, including presiding officers and board members as well as non-voting participants such as staff members or guests. A clear record of who’s present is vital, especially when recording meetings conducted remotely.

Include a summary of each agenda item, accompanied by a brief summary sentence or two that outlines the main points of discussion and any major decisions made. It is important to not include too excessive details. The detailed minute books can confuse readers and make it hard to comprehend the direction of the company.

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