It is important to be objective when composing minutes of board meetings. This lets the minutes serve their purpose as an official document that can confirm that meetings were conducted and that decisions were made. If opinions are contained in the notes, they might be viewed as biased and raise suspicion from stakeholders and legal entities, as well as future board members. It is important to be aware of what should be included in the minutes, but it’s equally as important to know what to not include.
In general the minutes of board meetings should only document the facts and decisions made during the meeting. They should not contain personal or subjective opinions such as the way in which the chair of the board portal board hit on her desk to prove her point. It is also recommended not to identify individuals involved in the discussion, unless there is a motion being made. The board should note who proposed the motion and who seconded it, as well the number of those voting for, against and abstaining.
It is important to record any new guests or attendees. This will allow people to keep track of who is attending in person or remotely. It’s a good idea include the start and end times of the meeting, as well as the date and time of the next meeting. Board members are busy, so having a set date and time to meet ensures everyone is on the same page.