When writing board meeting minutes it is essential to be objective. The minutes can be used as an official document to prove that the meeting took place and that the decisions were made. If opinions are not included in the notes, they might be Board Meeting viewed as biased and raise suspicion among stakeholders and legal entities, as well as future board members. It is essential to know what to include in the minutes, but it’s equally as important to know what to not include.
In general the minutes of board meetings should be a record of the actual facts and decisions made during the meeting. They shouldn’t contain subjective or personal opinions such as the way in which the chair of the board hammered on her desk to express her point. It is also recommended not to identify individuals involved in the discussion, unless a motion is being proposed. In the case of voting items the board should note who made and supported the motion, along with the number of votes cast in favor, against, and abstained.
It’s also an excellent idea to record any new attendees or special guests. This will help keep track of who is attending both in person and via remote. It’s also a good idea to list the beginning and ending times for the meeting, along with a date and time for the next meeting. The board members are busy, so establishing the date and time of the meeting can help everyone keep on track.