There are numerous things to consider when taking minutes of a board meeting. This job requires a person who can plan ahead, pay attention and write a detailed summary.
Minutes of meetings are crucial documents that represent decisions made by the board. This is why they should be precise and reflect all discussions that were held during the meeting. It’s a good idea to go over the agenda prior to the meeting so that you know what you must record during the meeting. This will prevent important details from being left out during the meeting. A third party can also be helpful in reading the minutes. This assures that the person taking the minutes does not have bias and has a clear perception of the content of the minutes.
In addition to the primary elements of the meeting it’s important to include all the actions taken at the meeting as well as who is accountable for each action item. These details will enable board members to refer to the minutes of the meeting in the future.
Additionally, a note should be recorded in relation to the presence of an quorum. A quorum is defined as the presence of at least two-thirds the board members.
Lastly, it is important to record any documents passed around or any special presentations that were made during the meeting. In the minutes it is recommended to include the time and date of the meeting.