The minutes of board meetings are an essential document of crucial information and governance processes. They can serve as the basis for post-decision evaluations and to ensure that boards are accountable. They can also help prevent the board from making a mistake in the future, which could prove problematic for the company’s stakeholders.
Minutes are often written by the presiding board member or someone from the organisation’s staff. This could be a scribe who has prior experience writing board minutes or a professional secretary who knows the content that should not be included. No matter who creates the draft minutes, it’s vital to establish clear expectations of what is expected from them, so that they are able to produce standout notes that will make the meetings of the board credible.
It is important to include the date, time and the location of the meeting in the minutes. Next, a list is needed of the presiding officer directors, non-voting guests and presiding officers. You should also note if any members attended via phone or online.
The main body of the minutes must be divided into two sections which are substantive and administrative. Administrative business may include items like agenda approval, the summary of minutes previously approved and the use of a consent agenda (which reduces the necessity for debate by acknowledging regular or administrative issues with only one motion). Substantive business has more content including reports from committees, briefings on risk management, and making decisions regarding new initiatives for service.
https://www.aboutboardroom.com/virtual-board-meetings-minutes-and-votin
