You’ll want to create a record that accurately reflects what happened at the meeting to ensure that you are protected in the future. You need to focus your attention on the important discussions and decisions that were made at the meeting. This means you’ll need to ensure that all pertinent information is recorded, which includes the names of all attendees (includes those who attended in person, on the phone, or via online) and their roles, as well as an account of the time at the end of the meeting.
Your click board’s minutes shouldn’t be just a summary of all the comments and opinions that were made. The minutes of your board should be neutral and free of explicit or inflamatory language, personal disagreements, or political commentary. You should also remove any idle conversation or tangents because they could create liability issues when your board is required to examine the minutes.
Board meetings usually include discussions that diverge from the agenda. These should be clearly marked as off the record and not included in the minutes of your meetings. It is better to note that the board had a discussion which wasn’t even on the agenda, and not record any specifics about the discussion. Also, you should document the vote of the board members for or against certain motions, and provide the reasons for their votes. This gives a clear and impartial document of the vote. It could be useful in the event of any legal issues in the future.