When writing board meeting minutes it is essential to be objective. This allows the minutes to serve as legal documents and show that meetings were held and that decisions were taken. Incorporating opinions into the notes can make them appear unbalanced and provoke suspicion from legal entities, stakeholders or board members who may be in the future. It is important to know what to include in the minutes, but it is equally as important to know what to remove.
As a general rule, the board meeting minutes should be a record of the facts and decisions made during the meeting. They should not include any personal or subjective opinions like the way the chair of the board hit on her desk to make her point. It is also recommended not to name people in the discussion, unless there is a motion being made. When it comes to voting the board should note who made and seconded the motion, as well as the number of people voting who voted in favor, against, and abstained.
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 helpful to include the start and end times of the meeting along with the date and time of the next meeting. Board members are often busy and a predetermined date and time to meet ensures everyone is on the same page.