Minutes of the Board Meeting

The minutes of board meetings are a crucial document of vital information and governance processes. They can be used as an evidence-based basis for post-decision reviews and to ensure that boards are accountable. They also can prevent the board from making future cuts that could pose a problem for the stakeholder in the organization.

Minutes are usually written by the chairman of the board or an employee of an organization. It could be a scribe who has prior experience in the writing of board minutes or a professional secretary who knows what should and shouldn’t be written in minutes. No matter who creates the draft minutes, it’s crucial to establish clear expectations of what’s expected of them, so that they are able to produce standout notes that will make the meetings of the board credible.

The first thing that is required is a declaration of the time, date and location of the board meeting since this is vital for the accuracy of minutes. The next step is to create a list required of the presiding officer directors, non-voting attendees and the presiding officer. It’s also important the members who were present by telephone or online.

The minutes should be split into two parts the substantive and administrative business. Administrative business could include items such as agenda approval, the summary of minutes previously approved and the use of the consent agenda (which reduces the need for debate by recognizing the recurring or administrative items in a single motion). Substantive business includes more content-heavy items like the latest reports from committees, briefings on risk management and decisions on new service initiatives.

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