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How to Take Minutes at a Board Meeting

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The obligation of recording minutes at a meeting of the board is one that requires a keen eye on the details. Making sure that the minutes are accurate and reflect the board’s decisions and discussions will aid in the preservation of records of the organization and ensuring directors are protected from liabilities in the future.

You should note the date, time and the location of the meeting. This information will help future readers pinpoint the exact location and time at which the meeting was held, ensuring they have all the data required for board review and legal procedures. It is also important to record whether this was a special or regular meeting.

When recording discussions and decisions Do not add your own thoughts or comments to the minute. This is especially important if the discussion was contentious, as it can detract from the legitimacy of the board’s minutes. Make sure you stick to the facts. Inconsistent descriptions could expose your board to potential liability.

In addition, ensure that you note any declarations of interests from directors or any other person who was a participant in the board’s decision-making process. This will help prevent future conflicts of interest from being ignored or not being noticed, and increase the level of accountability from board members.

If the regular secretary of the board or the member who records minutes is not able to be present, you can designate a substitute for these positions in advance. This will ensure that the minutes will be taken in an orderly and consistent manner. It will help keep the board on track to create precise minutes for each meeting.

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