It doesn’t matter if the board is using a board portal, or if you use paper to keep track of your minutes, it’s crucial that you take accurate and precise notes. This will help keep the group updated. You must know what information you should include and not include.
If you are looking to record how members voted, then the minutes should only record the votes in favor or against the decision and not the names of the people who made the motion and then voted to second it. This helps protect the board from legal challenges down the line. This rule doesn’t apply to votes on executive pay or financial transactions involving Board Meeting board members. In these situations names and justifications of those voting should be recorded.
Include any information that clarifies the board’s decision in your minutes of meetings. This could include comments from the chairman or attorney of your company, but their opinions or conclusions must be explicitly stated. Include any reports or presentations that were presented at the meeting. This will allow your board members to be aware of any relevant developments and provide insight for your entire team.
It’s important to keep in mind that the minutes of board meetings are a fair and impartial record of the board’s decision-making process. This is why you should not document any personal opinions, arguments or disagreements, political discussions, or idle conversation. Instead, concentrate on recording the facts and important decisions, while keeping your tone neutral – even when there is tension in the room.