It is essential to record minutes of board meetings so that you can keep a record of all activities. Minutes should include details of the discussions and decisions made as well as resolutions and actions.
A board secretary must ensure that the minutes are taken in a timely manner and impartially. To protect the organization from any potential lawsuits even when the board is discussing controversial issues an objective and factual account is essential.
Draft meeting minutes must be distributed to all directors for initial review and revision before being approved by the chair. Then, a revised version, approved by the chair, can be circulated for any directors with any follow-up questions on any matter before the minutes are approved.
It’s also crucial to include the attendance of each director at the meeting, as well as those who attend but aren’t involved in decision-making. This ensures that any dissenting remarks are not ignored or omitted.
Note the sequence in which a specific agenda item was discussed. This will make it easier to monitor any changes at a future meeting.
It is essential to bring all necessary business continuity planning bcp materials to the meeting since you will be the only person who will be taking notes. This includes pen, notebook, and power cable. It is also recommended to have a backup device in case your primary device fails or your pen isn’t working.