Recording minutes of board meetings is essential to keep a record of what the board has accomplished. Minutes should include details of discussions and decisions along with resolutions and actions that have been adopted.
A board secretary should ensure that minutes are taken accurately and in a fair manner. Even if the board discusses controversial issues, a fair and factual report is required to safeguard the company from any litigation that might result.
Directors must be given draft minutes of the meeting for their initial review and corrections before they are approved by the chair. A second draft version, if approved by the chair, may be distributed to directors with any follow-up on anything before the minutes are approved.
It’s also crucial to include the attendance of each director in the meeting, as well as those who attend but don’t participate in decision-making. This ensures that any disagreements or remarks are not overlooked or omitted.
When you are dealing with the agenda item you want to discuss, note the order that it was discussed. This will make it easier to follow up on any changes that occur at a subsequent meeting.
As the person responsible for taking minutes, it’s essential that you bring all the necessary materials to the meeting. This includes a notebook, pen, and power cable. You should also have another backup device in case your primary device fails or your pen ceases to function.