Boards have legal liability, so keep information basic and language simple to avoid any legal complications that place the organization at a disadvantage in any legal proceedings. Document board discussions to accurately reflect the actions and intentions of the board directors. In a legal arena, meeting minutes are presumed to be correct and can be used as legal evidence of the facts they report. Check your language to be sure that it is clear, unambiguous, and complete.Īs noted earlier, minutes are an official and legal record of the board meeting. A good way to do this is by avoiding adjectives and adverbs whenever possible. Record discussions objectively, avoiding inflammatory remarks and personal observations. If there are extensive arguments, write a succinct summary of the major arguments. For each agenda item, write a short statement of each action taken by the board, along with a brief explanation of the rationale for their decision. How you detail the discussions during a board meeting is as important as making sure to include all of the information in the bullets shown above.
#Meeting minutes how to
The two most important things to know when understanding how to take minutes at a board meeting is what information to record and how to present it. Using a strong meeting minutes template can help you maintain more structured minutes. Unless your organization requires you to type notes at the meeting, you can either type them out or write them longhand. Step 2: Taking a Record of the Board Meeting Ask the board president for a copy of the meeting agenda, including the names of all attendees, including guests or speakers. Review past meeting minutes to use as a template. Have a discussion with the board president about any current or expected formats that you are expected to use. In learning how to take meeting minutes for a board meeting, it’s important to note that every organization records their minutes a little bit differently. Step 1: Preparation for the Board Meeting You’ll also be responsible for filing and sharing the minutes of each meeting. You’ll need to spend a little time planning before the meeting, take notes during the meeting, and write a formal report after the meeting. In your role as secretary, you’ll essentially have four steps involved with recording effective minutes for a meeting. Taking Minutes for a Board Meeting – Step by Step Among other things, your meeting minutes should reflect a record of motions, votes, and abstentions.
Minutes are used in a variety of ways including tracking progress, detailing future plans, and serving as a reference point. Board meeting minutes are more than a general accounting of board discussions they serve as an official and legal record of the meeting of the Board of Directors. Please contact the Administrative Liaison for status of recent meeting minutes, if you do not see them posted here.Taking good meeting minutes at a board meeting is an important and fulfilling role. Also, note that some boards do not meet monthly ( see schedule ). If a meeting is canceled, approval may be delayed. Meeting minutes are posted after approval by each individual board. If you would like to see minutes from previous years, please contact the Clerk’s Office at 61. Please Note: Board and Commission meeting minutes are available to view online for the past calendar year. Historic Conservation District Commission Harbor Transit Multi-Modal Transportation System Environment & Natural Resources Committee
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