The minutes of board meetings are an official document of decisions, issues and discussions that took place during a board of directors meeting. They allow everyone to understand the events, who was present, what and how it was voted on. They are also used as legal documentation to be used for future documentation.

While it is not a requirement the presence of a dedicated secretary on the board can make process of recording and publishing minutes easier. They can concentrate on taking notes during the discussion and record key points without interrupting. Also, having a designated note-taker for each meeting can help ensure a consistent, structured method of conducting the meeting. The use of audio recordings will also help eliminate discrepancies between minutes and what actually happened in the meeting.

The first step in the meeting minutes-taking process is to confirm that there was a quorum for the meeting. Comparing the attendance list with the membership records of the board will determine who was present. If a quorum has not been achieved, the chair may call for the meeting to be adjourned or postpone topics for further consideration.

Anything that was presented at the meeting must be recorded in the minutes, however it is not required to provide a full description. It is better to house all materials from the meeting in a secure board portal with solutions such as Boardable. The presentations and other materials are easily accessible when https://boardroombox.com/the-real-time-value-of-the-leading-edge-secure-data-room-applications-software-suite-solutions/ needed. This can be especially helpful for board members who are new or those who missed the meeting.