Board meeting minutes are official records of the decisions and discussions that took place at a meeting of the board of directors. They help ensure everyone understands what transpired, who spoke what and how it was passed. They can also be used as an official document for future reference.

While it’s not a requirement however, having a dedicated secretary for the board can make the process of recording and publishing minutes much easier. They can focus on listening to the discussion and taking notes on important points without having to interrupt. Additionally, having a specific note-taker for each meeting can allow for a more regular, organized method of conducting the meeting. Audio recordings can also be used to resolve differences in minutes and to determine what happened during the meeting.

The first step in the meeting minutes-taking process is confirming that the board has a quorum of members present at the meeting. Checking the attendance list against the board membership records will reveal who was present. If a quorum has not been reached, the chair may decide to adjourn the meeting or postpone topics for later consideration.

It is sufficient to mention the materials discussed in the meeting, but not a detailed description. It is recommended to save all materials from the meeting in a https://boardroombox.com/the-real-time-value-of-the-leading-edge-secure-data-room-applications-software-suite-solutions/ secure board portal using solutions like Boardable. The presentation and other materials are readily accessible at any time. This can be especially helpful for board members who are new to the position or those who have missed the meeting.