The minutes of board web meetings are an important element of governance. They serve as an account of discussions and decisions they also serve as an official document in the event of litigation. This is why it’s important to get them right: a poorly written minutes could leave gaps that can open you up to potential liability. It’s simple to create an outline that is simple, concise, and accurate using the proper tools.
In general, your notes should be objective and avoid making statements or opinions about what happened. Include all important decisions and actions, as well as any follow-up tasks. Additionally, you must include all attendance details and a list of attendees that are not voting, such consultants or guests in your board minutes. This includes whether they’re attending in person, by phone, or via online.
Include the date, time and location of the meeting. It’s also helpful to state the type of meeting–whether it is a regular, an annual, or a special board meeting. You should also include any information about the date and time of the meeting, as well as how it was called, and the majority of the attendees. You don’t have to record if someone was a vote-taker or not for the motion. However, you must note the vote as well as the result. In certain instances your board may have to discuss sensitive or confidential issues in private, and the conversations will be recorded in closed session minutes.