If your board is using an online portal for board meetings or paper to record its meeting minutes, taking detailed and accurate notes is vital to keep the organization up-to-date. You must know what https://boardroombox.com/is-membership-management-software-good-for-small-nonprofits/ information to include and what information to not.
For example, if you document the votes of members on motions the minutes should record only votes in favor or against the decision, not the individual names of those who made and seconded the motion. This will safeguard the board from legal issues in the future. This rule is not applicable to votes on executive pay or financial transactions that involve board members. In these cases the names and reasons of those voting should be recorded.
Include any information that clarifies the board’s decision in the meeting minutes. It could include comments from your lawyer or chairman but not their opinions or conclusions unless they are explicitly stated. It’s also helpful to include any reports or presentations made at the meeting. This will allow your board to be aware of any relevant updates from different committees and offers insights for the entire team.
Remember that the minutes of board meetings are a record of the board’s decision-making processes. They must be objective and impartial. This is why you should not record any personal opinions, arguments or disagreements, political discussions or chatter. Make sure to record important decisions and facts and keep the same neutral tone even if there is tension in the room.
