You’re looking to create a record that accurately records what transpired during the meeting, to protect yourself in the future. In order to accomplish this, you must focus on the critical discussions and the decisions that came out of the meeting. You’ll need to ensure that all the necessary information is documented, including the list of attendees (includes those who attended in person, via the phone, or via online) and their roles, as well as an account of the time at the end www.boardroombox.com/why-do-you-need-a-board-portal/ of the meeting.
Your board’s minutes shouldn’t be simply a record of all opinions and comments that were made. Your board’s minutes should be non-biased and should not contain colorful or inflammatory statements, personal disputes, or political commentary. Also, you should remove any tangents or idle discussions since they could cause liability issues when your board is asked to review the minutes.
Board meetings typically include meetings that go beyond the agenda. These should be clearly marked as off the record and not included in your meeting minutes. You should instead note that the board had a discussion that wasn’t on the agenda, and not document any specifics regarding the discussion. Similarly, you should only keep track of how the board members voted against or for certain motions and record their rationales. This will create a transparent and impartial record of voting, which could be useful in the event that there is a possibility of future legal challenges.