All states require corporations to take and distribute minutes of meetings, and all states require that boards of directors keep meeting minutes. But there are no specific rules about what to include in board meeting minutes and how to take these minutes. There are actually several reasons for taking and recording minutes of your corporate meetings. For legal purposes.
Board Meeting Minutes Template and Best Practices | BoardEffect
The minutes of your meetings provide the official record of what matters you discussed and what decisions you made. Sometimes, though, the record is wrong; you voted "no" on some issue, say, but the minutes have you voting "yes". Approving meeting minutes is the first item of business on the next meeting's agenda. Amending minutes before approval usually requires nothing more than pointing out an error to the secretary, who corrects it. There's more than one guide to meeting procedure, but Robert's Rules of Order is the one most organizations use. Henry Martin Robert was a 19th century U. Army engineer.
Taking good meeting minutes at a board meeting is an important and fulfilling role. Board meeting minutes are more than a general accounting of board discussions; they serve as an official and legal record of the meeting of the Board of Directors. Minutes are used in a variety of ways including tracking progress, detailing future plans, and serving as a reference point. Among other things, your meeting minutes should reflect a record of motions , votes, and abstentions. Have a discussion with the board president about any current or expected formats that you are expected to use.
As commonplace as it is for board secretaries to take the minutes of a meeting, it may surprise you to learn that boards of directors are not legally required to take minutes at all. Taking minutes at board meetings has become a best practice for a lot of good governance reasons. Members of organizations are entitled to obtain certain corporate records like financial reports and meeting minutes. In addition, the minutes of board meetings serve as guidance for the board as they plan and make strategic decisions. Taking board meeting minutes using a specified format and template also serves as legal protection for the board and the organization.