It doesn’t matter if the board uses a board portal, or if you use paper to keep track of your minutes, it’s crucial to take www.boardroombox.com/is-membership-management-software-good-for-small-nonprofits/ precise and precise notes. This will help keep the group well-informed. You must be aware of what information to include and what not to.
For instance if you record the vote of members on a motion the minutes should include only votes for or against a decision – not the names of individuals who voted and who backed the motion. This helps protect the board from legal challenges later on. This rule doesn’t apply to executive pay votes or financial transactions involving board members. In these situations the names and reasons of those voting should be recorded.
Include any information that clarifies the board’s decision within your minutes of meetings. This can include the comments of your legal counsel or the chairman, but not their opinions or conclusions unless explicitly stated. It is also beneficial to include any presentations or reports that were made at the meeting. This will allow your board members to be informed of any important updates and provide information to your entire team.
It is essential to keep in mind that the minutes of board meetings are a fair and impartial record of the board’s decision-making process. Therefore, you should not document any personal opinions, arguments or disagreements, political discussions, or idle conversation. Instead, you should concentrate on recording facts and important decisions, while keeping your tone neutral – even when there’s tension in the room.