The minutes of meeting are an important written record of the events that take place when your board meets. Oftentimes, the minutes of a meeting are considered a legal document.

They are valuable because they provide information about what happened during the meeting, and can be used to update those who were not present, as well as refresh the memories of those that were. The minutes are also helpful when it comes time for board members to make strategic plans as well as measure board performance in specific areas.

To be useful, your minutes of meeting should record the highlights of the events at each meeting, rather than every single detail or word that was said.

Getting Started

Generally, it is a good idea to begin the minutes of meeting with a record of the time, date and location of the meeting. In this section you will also want to include a list of everyone who attended the meeting, as well as any notable exceptions, such as board members that arrived late or left early.

Be certain to note if the minutes from the prior meeting were not accepted, or if there were items that were corrected.

You should also list any handouts or other materials that were presented during the meeting. Include a copy of these documents and keep them on file with the minutes.

Record the Agenda

Next, you should record the list of topics that the board plans to discuss during the meeting, as well as a brief description or synopsis of each of these items on the agenda.

Items that are carried over until the next meeting for further discussion or action should be noted as well. If specific items are opened to the public for debate or comment this should also be noted.

Record the Votes and Other Actions

Make a detailed list of each action that the board takes at the meeting. Include the names of members that made motions and seconded motions, as well as how each member voted. It is also important to include how the vote took place, by ballot or show of hands, and whether or not any member abstained from casting their vote.

Make a note also of any other actions that are taken during a meeting, such as special topics, committee assignments and other work.

Include a list of new business that the board plans to take up at the next meeting as well as the proposed date, time and location for the next meeting.

Wrapping it All Up

Conclude the minutes with an account of who adjourned the meeting, and at what time the meeting ended.

Be Timely, Professional and Accurate in Your Account

In general, most organisations prefer that the minutes of meeting be recorded and filed within 24 hours of the meeting. To ensure that you get the details correct you will want to write up the minutes as soon as possible after the meeting ends.

Use the same tense throughout the document and avoid using your personal judgments, opinions or feelings when recording the events that happened during the meeting. To ensure that your minutes are professional, you should be objective, and use clear and concise language and descriptions that are too the point.

Once the minutes of meeting have been created, be certain to file and store this document as you have been previously instructed by the board.