How to Take Board Meeting Minutes

The minutes of board meetings are official records of decisions as well as the discussions that occurred during the meeting of the board of directors. They assist in making sure everyone understands the events, who was present, what and how the decision was voted upon. They can also serve as an official document for future reference.

It’s not required, but having a board secretary who is dedicated to the task can make it easier for them to record and publish minutes. They can be able to concentrate on listening to the discussion without interruptions. Furthermore, having a dedicated note-taker for each meeting can help ensure a consistent, structured approach to the process. Recording the meeting audio can also help resolve discrepancies between minutes and the actual events in the meeting.

The first stage in the minute-taking process is confirming that the board has a quorum of members present at the meeting. This is done by checking the attendees’ list against the board’s membership records to determine who was able to attend. If a quorum isn’t met, then the chair could decide to adjourn or postpone the topic for later consideration.

The materials that were discussed at the meeting must be included in the minutes of the meeting, but it’s not necessary to provide a thorough description. It is better to store all meeting materials in a secure board portal with solutions like Boardable. This way, presentations and other materials are easily accessible when needed. This is particularly helpful for new board members or those who missed the meeting.


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