It is important to keep minutes of board meetings so that you can keep track of all activities. Minutes should include details of the discussions and decisions made, as well as resolutions and action items.
A board secretary should make sure that the minutes are recorded accurately and without bias. To safeguard the company from any legal action even when the board is discussing controversial issues an objective and factual account is essential.
Directors should be provided with draft minutes of the meeting for their initial review and corrections prior to when they are approved by the chair. A second draft that has been approved by the chair, can be distributed to directors who want to conduct any follow-up before finalizing the minutes.
It is important to include the presence at the meeting of article each director and any other participants who attend but are not involved in decision-making. This ensures that any disagreements or remarks are not ignored or forgotten.
When you are dealing with the agenda item you want to discuss take note of the order in which it was addressed. This will allow you to track any changes that occur at a subsequent meeting.
As the person who is responsible for taking minutes, it is essential that you bring all necessary materials to the meeting. Bring a notebook, pen power cable, notebook, and pen. You should also have a backup device in case your primary device malfunctions or your pen stops working.