Minutes help in keeping track of decisions, travel accountability, and protect the board from legal liability. While taking minutes can be challenging, there are some best practices which could make the process easier and help ensure the minutes are complete and appropriate.
Prepare in advance – boards whom use contemporary panel management software like Aprio can easily build small templates ahead of time so they are ready to use at the conference. These layouts can include important details like the meeting day, location and attendees.
Be timely — IRS Style 990 requires contemporaneous documentation of board and committee get togethers. For this reason, is important to assure your moments are kept up to date and permitted within 60 days for the original meeting.
Record Decisions & Dialogue, but Don’t Transcribe Verbatim ~ The Key is Summarization
Minutes should certainly summarize what happened during the assembly, says Zenda Bowie, director of field services and parliamentarian for the Georgia Institution Boards Group (GSBA). This consists of information related to motions and debates.
Preserve neutral sound – Don’t be too partisan or vital in your minutes. Also, steer clear of idle discussion, jokes and recaps of current occasions.
Don’t record anything that’s not relevant to the decision or action becoming discussed : Unless it may be an attorney-client privilege, would not document personal disagreements or perhaps critiques.
Essentially, your web link minutes need to be short and simple to scan and refer to later. This will save you as well as ensure you don’t forget important items which can be very easily missed in a hectic get together environment.
