The proper and orderly recording of the minutes of your corporate board is important to your organisation for a variety of reasons. For example, the minutes provide written evidence of the proceedings of your board, which may serve as protection in the event of an IRS audit or other action. By maintaining proper records of all board meetings, you may also protect yourself and other members of the board from being held responsible for corporate debts.
Record the date, time and attendance. Using your pen or pencil, record the exact date and time that the corporate board meeting convened. Take attendance, recording the names of all present. If there are any special guests in attendance, record their names and titles, as well as the organisation with which they're associated. You should also record the name of the board member calling the meeting to order. If there are any late arrivals, record their names, as well as the time they arrived. While this last piece of information may not necessarily need to be recorded in the official minutes, it may be helpful to maintain the information in your own private records for future reference.
Record a summary of each report given at the board meeting. Board meetings usually consist of several board members and committees reporting on specific activities related to the organisation. Briefly highlight the main points of each report, taking care to record who's giving each report.
Record any and all resolutions made. If the board makes any specific resolutions during the board meeting, record these resolutions. Additionally, record the names of specific staff members involved in the implementation of said resolutions for future reference.
Record the time of adjournment and name of the recording secretary. Write down the exact time the meeting adjourns, as well as the name of the secretary who's taking notes of the minutes. If you're taking the notes, this would be your own name. However, if you've assigned someone to take the notes for you, be sure to include that individual's name in your final transcription of the minutes.
Transcribe the minutes and attach any addenda. Using word processing software or another approved method such as a premade template, transcribe the handwritten minutes into a legible document that may be easily distributed within your organisation if necessary. Attach copies of all relevant addenda, including the corporate board meeting agenda, if one was distributed prior to the meeting, and any handouts that might have been distributed during the meeting. The transcribed minutes are usually presented to the board for approval at the beginning of the next scheduled session.
Things you need
- Pen or pencil
- Notebook or notepad
- Word processing software