What should you include in board meeting minutes? "Keep in mind that minutes are not minutes until they have been approved.It is meant to help you understand and comply with ethics rules and open meeting regulations, and be aware of certain prohibited activities. Board of Directors motions and minutes. This page has the Board and General Business Meeting (during the Conference) minutes for the past few years. The 11-member Metra Board of Directors, made up of members representing the six-county Chicago metropolitan area, meets once a month to discuss various matters. The minutes should record any board actions, such as motions, votes for and against, and resolutions. For motions, include the exact wording of the statement, and the name of the person making the motion.