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Minutes are a written record or summary of discussions, decisions, and actions that take place during a board meeting.
Minutes serve as an official record of the meeting, documenting important information, decisions made, and actions taken. They help ensure accountability and provide reference for future discussions.
The secretary or a designated person is responsible for taking accurate notes and drafting the minutes after the board meeting.
Minutes should include the date, time, and location of the meeting, a list of attendees, a summary of discussions, decisions made, any votes taken, and actions assigned with deadlines.
The minutes should have a clear and organized structure, with headings for each agenda item or discussion point. Use bullet points or numbered lists for easy readability.
No, minutes should reflect an objective and unbiased account of the meeting. Opinions and personal comments should be avoided unless they are essential to understanding a decision or discussion.
Ideally, the minutes should be prepared and distributed to attendees within a reasonable time frame after the meeting, usually within a week.
Yes, if any errors or omissions are discovered, the minutes can be amended or corrected during the next board meeting. The corrections should be clearly marked and documented.
Minutes should generally be retained indefinitely, as they serve as a historical record of the organization. However, it's always wise to check any legal or regulatory requirements specific to your organization or state.
Yes, legal requirements for writing minutes can vary by state. It's essential to consult state laws, regulations, or seek legal advice to ensure compliance.
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