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When it comes to drafting minutes of board meetings it is your aim to record a complete record of the proceedings at the meeting. This will give you legal protections in the future. It is essential to pay attention on the critical discussions and the decisions taken at the meeting. This means that you must ensure that all relevant information is recorded, including the names of all attendees (includes those who attended in person, via the phone, or online) and their roles, as well as an account of the hour that the meeting ended.

However, your board’s minutes should not be a transcription transcript of every comment and opinion that took place. Your board’s minutes should be neutral and free of the use of inflammatory or colourful opinions, disagreements between members, or political comments. Also, you should remove any idle conversation or tangents because they could lead to liability issues in the event that your board is asked to examine the minutes.

Disagreements that go beyond the agenda are normal at board meetings, but they should be marked as off the record and should not be recorded in the minutes of board meetings. You should instead record that the board had a discussion that was not even on the agenda, and not include any specifics about the discussion. Additionally, you should note the votes of the board members for or against certain motions and document the reasoning behind their vote. This will create a transparent and unbiased record of voting that could prove useful in the event there is a possibility of future legal disputes.