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You’re looking to create a record that accurately reflects what happened at the meeting so you can protect yourself in the future. To achieve this, you should focus on the critical discussions and decisions that came from the meeting. You must ensure that all the necessary information is recorded. This includes a list of participants (including those who participated via the phone or online) and their roles, and also the time the meeting ended.

However, your board’s minutes are not a transcribed transcript of every comment and opinion that took place. Your board minutes should be non-biased and should not contain the use of inflammatory or colorful statements, personal disputes, or political comments. You should also remove any idle conversation or tangents, as they may create liability issues when your board is asked to look over the minutes.

Board meetings typically include discussions that are not on the agenda. These must be clearly identified as off-the-record and should not be included in the minutes of your meetings. Instead, you should mention that the board discussed a topic that wasn’t on the agenda and not include any details regarding the discussion. It is also important to keep track of the votes cast by board members for or against specific motions, along with their reasoning behind the motions. This provides a clear, impartial report of the vote and could prove useful in the event of legal challenges in the future.

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