It is essential to record minutes of board meetings so that you can keep track of all activities. Minutes should include details of all discussions and decisions, as well as action items and resolutions.
A board secretary must take minutes with accuracy and impartiality. To protect the organization from any potential lawsuits, even when the board is discussing controversial topics that require a neutral and factual account is crucial.
Draft minutes of meetings should be sent to all directors for initial review and correction prior to being approved by the chair. Then, a further draft version, which has been approved by the chair, can be distributed to any directors who have any follow-up regarding anything prior to the minutes are finalized.
It is important to include the attendance at the meeting of each director, as well as any other attendees who are present but do not participate in decision-making. This ensures that any dissenting remarks aren’t left unnoticed or ignored.
Note the order in which an agenda item was discussed. This will make it easier for the next meeting to follow up on any changes.
It is important that you bring all the materials you require to the meeting, as you will be the person responsible for taking notes. This includes a notebook, pen and power cable. It is also recommended to have an additional backup device in the event that your primary device malfunctions or your pen stops working.
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