You want to create a record that accurately reflects what happened at the meeting to ensure that you are protected in the future. In order to accomplish this, you need to concentrate on the important discussions and decisions that came out of the meeting. You’ll need to ensure that all the necessary information is recorded, including an attendance list (includes those who attended in person, on the phone, or online) and their roles, as well as an account of the time that the meeting ended.

The minutes of your board should not be simply a record of all opinions and comments that were made. The minutes of your board should be impartial and free of explicit or inflamatory statements, personal disputes, or political commentary. Also, you should eliminate any tangents or idle discussions because they could create liability issues in the event that your board is asked to review the minutes.

Conversations that diverge from the agenda are commonplace at board meetings, but they should be distinctly marked as off-the-record and shouldn’t be included in your minutes of board meetings. Instead, you should note that the board debated something that wasn’t on the agenda, and don’t record any details about the discussion. You should also only note the votes of board members against or in favor of certain motions, as well as their rationales. This will create a transparent and unbiased record of voting that could prove useful in the event that there will be any future legal issues.