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Do you serve on a board of directors and experience significant inaccuracies and inconsistencies in board minutes? Do you know that board minutes are really a very important resource to governing boards? Minutes of board meetings provide evidence that a board has exercised care in decision-making. The minutes also substantiate that a board is operating in accordance with its Bylaws and other documents and rules.Although there is recognition that board minutes are important, many organizations continue to have inadequate records of board meetings. One of the most common mistakes made in board meeting minutes is the tendency to record too much. This may take the form of casual but inconsequential statements made during the meeting to the ultimate mistake of recording every spoken word.Your strategic thinking business coach offers some guidance on board meeting minutes by providing a list of the DO’s and DON’Ts of board meeting minutes.THE DO’S - Do record the names of the attendees at the board meeting.- Do record the date, time and place of the board meeting.- Do make a notation that a quorum exists or does not exist at the meeting.- Do record a clear and concise summary of actions taken at the board meeting.- Do record the names of the persons making and seconding motions.- Do make a notation indicating when motions are adopted by unanimous votes or a record of the yeas and nays and abstentions.- Do record a notation of any handouts, documents, and other materials that were introduced at the board meeting.- Do record a summary of discussion points by using concise statements, of issues and concerns during the discussion.- Do record a summary of key action items and follow-up items.- Do identify the person responsible for taking the minutes.- Do have the minutes distributed in a timely manner.THE DON’TS- Don’t make the minutes a verbatim documentation of everything that is said at the board meeting.- Don’t make the minutes so lengthy that it would take more than 15 minutes to read them. The minutes are to be clear & concise.- Don’t have someone taking the minutes that is very new to the board or who does not have a grasp of the issues discussed at the board meetings.- Don’t forget to proof read the minutes before they are distributed.- Don’t delay the distribution of the minutes once they are completed.Your strategic thinking business coach encourages you to use strategic thinking in the recording of minutes of board meetings. If you would like to learn more about recording accurate and effective board meeting minutes and how a strategic thinking business coach can facilitate and guide you in that endeavor, please contact Glenn Ebersole today through his website at www.businesscoach4u.com or by email at jgecoach@aol.com
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Glenn Ebersole, Jr. is a multi-faceted professional, who is recognized as a visionary, guide and facilitator in the fields of business coaching, marketing, public relations, management, strategic planning and engineering. Glenn is the Founder and Chief Executive of two Lancaster, PA based consulting practices: The Renaissance Group, a creative marketing, public relations, strategic planning and business development consulting firm and J. G. Ebersole Associates, an independent professional engineering, marketing, and management consulting firm. He is a Certified Facilitator and serves as a business coach and a strategic planning facilitator and consultant to a diverse list of clients. Glenn is also the author of a monthly newsletter, “Glenn’s Guiding Lines – Thoughts From Your Strategic Thinking Business Coach” and has published more than 250 articles on business.
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