Probably More than You Ever Wanted to Know About Board and Committee Minutes

Nonprofits are typically governed by state and federal laws, as well as their own bylaws and policies, when it comes to board minutes. Nonprofits must maintain accurate and complete records of their board meetings, and that includes the minutes.

Minutes should be recorded promptly after the meeting, ideally within a few days. This ensures that the details of the meeting are fresh in the note-taker's mind and that the minutes can be distributed to board members in a timely manner.

Nonprofits should keep board minutes on file for a certain period of time, as required by state and federal law.

Board minutes should be accessible to board members upon request. Some nonprofits may also choose to make their minutes available to the public upon request. It is not common to post them on websites or in public areas like you see with annual reports or IRS Form 990.

Minutes should be accurate and complete, reflecting the decisions made at the meeting. They should include any votes taken, and any actions assigned to board members or staff. Keeping accurate and detailed board minutes is important for ensuring the transparency and accountability of an organization's decision-making processes.

What should be included?

• Agendas are helpful for the secretary or minute taker because they outline the topics that will be discussed during the meeting.

• The names of all attendees, including any guests, staff, or visitors should be included.

• Approval/denial or votes on any policies, changes to organizational documents, approval of budgets, and financial documents. You'd be surprised how often we see these missing.

• Make sure to capture the key points of the discussion, decisions made, and any actions taken. Use clear and concise language, avoiding unnecessary jargon or acronyms. Select a standard format for the minutes that includes the date, time, and location of the meeting.

• Review the minutes for accuracy and distribute them to all attendees in a timely manner. Make sure that any corrections or additions are noted and incorporated into the final version.

• Store the minutes in a secure location and keep them organized by date and topic for easy reference. The biggest snafu we hear is that historical records were lost because someone kept them in their personal email or Google drive and the minutes disappeared when the board turned over.

What format should the minutes be in?

There are several ways in which you can take board minutes, and different formats you can use, depending on the needs and preferences of your organization.

1. Narrative format

This is a descriptive format where the minutes are written in paragraph form, summarizing the key points of the discussion and any actions taken. This format is useful when a detailed account of the meeting is required.

2. Action-oriented format

This format focuses on the decisions made and actions taken during the meeting. It typically includes a list of agenda items, the decisions made, and the actions assigned to specific individuals or groups.

3. Tabular format

This format uses tables to summarize the discussions and decisions made during the meeting. It can be useful for organizations that need to track progress on specific issues over time.

4. Audio recording

Some organizations choose to record the meeting and then have the recording transcribed. This can be a useful method for capturing the full discussion and ensuring accuracy in the minutes.

Many organizations use a combination of the above formats to create minutes that are comprehensive and easy to understand. Ultimately, the format and method you choose will depend on the needs of your organization and the preferences of your board members.