August/September 2007 |
Maximize the benefits of board meeting minutes Like many involved in operating a nonprofit, you probably know that board meeting minutes are required by state law. What you may not realize is how else these records can benefit your organization and the types of details that should be included in them. Generally, minutes document the time and place of the meeting, attendees, and the agenda. In addition, they should summarize the proceedings, including any presentations, debates, and reports and documents distributed. Minutes should also detail areas such as voting results and future action steps. Because these records should be kept for the life of your not-for-profit, they provide a record of your organization’s history. But they’re also useful for updating absent board members, so the minutes should identify issues and areas needing further review. More important, board meeting minutes serve as an official, written account of activities that can be used as evidence in lawsuits or for financial or performance audits. For this reason, it’s important that the minutes note all circumstances where your nonprofit is complying with outside governing agencies. For example, a budget review that’s recorded in the minutes can support your financial compliance. It’s also important that minutes focus on the facts. They shouldn’t include opinions, lengthy discussions or the identities of voters. Here are some other subjects that should be well documented in your minutes:
Being able to provide detailed board meeting minutes to donors is a great way to gain support for and build confidence in your organization. Your board minutes may also be a handy tool for recruiting new board members. For example, seeing that your board keeps accurate, detailed records can show potential candidates how committed your organization is to its mission. Also, it would show potential board members what type of actions the board takes, and how it stays involved with and helps the organization. • |