Board approval dates:

• Created on: 03/05/2024
• Most recent update: 06/07/2024

The Secretary of the Community Board is responsible for ensuring that minutes of all regular board meetings are generated, circulated, and securely maintained.

General Requirements

At minimum, minutes of all regular Community Board meetings should include:

• The date and time of the meeting
• Board member attendance (names)
• Board member absences (names)
• Any guests or staff present (names)
• The topic(s) of any discussion(s)
• The specific wording of any motions that are made
• The name of the individual proposing the motion(s)
• The name of the individual seconding the motion(s)
• The outcome (e.g., result of any vote)

Corrections

Initial drafts of minutes should be generated and circulated to meeting participants promptly following the conclusion of board meetings to allow for corrections or edits. Corrected draft minutes of regular board meetings should be approved as accurate records of board activities by the full board at the earliest opportunity, ideally at the next board meeting.

Committees

Minutes may be maintained by board committees, at each committee chair’s discretion. Executive Committee minutes should always be generated if the Executive Committee makes any authorized decisions on behalf of the full board, as may be permitted in the bylaws. In such cases, Executive Committee records of any decisions made on behalf of the full board should be reviewed and approved by the board at the next regular meeting.

Storage

Records of all minutes from Community Board meetings should be stored in a secure location, in a form that allows for easy access by board members and community stakeholders. For risk management purposes, physical paper printouts (backups) of any minutes kept in electronic format should be maintained on-site by the Executive Director.

Confidentiality Concerns

Discussions of confidential matters may sometimes be required at Community Board meetings. Examples include (but are not limited to) matters involving:

• Individual named students
• Individual named employees
• Grievances or appeals processes
• Pending legal questions or claims
• Any other obviously sensitive topics

Role of Chair in Confidential Discussions

The Chair of the board (or the presiding officer) is charged with evaluating and identifying matters requiring confidential discussion and record keeping ahead of time. The Chair may at any time call for a closed-session discussion of the board if confidential topics are to be discussed. Guests and observers may be excluded from these closed-session discussions at the Chair’s discretion. Minutes of confidential matters discussed by the board should be minuted using the same format as any other public discussion items, but minutes of these confidential matters should be maintained in separate documents that are associated with, but maintained separately from, the public minutes of the meeting. Minutes from closed sessions should be approved in the same way as other minutes are approved, but care should be taken to ensure that minutes of confidential discussions are only ever approved by the full board in closed sessions. Minutes from confidential discussions are only open for review by board members themselves, plus approved regulators or other parties who are required as part of their work to view board meeting minutes (e.g., independent auditors, accreditation site visitors). Minutes from confidential discussions are generally not open to review by the public.

Additional General Advice regarding Minute Keeping

Minute keeping is a crucial aspect of governance and transparency in nonprofit organizations. Here are some additional perspectives on best practices for minute takers.

Prepare Before the Meeting

Review the agenda and previous meeting minutes to understand the context and topics for discussion.

Document Attendance

Record the names of any board members, staff, and guests present at the meeting.

Capture Key Discussion Points

Summarize discussions, decisions, and actions taken during the meeting. Focus on key points only. Avoid verbatim transcriptions. Keep the tone neutral, descriptive, and impartial. Avoid inserting personal opinions, judgments, or biases.

Note Motions and Resolutions

Record all formal motions, including who made the motion, who seconded it, and the outcome of the vote.

Document Dissenting Opinions

Note any significant objections or alternate viewpoints expressed by board members during discussions.

Record Action Items

Document specific tasks assigned to individuals, including deadlines and responsible parties.

Include Financial Updates

Summarize any financial reports or updates presented during the meeting.

Store Minutes Safely

Keep minutes in a secure location and ensure they are accessible to board members and relevant stakeholders. Ensure backups are made regularly. Ensure records are complete.

Follow Legal and Regulatory Requirements

Ensure that minutes comply with any legal or regulatory requirements applicable to the organization.