Meeting Minutes are the foundation to productive and effective board meetings. They provide crucial oversight and documentation functions, such as protecting against liability, evidencing decisions, and clearly identifying action items and next steps. In this way, Meeting Minutes keep your board organized, informed, and unified. Join Karen Griffin, Head of Customer and Product Marketing, and Andrew Sompels, Customer Education Manager, as they showcase the impact and potential of the OnBoard Meeting Minutes Builder.

1. Keeping your Board Effective and
Unified with OnBoard Meeting
Minutes Builder
Tuesday, September 20, 2022
Karen Griffin, Head of Product & Customer Marketing
Andrew Sompels, Customer Education Manager

2. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Housekeeping
2
Please ask questions
at any time using the Q&A Button
Chat or ”raise your hand” if you
need anything
Attendee Mics are muted by default

3. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
About our Audience Today
Industries
• Arts & Entertainment
• Associations
• Financial Institutions
• Healthcare
• Nonprofit
• Technology
• Utilities
Roles
• Board Chairs & Members
• CEOs, CFOs, Executive
Directors
• Corporate Secretaries
• Executive Assistants
• General Counsel
• Vice Presidents

4. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
About Today's Webinar
• Meeting Minutes Overview & Processes
• OnBoard Minutes Builder Demo
• Sneak Peek – New Enhancements
• Wrap-Up & Q/A
Andrew Sompels
Customer Education Manager
Karen Griffin
Head of Product & Customer Marketing

5. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
What we do:
Inspire and enable organizations to
do their best work in a digital
world.
5

6. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Polling Question:
What method do you currently use for taking meeting
minutes?
• Real time during the meeting
• Create minutes after the meeting
• Combination in meeting and after the meeting
• Record the meeting for subsequent transcription

7. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Polling Question:
What tools are you using to take your board minutes?
• OnBoard
• Google Docs
• Word
• Notepad/Paper
• SharePoint
• Another Board Management Software
• Some other application

8. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Meeting Minutes Overview
Official & Legal Record of the Meeting
• Record of Attendance and other Meeting details
• Minutes captures critical discussions / sessions
- Regular sessions
- Executive sessions
- Chair sessions
• Minutes capture a record of motions, votes, and decisions
⎼ Record dissenters and abstainers
• Minutes serve as a reference
• Used for tracking progress and evolving future plans (New Business)
• Meeting minutes also serve as a record related to organization's corporate
governance and ESG efforts.
Why do board meetings need minutes?
Meeting Details
• Meeting type (regular, special, annual)
• Time when meeting was called to order
• Establish Quorum
• Attendance, including who attended remotely
• Record any proposal to modify the meeting's
proposed agenda
• Approval of previous Meeting Minutes
• Record the meeting adjourned time
• Any conflicts and recusals

9. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Meeting Minutes Overview
Style
• Avoid Adjectives and Adverbs
• Clear and Unambiguous
• Should be substantively complete
• Should be consistent
Preparation
• Revisit previous meeting minutes to aid preparedness
• Requires intimate knowledge of the board agenda, board book, supporting materials
• Start with a ready template anticipating key deliberations and proposed motions
• Track follow up tasks
• Once approved, Minutes are always presumed to be correct
Important : Minutes can be used as legal evidence
Best Practices

10. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Meeting Minutes Process
Board Secretary should Allocate time after the meeting to prepare minutes
- Once a draft is prepared, review process starts promptly
- Minutes should be reviewed for quality and accuracy
- Corporate Counsel
- Staff Liaison
- Internal Auditor
- Reviewed by the Board
- Either circulated for signatures (per bylaws) or added for approval for next meeting
After Minutes Finalization
If finalized minutes need to be edited, it requires board approval (addendum)

11. Minutes Builder Demo

12. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Minutes Builder Enhancements
• New capabilities to make minutes even easier to create and finalize
• Work in progress – sneak peek at design concepts currently in development
• Received customer feedback to take to next level
• Coming Soon – Fall 2022!
"We need to be able to quickly add new
sections, organize minutes, and log information
during a meeting."
- Current Minutes User

13. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Minutes Builder Enhancements
13
New drag and drop functionality

14. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Minutes Builder Enhancements
14
New section improvements with in-line editing

15. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Minutes Builder Enhancements
15

16. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.
Polling Question:
Are you interested in learning more about
Minutes Builder?

17. OnBoard | ©2021 Passageways, Inc. Confidential. All rights reserved.

19. Contact & Help
OnBoardSales Team
765.535.1882
More@onboardmeetings.com
OnBoardCustomerSuccessTeam
OBpros@onboardmeetings.com
TechnicalSupport:(765) 535-1880, option1
help@onboardmeetings.com
Onlineknowledgebase
onboardmeetings.com