CF Board Relations and Governance Exchange

last person joined: 4 days ago 

This community is for Community Foundation staff who work with Boards - discuss best practices and share ideas and resources on board governance and relations.

  • 1.  Recording of Board and Committee meetings

    Posted Sep 23,2025 03:05 PM

    Hello everyone,

    Our Governance Committee has been discussing the recording of board & committee meetings and the concerns of Zoom or AI recording to the cloud and confidentiality.

    As a result, we have stopped all recordings, and I am taking notes the old fashion way :)

    I am curious as to your practices with minutes, what do you include such as only board actions, who gave the motion and 2nd it and if you use people names as well. 

     Thanks in advance for responses.

    Leigh Higgins from CF for Greater New Haven



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    Leigh Higgins
    Senior Director of Professional Development and the Executive Office
    The Community Foundation for Greater New Haven
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  • 2.  RE: Recording of Board and Committee meetings

    Posted Sep 24,2025 05:30 PM

    Hi Leigh,

     

    We have been advised by our legal counsel to not record or use AI for board meetings. We have moved towards a much more limited approach to what we are capturing in our minutes, focusing on high level topics, decisions, and/or next steps. Motions are captured as follows: "The Board reviewed XYZ and after a discussion a motion to approve XYZ was seconded and (unanimously) approved." Note that we are no longer referencing the names of who made or seconded the motion.

     

    I am also curious to hear what others are doing.

     

    Best regards,

     

    Ashley Smith

    Corporate Legal Secretary

    Marin Community Foundation

     

    Ashley Smith (she/her)

    Corporate Legal Secretary

    Office: 415.464.2540

    marincf.org

     

     

     




    Original Message


  • 3.  RE: Recording of Board and Committee meetings

    Posted Sep 24,2025 06:35 PM

    Thank you Ashley, this is very helpful.



    ------------------------------
    Leigh Higgins
    Senior Director of Professional Development and the Executive Office
    The Community Foundation for Greater New Haven
    ------------------------------

    Original Message