In response to a member inquiry for information about the use of gender-based pronouns in meeting materials and minutes, the Association of LGBTQ+ Corporate Directors was kind enough to develop this resource for our members that includes suggested practices on the use of gender pronouns for board communications, meetings, and minutes.
For purposes of referencing particular directors in the minutes specifically, in lieu of the traditional Mr/Mrs/Ms adjectives and he/him, she/her, etc. pronouns, the authors suggest use of a director’s first name and surname or use of just the surname. Others have suggested alternatives that achieve the same objective of “neutrality,” including referencing directors by their titles (e.g., Director Jones, Board Chair Smith) or first initials and surnames.
In that the corporate minutes serve as the permanent, official record of the business transacted and action taken at meetings of the board of directors, board committees, and shareholders, the key in determining which words to use in the minutes—whether related to this topic or otherwise—is clarity, i.e., avoidance of ambiguity.
Access additional resources on our Minutes page.