Board governance meeting minutes are legal documents that demonstrate that the group of individuals, which represent a non-profit governance board, is taking the required actions needed to oversee an organization.  This board authority is required for all non-profit organizations which includes community health centers.  In the case of community health center governance boards, HRSA spells out the activities that must be completed to achieve compliance with the community health center program’s board authority requirement. This information is spelled out in the Compliance Manual (CM). 

Board Meeting minutes that are submitted to HRSA should include all discussion that directly pertains to the three governance requirements that are outlined in Chapters 13, 19, and 20 in the Compliance Manual that was last revised in November of 2025. It is important to note that the requirements that are spelled out in Chapter 19 (Board Authority) are comprehensive and include elements from all the other non-governance-related chapter requirements.  

The Health Center Operational Site Visit (OSV) Protocol that was last updated in December of 2025 is another resource that can be used to determine what to include in board meeting minutes.  The OSV protocol identifies what questions and documents will be required during the actual site visit.  Using the protocol is an effective way to determine what type of information should be included in your board meeting minutes.  Using the OSV protocol as a review tool for monthly board meeting minutes is also an effective way to proactively prepare for an upcoming site visit.   

Lastly, health centers are organizations that have business operation issues that fall outside of the scope of the compliance manual information. Therefore, it is acceptable to redact non-HRSA required information when submitting your meeting minutes for review.