A neatly kept minutes record can become a time and money-saver in future situations, should any question arise. When correctly designed and acknowledged, the minutes are helpful for organizations and corporations and can even provide the needed support in solving legal aspects.
But what exactly are the board meeting minutes, and how do they work? Follow our review to learn the focal aspects of meeting minutes, where to get the correct templates, and tips to filling out the paperwork.
Board meeting minutes not only record the assemblage discussions but appear to be legally powerful records. They are used by nonprofit organizations to prove that the board of directors followed the requirements and statutes of all procedures, compiling with the mission of the organization and the state’s laws. Also, board meeting minutes can provide the potential organization’s sponsors and investors with the inherent data that affect their decision to increase the contributions.
Board meeting minutes can be useful to cover the following aspects:
Board Meeting Minutes are lawfully powerful records that can be used as evidence in case of necessity. As board directors are in charge of any processes within the organization and therefore liable for any decisions taken or rejected, the secretary should not use complicated language while making records to avoid judicial confusions that can jeopardize the organization’s reputation.
The procedure of accounting the minutes may become a nightmare when prepared and conducted incorrectly. Follow these simple steps to ensure the prominent result and reduce the effort and stress:
Follow our review to learn details of what particularly should be included in the board meeting minutes paperwork and where to get a valid PDF template.
As we have already mentioned in the previous parts of this review, conducting a Board Meeting Minutes record is a complex yet advantageous activity. Follow our comprehensive step-by-step guide to learn how to complete the paperwork effectively and with a minimum effort. We inspire you to download the needed PDF template via our form-building software and proceed to fill it out immediately.
Complete the Heading
In the beginning, you need to determine whether you, as a secretary, are going to record a regular meeting or a special one. Select the appropriate alternative and mark your choice.
Here, you should follow the template: print in the needed variant or line through the inapplicable.
Also, you should submit the name of the corporation (organization or institution).
Enter the Time, Place, and Details of the Meeting
Begin recording the meeting by defining the following:
List the Directors Who Are Present
Here, the secretary should submit the names of all board attendees.
List the Top Team Who Are Absent
If some directors or authorized top-tier people are absent, the secretary needs to provide the corresponding record, including the names. If all leadership attendees are present, write down “None” and proceed to the next point.
Introduce Other Invited Persons
If some other individuals but the directors are invited to attend the board meeting, list the guests’ names and titles.
Determine the Chairman
Enter the name of the director, chosen to be the chairman of the respected meeting on the date. The chairman should also announce that the meeting is being held according to a written notice.
However, if there was no notification regarding the assemblage, the secretary should record this fact, while the chairman should declare the special announcement.
Acknowledge the Meeting Minutes Records
Once the introductory part of the meeting is over, the secretary enters upon recording the session. By the end of all proceedings, the meeting minutes paperwork is being read, acknowledged, and distributed to all directors.
State the Election of Officers (If Appropriate)
The chairman announces the beginning of the procedure to nominate the officers. Once the board has approved the candidates, the secretary lists the names of the seconded individuals and describes their departments on the corresponding blank lines.
Specify If There Were Other Candidates to Elect
If there were no further nominees to elect and the board meeting preceded duly or anonymously (underline or check the appropriate), ensure you make corresponding recordings.
List the Agenda Negotiated During the Board Meeting
Define and record other topics on the agenda the board directors spoke about in further discussion. Use attached sheets if needed to include all related statements. Here, you, as a secretary, can list such aspects as:
Describe the Resolutions Adopted (If Any)
If there are any approved resolutions to record, list each aspect using the free space of the board meeting minutes template or attach additional sheets.
State the Adjournment of the Meeting
Once all necessary aspects are discussed, and the corresponding resolutions and decisions are seconded, the secretary should state the closing of the board meeting and place the current calendar date.
Sign the Board Meeting Minutes Paperwork
The secretary must identify themselves by placing the name and signature. If the secretary has used additional sheets of paper, let them attach and sing these supplements. Corresponding notes should be made.