Board Directors Meeting Minutes For Calling Egm In Illinois
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FAQ
Special board meetings may be called by the chair of the board, the president, any vice president, the secretary, or any two directors.
Yes, a formal vote is typically required to approve meeting minutes. After a motion is made and seconded, the group votes to confirm the minutes as an accurate record. This vote ensures that all members agree on the content and helps maintain an official, verifiable record of decisions and discussions.
Ing to 5 ILCS 120/Open Meetings Act, it is the public policy of Illinois that public bodies exist to aid in the conduct of the people's business and that the people have a right to be informed as to the conduct of their business.
Without the approval, the board can't prove the meeting happened and that the decisions were officially made. Failure to produce clear and accurate minutes may be interpreted as board members' inability to carry out their fiduciary duties and employ a proper decision-making process.
Approving the Minute Minutes do not become official until they are read and approved by formal vote. They should be read by the Secretary at the next regular meeting. The Chair then asks for corrections and additions, and calls for a vote.
6.2 Minutes of a General Meeting should be signed and dated by the Chairman of the meeting or in the event of death or inability of the Chairman, by any director duly authorized by the Board for the purpose, within thirty days of the General Meeting.
Minutes create a trustworthy and accurate record of the key points and decisions the board made during the meeting. Of course, you can't just take notes and call it meeting minutes. Official minutes must be approved, which requires a formal vote.
Until the meeting minutes are approved, they are not considered an official record of the meeting. Approval is a critical step that cannot be missed. The corporate secretary's approved version of the minutes is considered to be the official record.
Do not record each actual question asked and each answer given. The fact that questions and answers were exchanged satisfactorily on a topic is enough. No matter what happens in a meeting never write a sentence in your minutes that you would not like to see quoted on the front page of a national newspaper.
In most cases, the meeting secretary will sign the approved copy of the minutes, while some boards require all present board members to sign the approved minutes.
