Form with which the board of directors of a corporation records the contents of its first meeting.
Board Directors Meeting Minutes With Board Members In New York
State:
Multi-State
Control #:
US-0007-CR
Format:
Word;
Rich Text
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FAQ
Board meeting minutes should be prepared and distributed in a timely manner after each board meeting. Ideally, minutes should be circulated to board members for review and approval within a reasonable timeframe, such as before the next scheduled meeting.
Bowie recommends that the minutes of the previous meeting be distributed electronically, or by mail, as soon after the meeting as possible so that members have plenty of time to review and make corrections if necessary.
Legal requirements for board meeting minutes include the name of the company, date and location, names of present and absent directors, and a record of all the proceedings during the meeting. Legal documents and reports must come as attachments.
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.
If the minutes contain action then they MUST be distributed within a few days of the meeting so that the action can begin. Some minute takers keep a separate document listing the action and this is a good practice.
Typically, meeting minutes should be distributed within a few days after the meeting. The method by which meeting minutes are shared depends on your company's procedures. Typically, one or more of the following document-sharing methods is used: Sending a physical copy of the meeting minutes in the mail.
Robert's Rules (Section -16) state that “the minutes should contain mainly a record of what was done at the meeting, not what was said by the members.” Minutes are not transcripts of meetings; rather, the document contains a record of actions taken by the body, organized by the meeting's order of business (agenda).
The meeting-minute approval process begins when a chairperson makes the motion. To approve minutes, unanimous consent is required. The minutes of the previous meeting should be approved during the current meeting. If this isn't possible, a special committee or executive board may be required to approve the minutes.
At a minimum, minutes should include: Name and kind of meeting. Date, place, and time that the meeting began and ended. Names of the chair and secretary or their substitute. Names of voting members attending and whether a quorum was present. Names of guests and their subject matter.
What information do board meeting minutes contain? Meeting date, time and location. Type of meeting. Names and titles of attendees and guests. Any absent board directors. Quorum. Notes about directors who left early or re-entered the meeting. Board approvals, resolutions and acceptance of reports. Overview of discussions.