Board Of Directors Minutes Requirements In Virginia
Description
Form popularity
FAQ
Yes, as the organization must approve minutes of what happened at the last meeting. Only the approved version of meeting minutes is considered the legal record.
Filing/Storage of Meeting Minutes Some organizations may store these online (e.g., in Google docs or SkyDrive) and also back these up on an external hard drive. You may also need to print and store hard copies as well or provide these to a staff member or Chair for filing.
You should have a records retention policy that addresses how long things are kept. Minutes should be kept permanently.
Many organizations require that the presiding officer and recording secretary sign the minutes once approved, she adds, so it's important to check your bylaws to ensure the proper signatures are included. The minutes should reflect what took place in motions — the action of the board, not the dialogue, says Bowie.
Include the date and time of the meeting. List all the meeting attendees as well as those who were invited but could not attend. Use the meeting agenda as the outline for the minutes. Use the same naming convention for all minutes files and, if possible, store them in a designated folder so they can be easily located.
Retention and disposition of minutes Once approved, the minutes of the meeting should be stored together with the agenda and documents for the relevant meeting. Normally notes can be safely destroyed when the minutes have been approved and all necessary correspondence has been completed.
Meeting minutes should record the facts: who was present, who took part in the discussion, and what decisions were made. In addition to this basic information, it's also important to document any action items that need follow-up after the meeting has concluded.
When following Robert's Rules of Order, board minutes must include: The type of meeting. The date, time, and location of the meeting. A list of attendees, including nonvoting participants with their names, titles, and reasons for attending. When the meeting was called to order and when it was adjourned.
Note: the final minutes need to be signed by the chairperson of the meeting or the chairperson of the next meeting within a reasonable time after the meeting. It is a good idea to develop a process to review and approve the minutes of each meeting. For example: 1.
A corporation shall maintain accounting records in a form that permits preparation of its financial statements.
