Form with which the stockholders of a corporation record the contents of their annual meeting.
Writing Minutes For Meetings In Montgomery
State:
Multi-State
County:
Montgomery
Control #:
US-0009-CR
Format:
Word;
Rich Text
Instant download
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FAQ
What happens if meeting minutes are not approved? Unapproved minutes lack legal standing and cannot serve as an official record of the meeting. This can create issues with compliance, audits, or legal challenges, as key decisions may not be validated.
What do the minutes contain? Time, date and place of meeting. List of people attending. List of absent members of the group. Approval of the previous meeting's minutes, and any matters arising from those minutes. For each item in the agenda, a record of the principal points discussed and decisions taken.
Minutes should include the following: Date and time of meeting. Place of meeting. Members present. Members absent. Invited guests present. Agenda items. Actions voted (number by month and year only the voted actions) Major discussion items (even though no action voted)
One member makes the motion, a second member approves it, and the chair calls for a vote. The approval of meeting minutes goes through with a majority vote. Record the approval: The secretary notes in the current meeting minutes that the board approved minutes from the previous meeting.
Under Robert's Rules, the agenda is initially written up by the secretary and approved by the presiding officer or chairperson. However, the adoption of the agenda for each meeting should be voted on by the majority of the assembly at the beginning of the meeting, and only at this point is it binding.
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.
At the beginning of the meeting, the chairperson or board member running the meeting should make a motion to approve the meeting minutes. After another board member seconds this motion, the floor can be opened for discussion. It's during this time that board members can offer corrections.
It's possible to approve of meeting minutes through a digital platform. Email is not an ideal method because it is not conducive to group discussion. However, if all board members review and vote to approve the minutes digitally, they can be approved digitally outside of an official or in-person board meeting.
Typing on a laptop is the quickest, most efficient way to take effective meeting minutes. It is best to bring a backup source, like paper and pen, in case your computer suffers from a dreaded technical issue.
What to include Meeting date, time and location. Names of the committee or other group holding the meeting, the Chair and Secretary. List of those present, including guests in attendance, and any recorded regrets/absences. A record of formal motions and outcomes.