This guidebook is intended as a resource for individuals who serve as board members of nonprofit corporations in North Carolina. Our bylaws let an HOA board vote instead of having a meeting as long as the vote is unanimous.Are any boards doing this? Can the Secretary of State serve a company that is not registered with the NC Secretary of State? It's not mandatory,but for a smoother Board Meeting presence of Comapny Secretary is recommended. At its regular first quarter meeting, the Board shall appoint a secretary‑treasurer to serve for one year. Anyone who is a member may participate in approval of minutes, whether they were present at the time of the original meeting or not. Quote. According to the law of North Carolina, business entities registered with the North Carolina Secretary of State are not required to file corporate minutes. In the notice of the meeting as the Board of Directors may determine.. Section 2. We here at the Department of the Secretary of State are proud of our ability to make the state's LLC laws work smoothly for our business customers.