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Once your board meeting minutes are fully written, you are responsible for making them official by having the board secretary sign them. Your organization may also require the president's signature.
The meeting-minute approval process begins when a chairperson makes the motion. In order to approve minutes, unanimous consent is required. The minutes of the previous meeting should be approved during the current meeting.
The draft minutes go to the chair for review, but not to all directors, and the chair-approved minutes are included in the board pack for finalisation and approval at the next meeting of directors.
The next meeting date, time, and place are also usually discussed. Often, these meetings are held annually at the same time and place, but this can differ between companies. Lastly, the minutes are signed either by the secretary or the chairperson of the meeting.
In summary Taking the minutes at a meeting involves proper documentation and at a board meeting, is one of the duties performed by a company secretary.
An organization's bylaws may allow boards to approve meeting minutes electronically or by using board management software, such as a board portal.
Approving Minutes The Chair should ask: ?Are there any corrections to the minutes?? After all corrections have been offered, the Chair then asks: ?Are there any further corrections?? If none are offered, then the Chair states: ?There being no further corrections, the minutes stand approved as read [or as corrected].?
They can be approved by the board of directors or executive board.