It's not mandatory,but for a smoother Board Meeting presence of Comapny Secretary is recommended. —Notice of a meeting of the board of directors need not be given to any director who signs a waiver of notice either before or after the meeting.It is important to note that the State of Florida does not require corporations to file meeting minutes with any agency of the State of Florida. I propose an amendment to your church bylaws that gives the board the authority to make decisions without having to hold official board meetings. Boards may call for a special meeting when something important comes up that the board must deal with before the next regular meeting. (a) Members of the board of administration may use e-mail as a means of communication but may not cast a vote on an association matter via e-mail. Depending on the type of organization, the members may be able to petition for a special meeting as well. I was also the only one present who ever had taken meeting notes. Meetings of members, generally; failure to hold annual meeting; special meeting; consent to corporate actions without meetings; waiver of notice of meetings. Regardless, the CEO of the company may, all alone, gather a Meeting.