Arkansas Minutes of a Special Directors Meeting
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How to fill out Minutes Of A Special Directors Meeting?
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FAQ
Typically either the president or a majority vote of the board (or both) can call a special meeting. You need to give proper notice to members and, of course, you need a quorum to do business. The procedure should be spelled out in your bylaws.
The minutes should include the title of the group that is meeting; the date, time, and venue; the names of those in attendance (including staff) and the person recording the minutes; and the agenda.
According to Wildapricot.com, there are five steps involved in taking minutes: Pre-planning, Record-taking, Transcribing, Distribution, and Storage.
Meeting minutes should include the following information:The date and time of the meeting.What board members attended the meeting and who was not present.Acceptance and/or corrections to the previous meeting's minutes.Each agenda item that was discussed with decisions made or next steps to be taken.
Legally privileged advice may be discussed at board meetings but the minutes should clearly separate the privileged discussion from the rest of the minutes and mark it as private and confidential. Any decisions taken as a consequence of the deliberations around the privileged advice will not be privileged.
What to Include in Meeting MinutesDate and time the meeting happened.Names of attendees, as well as absent participants.Acceptance of, or amendments made to, the previous meeting's minutes.Decisions made regarding each item on the agenda, such as: Activities undertaken or agreed upon. Next steps. Outcomes of elections.
Special meetings of the Board of Directors for any purpose may be called at any time by the President or, if the President is absent or unable or refuses to act, by any Vice President or any two Directors.
- Minutes are always written in the past tense and should be clear and concise. - Remember to use active or specific and not passive or vague phrases. - Examples of expressions used: members agreed, the chairman requested, the members resolved, suggested, etc. - Look at the sample of minutes below.
Simple Rule 1: A member of a group has a right to examine the minutes of that group. Plain and simple, Robert's Rules says that the secretary of an organization has to (1) keep minutes and (2) make them available to members that ask for them.
At a minimum, minutes should include the following information:Date, time and location.Time the meeting was called to order and adjourned.Names of attendees and absentees.Corrections and amendments to previous meeting minutes.Additions to agenda.Status of quorum.Motions taken or rescinded.More items...?
