Generally, the members of a nonprofit corporation must exercise their control of corporate policies at regularly called meetings of the members. A corporation has a duty to keep a record of the meetings of its members, showing the dates such meetings were held and listing the members present or showing the number of voting shares represented at the meeting in person or by proxy. It is the duty of the secretary to prepare and enter the minutes of such meetings in the corporate records.
The "Arizona Minutes of Annual Meeting of a Non-Profit Corporation" is a legal document that outlines the proceedings and actions taken during the annual meeting of a non-profit corporation registered in the state of Arizona. These minutes serve as an official record of the meeting, detailing important discussions, decisions, and resolutions made by the board of directors and members present. Here is a detailed description of what the document encompasses: 1. Title and Heading: The document begins with a clear title, "Minutes of Annual Meeting of a Non-Profit Corporation," followed by the name of the specific non-profit corporation and the date of the meeting. The heading may also include the address or location of the meeting. 2. Attendance and Call to Order: The minutes include an attendance sheet highlighting the names of board members, officers, and other attendees who were present at the meeting. It also records the time when the meeting was called to order by the presiding officer, usually the Chairperson or President. 3. Approval of Previous Minutes: If applicable, the minutes reflect whether the previous year's minutes were reviewed, discussed, and approved for accuracy and inclusion in the organization's records. 4. Reports and Officer Statements: The minutes capture summaries of reports presented by officers, such as the President, Treasurer, Secretary, or any other designated individuals. These reports may cover topics like financial statements, operational updates, program achievements, or any other pertinent matters. 5. Committee Reports: If committees exist within the non-profit corporation, the minutes document the presentation of committee reports. These reports could concern specific areas such as fundraising, membership, events, or other committees that contribute to the organization's objectives. 6. Old Business: The minutes detail any unresolved matters from previous meetings that require follow-up or further discussion. The discussion and actions taken by the board or members regarding old business are recorded in this section. 7. New Business: This section encompasses new topics or issues introduced during the annual meeting. The minutes provide a comprehensive account of the discussions, proposals, and decisions made regarding these new matters. 8. Elections and Appointments: If the annual meeting includes the election or appointment of new board members or officers, the minutes thoroughly document the nominations, voting process, and final results. It also includes any special resolutions or amendments made to the organization's bylaws. 9. Adjournment: The minutes conclude with the time when the meeting was adjourned, indicating the official end of the annual meeting. Different types of Arizona Minutes of Annual Meeting of a Non-Profit Corporation may vary based on the specific requirements or structure of different non-profit organizations. However, the primary structure outlined above generally remains consistent across different entities, with variations in content details.
