Arizona Approval by Directors of Minutes of Meeting
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FAQ
Writing minutes starts with noting the meeting's date, time, and attendees. Then, summarize the discussions, decisions made, and any action items. It's important to document these details clearly and concisely, reflecting an accurate account of what took place, ideally formalized through the Arizona Approval by Directors of Minutes of Meeting.
Minutes of a General Meeting should be signed and dated by the Chairperson of the Meeting or in the event of death or inability of that Chairperson, by the Vice-Chairperson or any Director who was present in the Meeting and duly authorized by the Board for the purpose, within thirty days of the General Meeting.
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.
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. Yes, this means that if Ms. Archives-Lover wants copies of the minutes from every meeting for the last 26 years, she gets them.
Meeting minutes can be signed electronically. Board meetings can be held by video/telephone conference or by means of unanimous written resolutions, even if the Articles of Association provide otherwise. Meeting minutes can be signed electronically.
The minutes of the AGM should be signed and entered in the minute book within thirty days from the AGM. The Minutes book will be kept at the Registered Office of the company or at such other place approved by the Board.
Board meeting minutes do not need to be made publicly available and in many cases they should not be, because they detail confidential or sensitive issues. However, past board meeting minutes should always be readily accessible to board members and shareholders as they will provide a formal record of the proceedings.
The board minutes can be signed by any of the directors, but are most commonly signed by the chairperson of the meeting. Subject to any specific requirements in a company's articles of association, board minutes can be kept in (a) hard copy or (b) electronic form so long as the paper copy can be produced.
Since minutes are public documents that members may ask to review, be clear on what to exclude. Avoid direct quotations; even without a name, the speaker may be identifiable.
In addition to recording the time the meeting adjourns, the person who recorded the minutes should sign them. The words Submitted by followed by the signature is acceptable according to Robert's Rules of Order, Newly Revised, says Bowie.
