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.
Hawaii Minutes of Annual Meeting of a Non-Profit Corporation are comprehensive and formal documents that record the proceedings and discussions held during the annual meeting of a non-profit corporation in Hawaii. These minutes serve as an essential record of the corporation's activities, decisions, and actions taken by its members, directors, and officers. The Hawaii Minutes of Annual Meeting of a Non-Profit Corporation typically include the following key elements: 1. Meeting Details: The minutes begin by stating the date, time, and location of the annual meeting, along with the name of the non-profit corporation and its corporate identification number. 2. Attendance: A list of attendees, including the names of directors, officers, and any other members present, is recorded. Any proxies used for voting purposes are also noted. 3. Call to Order: The minutes document the start of the meeting, noting the person who called the meeting to order and any quorum requirements that were met. 4. Approval of Previous Minutes: If there were previous minutes from a past annual meeting, their approval is recorded in this section. 5. Reports: The minutes outline the reports presented during the meeting. This typically includes reports from officers, such as the President, Treasurer, and Secretary, as well as committee reports if applicable. 6. Old Business: Any unresolved or pending matters from previous meetings are addressed and documented in this section. Discussions, decisions, and actions taken regarding these matters are recorded. 7. New Business: This section covers the discussion and decisions related to new matters introduced during the annual meeting. Any proposals, motions, amendments, or resolutions made are detailed, including the results of any voting, if applicable. 8. Officer Elections: If officer positions are up for election during the annual meeting, the minutes should include a detailed account of the nomination process, candidates, votes cast, and newly elected officers. 9. Adjournment: The minutes conclude by noting the official adjournment of the meeting, along with the time it concluded. 10. Signature and Date: The minutes are typically signed by the Secretary of the corporation and should include the date of their approval. Different types of Hawaii Minutes of Annual Meeting of a Non-Profit Corporation may vary depending on the specific requirements of the corporation or any additional business included during the meeting. However, the fundamental components mentioned above will generally be present in all types.
