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.
North Dakota Minutes of Annual Meeting of a Non-Profit Corporation serve as official records documenting the proceedings, discussions, and decisions made during the annual meeting of a non-profit corporation based in North Dakota. These minutes are crucial for maintaining transparency, accountability, and legal compliance within the organization. Key elements typically included in these minutes are as follows: 1. Title and Identification: The document should start with a clear heading indicating that it is the "Minutes of the Annual Meeting of [Non-Profit Corporation Name]." Include the corporation's official registered name, address, and any applicable identification numbers. 2. Date, Time, and Location: Record the specific date, starting time, and physical or virtual location of the annual meeting. This information establishes the official context for the minutes. 3. Attendance and Call to Order: List the names of all board members, officers, and any other participants present at the meeting. Specify if the meeting was called to order by the chairman, president, or any other designated person. 4. Approval of Previous Minutes: If the minutes from the previous annual meeting or any other previous meetings are shared and approved during this meeting, include a summary of the discussion and note whether the minutes were accepted as presented or required amendments. 5. Reports: Document reports presented during the meeting by officers, committee chairs, or special guests. This may include financial reports, program updates, fundraising initiatives, achievements, and challenges faced by the organization. 6. Old Business: Address any pending or ongoing issues or projects from previous meetings. Provide a summary of discussions and any decisions or actions taken by the board. 7. New Business: Document new topics or matters introduced for discussion or decision-making during the annual meeting. Present the details of each agenda item discussed, including any presentations, proposals, or suggestions made by participants. 8. Resolutions and Motions: Note any resolutions or motions proposed, including their text, who proposed them, and the outcome of the vote (e.g., passed, failed, tabled). This ensures a record of important decisions made by voting members. 9. Election of Officers or Directors: If elections for board positions took place during the annual meeting, record the nominations, voting results, and names of individuals who assume new roles within the organization. 10. Adjournment: Specify the closing time of the meeting alongside a declaration of adjournment by the presiding officer. It is important to note that North Dakota may not have specific types of Minutes of Annual Meeting of a Non-Profit Corporation; however, the content outlined above is applicable to any non-profit organization based in North Dakota.
