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When following Robert's Rules of Order, board minutes must includee:The type of meeting.The date, time, and location of the meeting.A list of attendees, including nonvoting participants with their names, titles, and reasons for attending.When the meeting was called to order and when it was adjourned.More items...?
The Managing Contact is typically the one who approves the meeting minutes while the Prepared By is the scribe of all meeting items documented during the meeting. Review to ensure these parties are properly identified. 4.
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.
Internal documents, such as corporate bylaws, may require that certain information be contained in the minutes, so it is important to check for these rules and follow them closely. Officers, shareholders, and directors can demand a copy of the meeting minutes at any time.
Recording and documenting meetings is now easier than ever with a meeting minutes template in Microsoft Word. Minutes templates for meetings capture all the important details in the exact format you need for your school, business, or club.
Under Robert's Rules of Order, minutes that do not come up for review quarterly, may be approved by the board. Since annual meetings are annual not quarterly, the board can approve the minutes. "Minutes of one annual meeting should not be held for action until the next one a year later." (Robert's Rules, 11th ed., p.
The board meeting minutes will then act as evidence that, in taking a particular decision, the directors considered their duties. The courts will look at this evidence if the company was ever to run into legal trouble. You are legally required to keep minutes for at least 10 years from the date of the meeting.
How to Write Meeting Minutesthe name of the company, date, and location of the meeting.the type of meeting (annual board of directors meeting, special meeting, and so on.)the names and titles of the person chairing the meeting and the one taking minutes.the names of attendees and the names of those who did not attend.More items...
7 things to include when writing meeting minutes1 Date and time of the meeting.2 Names of the participants.3 Purpose of the meeting.4 Agenda items and topics discussed.5 Action items.6 Next meeting date and place.7 Documents to be included in the report.
Generally, a corporation's directors will call a special meeting of the shareholders when they would like to undertake a particular activity or a special issue that requires shareholder approval. It is often convenient to combine special meetings with annual meetings.