Diligent Minutes allows secretaries to send the meeting minutes around for approvals and electronic signatures immediately after the board meeting, which saves a substantial amount of time at the next meeting. An organization's bylaws may allow boards to approve meeting minutes electronically or by using board management software, such as a board portal. Procedures for approving meeting minutes have evolved. Robert's Rules has undergone a few revisions over the years. According to Robert's Rules of Order, the minutes should be entered, 'in good black ink in a well-bound record book.' The president and the secretary sign the meeting minutes to make them official and add the date they approved the minutes. Secretaries also record points of order and appeals, and whether they were sustained or lost.įinally, the minutes should include the time that the meeting adjourned. It's not necessary to record withdrawn motions, but it's not wrong to do so. It's not necessary to note the name of the seconder, but some organizations make it a practice anyway. The secretary should record a summary of the main motions and include the name of the main motioner. The secretary should also record the dates of any meetings that the board held between regular meetings. If there are substitutes for the board chair or the secretary, the minutes should reflect the actual names of who ran the meeting.Īfter welcoming the participants, the first order of business is voting to approve the minutes of the previous meeting. The board chair and the secretary are the two primary meeting facilitators, and their names should also be recorded. The minutes should also reflect the name of the group, corporation or organization, as well as the date and location of the meeting.Īs the group assembles and it's time for the meeting to commence, the board chair calls the meeting to order and the secretary records the time for the minutes.
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> Stay Up To Date With Our "Board Meeting Minutes Software Buyer's Guide" The names of the meetings are important because it affects how the secretary records the meeting minutes and conforms to board meeting minutes rules. This is called an adjourned special meeting. If they don't complete the agenda for a special meeting, they may adjourn and finish the meeting on another day. The new meeting is called an adjourned regular meeting.īoards may call a special meeting if they need to discuss special or unexpected matters outside of regular meetings. Regular meetings are planned meetings that boards hold at regularly scheduled intervals.īut what happens if the board can't complete all of the agenda items in the allotted time for the meeting? Usually, the board adjourns the meeting and sets a date to finish it. The kind of meeting being held tells something about what the minutes should record. Board meeting minutes rules include a number of important essential elements.īoards and other groups hold meetings for different reasons. Issues, points, discussions and votes can get lost over time unless someone takes the time to record all of the important details.
While there are no legal rules for what to include in the minutes, the vast majority of boards rely on Robert's Rules of Order as a basis for best practices for taking meeting minutes.Įssential Items to Include in Meeting Minutes Courts of law may also subpoena meeting minutes if the board or corporation gets sued or faces a legal matter.
Boards may refer to meeting minutes for internal purposes, such as reviewing facts or to ensure that they're making progress with their goals. Laws for recording meetings are retained by the states. The meeting minutes are also called the record or the journal.
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