Meeting Minutes Can Be a Form of Legal Document

It is important to keep minutes of each meeting to know what the board has accomplished over time. Minutes of board meetings are legal documents that you must keep in a safe place when requested by members of the corporation. The formation of a contract also requires provisions on the establishment, modification and termination of the right and obligations between the parties. Article 464 of the Civil Code provides: “A contract is an agreement relating to the establishment, modification or termination of a civil law relationship between civil law persons.” Protocols can only be recognized as a contract and, as such, have the force of law if they expressly provide for rights and obligations in the legal sense. Indicate when the meeting will be open and who called it. This suggests that the meeting has officially begun. While this may seem like a small point, it could actually be crucial in some situations. For example, if someone made a decision before the meeting opened, the company could argue that the decision was not sanctioned by management because it was not part of the formal meeting. Once the minutes have been approved, shred all notes and audio or video recordings of the meeting. The approved final minutes should be the only record of the meeting that you distribute and keep.

Step 4: Tabling and Approval – The minutes of the meeting must contain the name of the person who submitted the minutes and the name of the person who approved the minutes. The Chair usually reviews and approves minutes for distribution. Meeting discussions are usually so fast that you may not get the right information. However, accuracy is important as minutes of board meetings are formal. Legal transcripts Meeting minutes serve as legal documents that can be reviewed when an organization is investigated or prosecuted. Therefore, it is important to keep accurate meeting minutes, but not to include unnecessary information that could prove harmful in the future. The mention of the approval of the previous protocol is a must. The most important part of the minutes is the accurate record of the actions of the board members during the meeting. You can review best practices for meeting notes, and here are the following points you need to include: You can use the agenda to create a meeting minutes template, including the company name, date, time, and location of the meeting. Minutes are a kind of highly summarized and simplified document signed by all participants to record the basic agenda, topics discussed at meetings or conferences and decisions. Minutes of shareholder and board meetings are common examples. Minutes of meetings become official as soon as the secretary of the board signs them.

They may also require the signature of the President. Read the agenda carefully to understand the meeting schedule and talking points. It would be best to discuss plans for the meeting with the CEO. In this way, the discussion can remain thematic and punctual. When you gather the minutes, you can put more emphasis on the results. Note the duration of the discussions and summarize the results without going into too much detail. Take notes on all discussions on business points. Indicate what the discussion was about, what conclusions were drawn, who disagreed, and what actions were indicated after a decision. When participants vote, note the result of the vote and indicate who voted for and against the measure.

If a discussion leads to a consensus that no action should be taken, but that the issue should be discussed at a future session, note the consensus carefully. The minutes of a business meeting are a legal document that you must keep. This is especially true for businesses, but no matter how you`ve organized your business, you may need corporate logs to defend lawsuits, report expenses to the Internal Revenue Service, or support a copyright claim, to name a few. Have someone take minutes in an orderly and organized manner so you can keep meeting notes for your future needs. The minutes should contain four basic types of information: If a member did not attend the board meeting, they can refer to the meeting notes to learn important information they may have missed. If you are writing meeting minutes for a board meeting, consider a different approach to recording. You can request a copy of past meeting minutes and discuss other formats you can use with the CEO. Once you have finished compiling the minutes of the meeting, the board can begin reviewing them before moving on to the next one.