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Most states require that corporations hold regular shareholder meetings and keep minutes of such meetings. While S corporation meeting minutes are not required to be filed with the state, you should keep copies of meeting minutes with your corporate books and records.
- Minutes are always written in the past tense and should be clear and concise. - Remember to use active or specific and not passive or vague phrases. - Examples of expressions used: members agreed, the chairman requested, the members resolved, suggested, etc. - Look at the sample of minutes below.
Are board meeting minutes confidential? Yes. The board should assume the minutes are confidential and, in most cases, they will remain so. They should also realise that, sooner or later, the minutes may be available as part of a legal case.
Meeting minutes are the official summary of what happened during a meeting. They serve as an outline, a written record for anyone unable to attend, and to use for future reference. Minutes document what happened and what decisions were made.
7 Requirements for Effective Meetings Decide if a meeting is necessary. A meeting will only be productive if it is being held for the right reasons. Only include people essential to the topic. Create and share an agenda in advance. Keep time and dont go over. Stay on topic. Have clear action items. Send a written follow up.
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7 things to include when writing meeting minutes 1 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.
Corporations typically hold several required formal meetings each year. The exact requirements vary depending on state laws and your corporations bylaws, but its important to follow these formalities to protect your corporate status and preserve your limited liability protection.
Most states require S-corporations and C-corporations to take meeting minutes whenever the companys shareholders or board of directors meet, usually once a year for shareholders meetings and once a year for directors meetings. (Delaware, Kansas, Nevada, North Dakota, and Oklahoma dont require minutes.)
Ask for clarification during the meeting so that your minutes can be accurate. Do not switch tenses throughout the minutes. Use one tense (past tense works well). Personal observations or judgmental comments should not be included in meeting minutes.
What to Include in Meeting Minutes Date and time the meeting happened. Names of attendees, as well as absent participants. Acceptance of, or amendments made to, the previous meetings minutes. Decisions made regarding each item on the agenda, such as: Activities undertaken or agreed upon. Next steps. Outcomes of elections.

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