Alana Robbins February 25, 2021 Meeting Template
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It is essential that corporations keep proper documentation of the board meeting minutes and it is also a legal requirement as well. In fact, there are certain jurisdictions in which not keeping the correct records can lead to liability for shareholders, especially when the shareholders are themselves directors or even in the event that the shareholders enjoy close relationships to the directors of the corporation. Thus, people entrusted with creating board meeting minutes may sometimes be at a loss as to the proper format and would thus appreciate having a board meeting minutes template to make the task easier. The template should ensure that every essential element is noted including type of meeting, name of organization and time and date of meeting as well as the name of the facilitator or chair, main topics discussed and time of adjournment. And, if it refers to corporate meetings or formal meetings makes sure that approval of previous minutes should have been included along with the resolutions passed.
What is an agenda? The Meeting Wizard Website defines it as a road map for meetings. Your agenda should tell when the meeting starts, when it is supposed to end, where it will be held, and the topics to be discussed. "Indicate the time each topic is expected to last," advises the Website. You will find a variety of agenda templates on the Internet. Estela Kennen discusses agendas in her article, "Sample Meeting Agenda: Meeting Agenda Purpose and Template," published on the Suite 101 Website. Kennen says an effective agenda has four purposes. One, it makes participants aware of the goals of the meeting. Two, it is a "heads up for participants and lets them know what to expect. Three, it serves as a blueprint for future meetings. Fourth, they it is a visual reminder of the work to be done.
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An agenda can be the difference between an unproductive meeting and a productive one. Employees, members, and volunteers need agendas in order to get things done. I have volunteered for many organizations and, as the years passed, I noticed a change in agendas. Agendas used to list topics and the number of minutes allotted to that topic. Now many agendas do not list time allotments, at least that is my experience. Agendas keep people on track and on time. The Effective Meetings Website says meeting agendas "ensure all participants are adequately prepared for the meeting." According to the Website, agendas help participants to achieve outcomes. If one person starts to dominate the meeting you can always say, "Thanks Bill. Now we need to move on to other agenda topics."
A meeting minutes template consists of a space where the name of the meeting and the date may be written. This space forms the top section of the template. The next section of the meeting minutes template generally consists of a large space where the names of the members present may be noted down in serial order. It is in this section where the apologies of those who cannot attend are documented. This second section of the minutes template is very important as it shows whether the meeting is being conducted while there is a quorum or whether the meeting is being conducted without a quorum. The meeting attendees who are present should sign to confirm that they are present. Remember, a meeting cannot be conducted if there is no quorum, i.e. if the minimum number of attendees to validate the meeting is not present. If a meeting is conducted with the number of members fewer than the quorum or minimum number of members needed to validate the meeting, the meeting is illegal and invalid.
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