When should minutes of a board meeting be distributed?

This question has been received from Angela in Canada. Hello there! I am the Secretary for a small, member-based, non-profit organization. I’m relatively new in

Are there special protocols for Zoom meetings?

I received this question from Andrew in Hong Kong: I work in a social service organization. Due to the outspread of the COVID-19, most of

Pedantic people changing the minutes – what can you do?

I received this question from Cheryl in Adelaide. What can one do if the Treasurer of the board is constantly revising the minutes that have

How do you amend minutes that have already been approved?

I received this question from Robyn in Australia: I am a Secretary of an incorporated non-profit body. If there are corrections to the minutes, duly

Vice President overstepping their role or crossing the line

I have received this question from Andrew in the Northern Territory: I am the Executive Officer at my place of work. I have a couple

Minutes have been dissected and distributed with negative comments – what can we do?

Dennis from Leicester, UK, has asked the following question: Minutes of a meeting have been completely dissected and negatively commented upon in writing to wider

Which minutes are tabled at an AGM? When are committee meeting minutes tabled?

I have received this double-barrelled question from Gloria in South Australia: Is it only the previous years AGM minutes that are tabled at an AGM.

What gets recorded in the minutes when a Point of Order is made?

I have received a question from Steven in the USA. When a point of order has been made, should it or may I have it

Who should apologies be sent to – the secretary or the chair or who?

Alan is a new subscriber and has asked this question: As secretary, I send out requests for agenda items for our monthly meetings, and then

Which minutes are tabled at a Special General Meeting?

I have received this question from a subscriber – Which minutes are tabled at a Special General Meeting? Sounds like a tricky question doesn’t it? The issue

When should the minutes of an AGM be sent or made available?

A question has been received from Lance, in Port Elizabeth, a South African subscriber about the minutes of an AGM. The minutes of the AGM

Casting Votes – when and how to use them

Casting votes is an issue that has come up recently with a client. They sound simple but there is a little bit behind them. Firstly,

As a member, can I see the committee minutes?

I have received a question from a subscriber in the United Kingdom. I have asked to see the minutes of a committee meeting of our

When and by whom should the minutes of an AGM be signed?

Richard from Australia has made a comment and asked this question: In an answer to Carmen you said “The AGM minutes only need to be signed by

What do you do when there is no quorum

Many people ask about the quorum at a meeting. A quorum is the minimum number of people who must be present for the meeting to transact any

What should be in a financial report?

Terry from Morley has asked about Treasurer’s reports. He is in a not for profit association and he serves on the executive committee. So having

Who should receive the minutes of an Annual General Meeting (AGM)?

Lyrianne has asked this question: Who gets a copy of the minutes of a club’s AGM? Is it all fully paid up members or is

Must regrets/apologies and absence be recorded in meeting minutes? Is it acceptable to record only those present?

Angela from Windsor, Ontario in Canada has asked this question. The only things that generally need to be recorded in minutes are those in attendance

Is it legal for a minute taker to use a voice recorder to record a meeting instead of taking notes?

Leanne from Australia has asked this question: Is it legal for a secretary to use a voice recorder (phone) to record a meeting instead of

Access to minutes – who can see board minutes and who can see ordinary meeting minutes?

Kevin from Fresno in the USA has asked this question. This is very similar to a post I made a couple of weeks ago, but

Minute taker takes minutes when there is no quorum

A question has been asked by Helen in Western Australia: I recently attended a meeting where the required quorum wasn’t present – the 3 of

Confirming minutes when the people are no longer around

Peter has asked the following question: How do minutes become confirmed if the persons present at the meeting when a decision was adopted are no

Incorrect use of your name in minutes

Jackie has asked the following question: Last year’s agm mintues have been sent out for a meeting later this month. My name has been used

What minutes do you table at a Special Meeting

Tepora Wright has asked the following question: Do you have to table minutes of an ordinary meeting at a special meeting? I hate being pedantic,

Minutes of an AGM cannot be found

Bon has asked the following question: What can you do if you are unable to locate the preceding AGM minutes due to poor record keeping

Reading minutes at an Annual General Meeting (AGM)

Sybille from Queensland has asked the following question: Do you actually have to read the minutes from the previous year’s AGM at the next AGM

Which minutes are approved at a Special General Meeting or an AGM when there has previously been an SGM?

Sounds like a tricky question doesn’t it? The issue is easy to understand when you understand the meaning of a “general” meeting. There are really

Taking minutes of a meeting on a laptop computer

Ann from Presque Isle, Maine in the United States has asked for tips about taking minutes on a laptop computer. The trick here is to

How long should minutes be kept in the archives?

Terri of Cupertino in California, USA has asked this question. The answer is in two parts. The first is to do with legislation or laws

Consent Schedules can save you time in meetings

A Consent Schedule is a great tool to shorten any meeting Most meetings which people attend contain a number of items on the agenda. Some

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