A guide that examines the purposes of and necessity for corporate
minutes, and focuses on the style and content of board and committee meeting
minutes, the role of the secretary as minute taker, and the processes for filing,
retaining and indexing minutes. (2006)
Printed copy ($80/$45) PDF Download ($60/$45)
| Prologue |
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| Introduction |
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| I. Why Are Minutes Necessary |
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A. Corporate Function
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B. Statutory Requirements
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| II. Preparing The Minutes |
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A. Points To Remember
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B. The Meeting Agenda
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C. A Checklist
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| III. Taking The Minutes |
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A. Methodology
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B. Dealing With Issues of Content
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C. Exposure Risk
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D. Choosing Words Carefully
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| IV. Style |
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A. Consistency vs. Flexibility
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B. Special Circumstance
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C. Choosing the Form of Minutes
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1. Long and Short Form Minutes
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2. The Hybrid Form
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| V. Writing Resolutions |
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A. When Are Resolutions Required?
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B. Simplification
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C. Plain English Resolutions
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D. Incorporation by Reference
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| VI. Noting Reports, Dissents, Approvals, etc. |
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A. Reports
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B. Committee Reports
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C. Dissents
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D. Conflicts of Interest
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E. Seconders
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F. Informal Approvals
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| VII. Committee Minutes |
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A. Points To Remember
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1. Compensation Committee
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2. Audit Committee
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3. Nominating Committee
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B. The Corporate Secretary's Role in Committee Meetings
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| VIII. Reviewing and Finalizing |
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A. Reviewing Drafts
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B. Retention of Drafts
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C. Formal Review and Approval of Minutes
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D. Circulating Committee Meeting Minutes
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E. Circulating Minutes Outside the Company
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F. Correcting the Minutes After Approval
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G. Signing the Minutes
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H. Certification by the Secretary
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| IX. Storing Minutes |
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A. Points To Remember
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B. Minute Books and Meeting Files
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C. Intranets
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D. Indexing the Minutes
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| X. Retention of Minutes and Other Board Materials |
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A. Creating a Policy
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B. What Should Be Retained?
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C. A Recap
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D. Additional Concerns
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| Endnotes |
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| Some Useful References |
31 |
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| Appendix A - Long and Short Form, Hybrid Form Minutes:
A Discussion |
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| Appendix B - The Society Information Resource Center FAQS |
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| Appendix C - Short Form Agenda |
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| Appendix D - Short Form Minutes |
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| Appendix E - Hybrid Form Minutes |
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| Appendix F - Long Form Minutes |
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| Appendix G - FEMA Information |
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| Appendix H - Sample Records Retention Policy |
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