Recently I have received word that what we have been recording and distributing for a non-profit start-up are mtg. notes, not mtg. MINUTES. I have it on a pretty good authority.
So far we have only narrowed down a DBA* name. But not selected it. Two Mission Statements have been scrapped, or at least only retained for future workshops. No Vision or even a complete Values list.
Oh, and we have not selected Board members.
A contentious person has insisted that all organizations have minutes.
This person is pressuring us to move ahead to vote on Board Chair, and 2 other positions.
And wants to be Chair.:rolleyes:
I’d love a prompt reply, especially from an attorney, non-profit officer, or researcher, etc.
Minutes are the official record of decisions made at a company Board meeting, kept on file by the Company Secretary.
Some minutes include a summary (not verbatim) of the discussion along with any decisions. Other minutes are bare-bone and just contain a record of the decisions.
Minutes start off with the name of the organization, the place and date of the meeting and the name of those persons present.
They should be signed by either the CEO, Chair or company secretary.
They constitute the formal memory, or record, of a company’s activities.
I’m not sure I understand the question. (nothing in the OP ends with a question mark - it is a series of statements) but I will assume the question is what is the distinction between meeting notes and meeting ‘minutes’. By the broad definitoin there is none, they both record the important points about what was discussed at a meeting. But in public corporations and non-profits it is a legal requirement that meetings of the board are documented in meeting minutes. This is a legal record, not just something for the information of the meeting participants like ‘notes’ might imply. I don’t know too much about the legal aspect of it but I do know they are legally required. Thisgoogle book search might help. By insisting that you have been taking ‘notes’ and not ‘minutes’ they are probably trying to make sure something(s) that were discussed in the early meetings of the board do not make it into the legal public records of the startup company.
Meeting notes are what an attendee would jot down.
Meeting minutes are a legal record of the meeting, and are what you need to take and retain. They’re more formal than notes and generally look something like the sample on this page.
I’d like it to be noted in the minutes of this thread that the combined symbol in question is actually an informal interrobang, and to strike Board Member, Keeve’s statement from the record.
She explained herself as she made the point, so there was no need to follow up what she said with pointing out that she was simply declaring something, or asking her to detail the reasoning.
This particular woman is a non-member we have accepted as a one of our consultants. She has started an “interest group” focusing solely on our group. And she has much experience with groups of the kind my team is starting, so I am inclined to accept what she says unless another consultant differs.
I am of the conviction that the members of our own group have no shortage of brain-power. (First person to quip: “-- except for you!” has to leave the room.) But none of us are experienced in doing what we are now starting.
***- Jack
ETA: She has also been very careful, almost from the start of her appearances, to avoid “taking over” or language that gives that impression. (Careful use of language is one of her fortes.) Another reason I am inclined to trust her.
What are you using for Rules of Order? Do your meetings require quorum at this point?
Once you have a Board (and possibly committees) the minutes should reflect that the Rules of Order were followed and that any prerequisites to the legitimacy of the meeting (e.g. quorum) have been met.
As far as legality, IANAL, but it all depends on the nature of your non-profit.
A brainstorming meeting? Notes.
A yearly meeting of the Board with a presentation from the Treasurer regarding capital loans? Minutes.
