What to Include and Format
S Corporations meeting minute requirements often follow Roberts Rules of Order for larger corporations. A link to the book at Amazon can be found at the end of this article. For most S corps, however, a good format and elements to include are:
Name of Corporation - Clearly list the name of the S Corp.
Type of Meeting – List whether the meeting is annual, special or of another type based on what’s allowable in the bylaws.
Place – Place, Date and Time of meeting.
Officers Present – List name of officers or directors present along with titles and how they attended. For example, attended telephonically, in person, etc.
Officers Not Present – List names and titles of officers not present.
Call to Order – Here the President will call the meeting to order and determine if a quorum of members is available in order for the meeting to proceed. State the exact time the meeting begins.
Approval of Prior Meeting Minutes – A copy of any prior meeting minutes should be given to each member present and all must approve the minutes.
Old Business – Here, a list of action items tabled for discussion should be outlined, discussed, voted upon or tabled for a future meeting.
New Business – List new business action items and discussions such as financial reports, tax issues, new developments, election of new officers, etc. Include if action item was voted and approved on and by whom or if the action item was tabled for a future date.
Next Meeting – List the date, place and time of the next meeting.
Adjournment – List the time the meeting was adjourned.
Signature – The meeting minutes should provide a space for the secretary of the corporation to sign and approve the minutes.