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> Board meetings using secretarial standards
Board meetings using secretarial standards
Preparation Before the Meeting
Review the agenda and ensure it is distributed in advance.
Confirm the date, time, and location of the meeting.
Ensure all necessary documents are prepared and distributed to board members.
Verify the quorum requirements are met.
Arrange for any required technology (e.g., video conferencing tools).
Here are some additional steps that could be included in the "Preparation Before the Meeting" section of the New Board meetings using secretarial standards checklist
Identify and confirm the participants who will be attending the meeting
Prepare a list of action items from the previous meeting for follow-up
Develop a timeline for the meeting to manage time effectively
Arrange for catering or refreshments if applicable
Send reminders to participants about the meeting details, including date, time, and agenda
Create a presentation or any visual aids needed for the meeting
Review and update any legal or compliance documents that may be discussed
Ensure that minutes from the previous meeting are available for reference
Assign roles for the meeting, such as facilitator, note-taker, and timekeeper
Conduct a dry run of any technology that will be used during the meeting to ensure functionality
Agenda Setting
Draft the meeting agenda in consultation with the Chairperson.
Include time allocations for each agenda item.
Ensure that the agenda includes approval of previous meeting minutes.
Allow for any additional items to be added by board members.
Meeting Conduct
Call the meeting to order and confirm attendance.
Start the meeting at the scheduled time.
Greet attendees and confirm their presence.
Address any absentees and note their absence.
Establish a quorum by counting the number of attendees.
Record the names of attendees and absentees.
Create a list of all attendees present.
Document names of those absent.
Include titles or roles for clarity.
Store the attendance record for future reference.
Review and approve the minutes of the previous meeting.
Distribute the previous meeting's minutes to all members.
Summarize key points and decisions made.
Invite comments or corrections from attendees.
Vote to approve the minutes once finalized.
Follow the agenda and allow for discussion on each item.
Introduce each agenda item sequentially.
Encourage open discussion among members.
Allocate specific time limits for each discussion.
Summarize key points before moving to the next item.
Ensure that decisions are made through proper voting procedures.
Clarify the voting method to be used (e.g., show of hands, ballot).
Ensure all members understand the issue being voted on.
Record the outcome of each vote accurately.
Announce the results immediately after voting concludes.
Documentation
Record minutes accurately, capturing key discussions and decisions made.
Ensure that action items are clearly noted with responsible persons and deadlines.
Collect any materials presented during the meeting for inclusion in the minutes.
Post-Meeting Actions
Distribute the draft minutes to board members for review.
Finalize the minutes and ensure they are signed by the Chairperson.
Follow up on action items and ensure accountability.
Plan for the next meeting and prepare any necessary materials in advance.
Compliance and Reporting
Ensure compliance with statutory and regulatory requirements.
Prepare any required reports for regulatory bodies or stakeholders.
Maintain records of all meeting documents and minutes in accordance with legal requirements.
This checklist helps ensure that Board meetings are conducted efficiently and in accordance with secretarial standards.
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