Preparing meeting minutes for board meetings or committee meetings can be a time-consuming task, but these records are official legal documents of a business or organisation. If changes to the minutes must be made, then you need to know how to make an addendum to meeting minutes to ensure accuracy.
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Bring the prepared and typed meeting minutes to the next meeting. The designated officer of the organisation who oversees the meeting will read the board meeting minutes and hold a vote for final approval of the minutes.
Request changes or an addendum of the meeting minutes and explain what was not included or any important points that should be added to the corporate minutes.
Hold a vote to approve the amendment to the meeting minutes. Take note of who voted yes or no in regards to the revision.
Add the addendum to the minutes. Any amendments normally go at the end of the minutes and have a new date. At the top, include the name of the organisation or business, the date and the location of the meeting. Write out the action points, strategies or other topics not included in the draft of the minutes. Make sure that you include any attachments that apply to the added action areas.
Bring the revised minutes, including the addendum to your next committee or board meeting for approval by the board or committee, as well as the president or other legal representative of the business or organisation.
Tips and warnings
- The addendum and the corporate minutes must be signed by the president or CEO, and the secretary after each meeting. Meeting minutes should provide thorough details of meetings and provide insights into issues of programs, projects, or other areas of interest.
- Do not add items to corporate minutes that were not discussed during the meeting. These papers act as an organisation's legal documents. If you add actions not actually discussed during the meeting, it may cause legal ramifications.
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