The books for minutes of meeting can be maintained physically or electronically. The accuracy in summary sheets defines high level of professionalism and can also increase efficiency in an organization. A well-maintained minute book should be made and handled with utmost care. It should consist of an index sheet listing sections, written or numbered tabs. The documents in the minute books should be presented in the chronological order.
It’s imperative to know that minutes of the meeting should be recorded in a simple and clear language that can be understood by anyone. Moreover, the resolutions are needed to be written in the present tense. If the board makes decision based on certain papers presented before it, the Company Secretary needs to properly identify such papers. After the identification, it’s important to refer those papers or the decision taken by the board in the minutes book.
Whether a company manages the minutes of meeting physically or electronically, its minutes of book should contain a copy of the partnership agreement, votes of the Partners, IRS filings, ownership interests records and also the annual reports, in case they are applicable. Partnership agreement and Certificate of Limited Partnership are the best sources to be relied upon for summary sheet information.