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Action Minutes

Action Minutes Template for United States

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Key Requirements PROMPT example:

Action Minutes

"I need to create Action Minutes for our quarterly board meeting scheduled for March 15, 2025, which will include several important resolutions about our company merger and the appointment of three new board members."

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Document background
Action Minutes are essential governance documents used to record and track organizational decisions in the United States. They provide a concise record of actions taken, motions passed, and assignments made during official meetings. Created in compliance with state corporate laws and organizational bylaws, Action Minutes serve as legal evidence of decision-making and are often required for regulatory compliance, audit purposes, and organizational record-keeping. They differ from narrative minutes by focusing solely on actions and decisions rather than detailed discussions.
Suggested Sections

1. Header Information: Date, time, location of meeting, and type of meeting (regular, special, emergency)

2. Attendance: List of present members, absent members, and guests; confirmation of quorum

3. Approval of Previous Minutes: Record of approval or amendments to previous meeting's minutes

4. Main Business: Chronological record of motions, decisions, and actions taken

5. Adjournment: Time of meeting conclusion and next meeting date if applicable

6. Authentication: Signature lines for secretary and chair/president

Optional Sections

1. Committee Reports: Summary of committee updates when committees present reports during meeting

2. Public Comments: Record of public participation for public meetings or when public comment period is included

3. Executive Session Notes: Reference to closed session (without details) when confidential matters are discussed

Suggested Schedules

1. Supporting Documents: Referenced materials, presentations, or reports discussed during the meeting

2. Attendance Sheet: Signed attendance record if required by organization bylaws

3. Financial Reports: Financial matters discussed and approved during the meeting

4. Voting Records: Detailed voting breakdowns if required by organizational bylaws

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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alex.den.21@genieai.co
Industries

State Corporate Laws: Compliance with state-specific corporation codes, LLC acts, and requirements for maintaining corporate records. Each state has its own corporate law framework that governs how meeting minutes should be maintained.

Open Meeting Laws: Including Sunshine Laws, Freedom of Information Act (FOIA), and state-specific open meeting requirements. These are particularly important for public entities and govern transparency in meetings.

Corporate Governance Requirements: Encompasses Sarbanes-Oxley Act requirements for publicly traded companies, SEC requirements where applicable, and compliance with organization's bylaws and articles of incorporation.

Record Keeping Requirements: Includes IRS requirements, state record retention laws, and industry-specific regulatory requirements for maintaining accurate and complete meeting records.

Americans with Disabilities Act: ADA compliance requirements ensuring accessibility of public documents and meeting minutes when required.

Robert's Rules of Order: While not legislation, these are widely accepted procedures for conducting meetings and documenting decisions, often incorporated into organizational bylaws.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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