Better Secretary Meeting Minutes Sample Starts Here

Secretary Meeting Minutes Sample: One-Page DD-Ready

Introduction

This secretary meeting minutes sample provides a concise, one-page template that captures attendees, quorum, resolutions, votes, and action items—designed to be ready for due diligence. The focus is on defensible decisions, not verbose prose, so key outcomes are findable in 30 seconds.

Why secretary meeting minutes matter for due diligence

In diligence, minutes are evidence of decisions, not narrative. A one-page format helps counsel and investors locate resolution IDs, vote tallies, and action owners quickly. Clear linkage to exhibits reduces ambiguity and speeds cross-referencing.

One-page template (copy-ready)

Copy this template, replacing brackets with your specifics. Use pre-numbered resolutions and a simple, exhibit-backed structure.

[Acme Corp.] — Secretary Meeting Minutes
Date/Time: 2025-11-10, 09:00–10:00 PT  Location: Zoom
Present: Directors: Alice Smith, Bob Jones; Absent: Christine Lee; Quorum confirmed.
Also present: CEO: Dana White; GC: Erin Black; Counsel: Smith & Co.
Chair: Alice Smith; Secretary: Jordan Kim (elected).
Prior minutes (2025-10-15) approved — Vote: For 5; Against 0; Abstain 0.
Agenda adopted (Consent Agenda items in Appendix A).
R-2025-01 Approve Q1 Budget — M/S: Dana White/Erin Black — Vote: For 5; Against 0; Abstain 0.
R-2025-02 Equity grants per Exhibit B — M/S: Dana White/Erin Black — Vote: For 4; Against 0; Abstain 1.
R-2025-03 Authorize Series A term sheet — M/S: Dana White/Erin Black — Vote: For 4; Against 0; Abstain 1.
Action items: John Doe → Confirm vendor contracts, 2025-11-20; Jane Roe → Prepare KPI report, 2025-11-25.
Adjourned 10:00. Minutes to be approved via e-consent platform. Signed: Chair/Secretary.

Notes:

• Action items appear with owners and due dates; resolutions are pre-numbered (R-YYYY-##).
• Exhibits hold details (budgets, term sheets, option schedules) referenced by the corresponding resolution IDs.
• For remote boards, capture the vote method and provide a concise tally in the minutes.

Tools note: Tools like ImBoard.ai can help structure notes and link exhibits, but always validate counts against the live record.

How to use and maintain

• Pre-number resolutions and pre-fill attendees before the meeting.
• Record movers, seconds, and votes live; mark deferred items in the minutes.
• Circulate for quick review and obtain e-consent or plan for the next meeting.
• Link minutes to exhibits and the decision register to enable rapid diligence.

Internal resources

• See templates and governance guidelines in your internal docs:
  • Board meeting templates: /docs/board-meeting-templates
  • Startup governance guide: /docs/startup-governance-guide

FAQ

For more insights on this topic, see our guide on Better Limited Liability Company Agreement Template Starts Here.

Q: What should secretary minutes capture at minimum?

A: Attendees, quorum, resolution IDs, vote tallies, and linked exhibits; actions with owners and due dates.

Q: How should votes be recorded for remote meetings?

A: State the vote method (voice roll call, poll, or chat) and include the counts and any recusals.

Q: How should exhibits be organized and referenced?

A: Each resolution should reference a specific Exhibit (e.g., Exhibit B) containing the detailed terms or data.

Q: How long should minutes be retained?

A: Keep the signed minutes as the official record, following counsel guidance and applicable law; retain related recordings and materials per retention policies.

Q: How are resolutions numbered and linked?

A: Use a consistent format like R-YYYY-## and maintain a decision register that links to minutes and exhibits.

Q: How should remote or hybrid votes be documented?

A: Document the voting method, counts, and related details; note any abstentions or recusals and link to the corresponding resolution.

Q: What is the role of action items in minutes?

A: Action items assign owners and due dates to ensure accountability and track progress after the meeting.

Q: What about confidentiality in minutes?

A: Move sensitive analysis or attorney advice to privileged memos or exhibits and reference them in the minutes as appropriate.

Q: How should the minutes reflect urgent or emergency decisions?

A: Open with the urgency and ensure the resolution clearly states the action and effective date.

Q: How should I handle redactio

For more insights on this topic, see our guide on Better Cap Table Management Companies Starts Here.

ns for a data room? A: Redact only with counsel guidance and note redactions in the minutes; keep an unredacted master securely available to counsel.

Glossary

• Secretary: The designated individual responsible for recording minutes and maintaining the official record.
• Quorum: The minimum number of directors required to hold a valid meeting.
• Resolution ID: A unique identifier for a board decision, formatted as R-YYYY-##.
• Exhibit: A document appended to minutes that contains detailed terms or data.
• Action Item: A task assigned to a person with a due date.
• M/S (Motion and Second): The process by which a motion is proposed and seconded.
• e-consent: Electronic approval of actions without a physical meeting.
• Cap table: A capitalization table showing ownership stakes and option allocations.
• Recusal: A director’s withdrawal from voting due to a conflict of interest.
• Board Portal: A secure platform for storing minutes, exhibits, and approvals.