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Director Meetings
Note: This description is basically the same as
the description for Stockholder Meetings.
If you are going through the Help topics screen by screen you might
want to skip one or the other.
Purpose: The Director Meetings form includes
attendance at meetings and the business that was conducted. A record of director meetings is important
as evidence that directors are making decisions for the corporation as well
as documenting the decisions made at meetings.
Overview: A company record must be added to the
database from the Corporate Profile form before a record of a director
meeting can be created. People must be
associated with the selected company on the Personnel form and marked as
Directors on the Officers & Directors form for the meeting attendance
list to operate correctly. The
attendance and notes entered on this form can be printed using the Reports
option on the main menu.
Recording attendance at director meetings is important
documentation. The names of directors
appear in the bottom left corner of this form with a checkbox that can be
marked if a person attended the selected meeting. Once a meeting record is created, the list
of directors represents the name of people marked as directors at the time
and it does not change.
Details: Click the underlined links below for
more details.
Related
Information:
1. Adding A
Director Meeting Record
- Use Standard Toolbar ADD  button or
- Use Add Director Meeting
Record option in File menu
2. Deleting A Director
Meeting Record
- Use Standard Toolbar
DELETE  button or
- Use Delete Selected Director Meeting
option
in the File menu
3. Modifying
A Director Meeting Record
- Use Standard Toolbar SAVE
 button and
REVERT  button or
- use Save and Revert options in the
File menu
4. Record Navigation 
- The First/Prior/Next/Last buttons move
through the director meetings by meeting dates in descending order
5. List  and
Find 
- The ‘List’ option displays
meetings by meeting date. Selecting a
meeting date in the list displays that record on the form.
- The ‘Find’ option locates
records of director meetings by
date of the meeting or
city the meeting was held in
6. Reports The following
reports are accessible from the Reports Option on the main menu. While moving
from one form to another the report options change
- Selected Company Meetings
- Selected Company Meetings by Meeting
Type
- All Company Meetings
- All Company Meetings by Meeting Type
- Notes for Selected Meeting
- All General Meetings
- All Annual Meetings
- All Special Meetings
- All First Meetings
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Company Tabs: Company
tabs are used to select a company name so that data related to that company
appears on the screen. Records for
director meetings can then be added, deleted, or modified.
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Meeting Date & Time:
Dates of meetings in corporate documents are tied to the
meeting dates on this form. When
creating a corporate document related to a director meeting the date of the
director meeting will be asked for.
You will be provided with a pull-down list of the meeting dates
entered on this form. To select a date
the meeting record must have been created here. The purpose is to maintain consistency for
meeting dates in corporate documents.
If you want to create a document with a date for a meeting that is not
on this form, you will need to do it after the document is generated in the
word processor. GO TOP
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Date of Notice:
Notices must be sent to directors prior to each meeting. To help document this the dates of notices
are entered here.
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Record Count: This is the number of meetings in the director meeting
table for the selected company and the number of the selected meeting. If there are a large number of meetings to
scroll through the List or Find functions on the Standard Toolbar can be used
to more quickly locate meetings.
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Address: The address of the meeting place includes
the street address of the building.
Details such as the suite or room number might be helpful to include
for creating meeting notices. GO TOP
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Insert/Clear Corporate Address: The location of the meeting is often the
address of the primary corporate office. For this reason a button is included
to automatically insert the address of the corporate office from the
Corporate Profile form. If the address
for the director meeting is not exactly the same as the address for the
corporate office, it may still save time and reduce the possibility of errors
to automatically enter the corporate address then manually make the minor
changes that are needed. If you want
to revert to blank fields in the text boxes, press the button again to clear
the data. GO TOP
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Meeting Notes:
The activities that transpire during a meeting can be tracked using
this area. The reading of minutes, reports
that were presented, and the passing of corporate resolutions should be
included. From these notes detailed
minutes of meetings can be created using the corporate documents listed on
the Create Documents and Resolutions form.
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Type of Meeting: There are four types of director meetings: 1.) The First
Director Meeting is an organizational meeting. It’s normal for resolutions to be passed
related to the election of officers and authorizing officers to conduct the
daily business of the corporation.
There is only one First Director Meeting for each company. 2.) The Annual Director Meeting is usually
held after the fiscal year has ended so that year-end financial data can be
reported to the directors. 3.) General
Director Meetings are regularly scheduled, for example once every two months
on the first Tuesday of the month. 4.)
Special Director Meetings are held out of the normal sequence of meetings,
usually for a special purpose that can not wait for a regularly scheduled
General Director Meeting.
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Names of Directors:
The names of directors are listed in the lower left portion of the
form for the purpose of attendance. A
person must have been added to the Personnel form and must be marked as being
associated with the selected company. The person must also be marked as a
director for the selected company on the Officers &
Directors form or the person’s name will not appear in this list.
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Attendance: Directors’
attendance at every meeting is tracked for each company. Attendance is important because a quorum is
usually required to conduct business and it is evidence that directors are
making the corporate decisions.
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Adding A Director Meeting Record: To add a director
meeting use the New button on the Standard Toolbar or the Add Director
Meeting Record option on the File menu at the top of the form. When you add a record, blank text boxes
appear and data can be entered for that meeting.
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Deleting A Director Meeting Record: Use the Delete button on the Standard
Toolbar or the Delete Selected Director Meeting option under the File menu to
remove the selected director meeting record.
When a meeting is deleted, data related to that meeting are also
deleted including minutes and attendance.
(It is highly recommended that you back-up data before deleting
records.) Resolutions that may have
been created during the meeting are not deleted. To delete saved resolutions,
use Saved Resolutions form accessible from the Navigation toolbar.
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Modifying A Director Meeting Record: Modifying director
meeting records is relatively easy. Simply select the
appropriate company using the Company Tabs then locate the specific meeting
using the navigation buttons, the List function, or the Find function on the
Standard Toolbar. Entries can then be
changed. The changes can be saved by
pressing the SAVE button on the Standard toolbar.
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