Board Resolution: Everything You Need to Know
A board resolution is drafted when the board wants a formal record of an issue they deem very important. 3 min read
A board resolution is drafted when the board wants a formal record of an issue they deem very important. In the event of non-compliance, the resolution acts as the official record to prove that the issue was discussed and agreed on.
Drafting Board Resolutions
Board resolutions are made either by the board of directors of a company, their shareholders, or a governmental organization. Resolutions are important for companies in that they aid the process of making decisions. However, it should be noted that board resolutions are not required by law and are less powerful than bylaws, which take precedence if any conflict occurs between the two.
Bylaws can be used to amend previously existing bylaws and even other resolutions.
The drafting of a resolution begins with a motion. One member of the board proposes it, and if it is seconded, it is then drafted. There is no length requirement for resolutions, and they can be as long or as short as needed. It is important, however, that the resolution is clear in its language so as to reduce the chances of misunderstandings in the future among members of the board.
When a resolution is to be drafted, it is often done ahead of the meeting where it is to be presented. This makes it easier for members of the board to review the resolutions and discuss it during the meeting. After this is done, a copy of the resolution is given to the board member who drafted the original copy to make sure it is in line with their wishes. Like every legal document, resolutions need to be signed and dated by the members of the board as they would do with minutes of meetings.
When a resolution involves any legal technicalities, they have to be first drafted and looked over by legal counsel before they are given to the president of the organization for review and then to other members of the board during the meeting.
It sometimes happens that new ideas are discussed during the meeting but no actual resolution is brought up. In this case, the secretary may write out a resolution either on the spot during the meeting or after the meeting and then submit to the chairman for review.
Due to their importance, resolutions need to be kept very carefully, with a backup copy being made and the original copy kept with either with the minutes of the meeting or other important documents.
Other Terms for a Board Resolution
There are various names for a board resolution:
- Corporate minutes
- Director's resolution
- Corporate resolution
- Consent to action without meeting
- Resolution of board of directors
- Directors' meeting minutes
"Consent to action" and "directors resolution" are used interchangeably and can also be used to document the decisions of the board in place of a corporate meeting. This can only occur with the consent of the directors for the decision.
In the event of the directors being unable to attend meetings, a director's resolution can act as an appropriate alternative.
If a formal meeting does hold, corporate resolutions can serve as a record of the minutes of the meeting, regardless of whether the meeting is in person or over mediums such as conference calls.
Reasons for Board Resolutions
Resolutions are not restricted in their use in that they can be drawn up for virtually any reason and for any decision the board comes to.
The secretary is usually the person who writes up a resolution. Board resolutions can be drafted for any of the following reasons:
- In the case of governmental agencies that want to honor individuals.
- To record decisions made at meetings
- When the company shares are to be sold
- When new staff are being hired
- When a new member of the board is appointed
- To record shareholder decisions
- In the case of a non-profit organization distributing funds for new projects
Corporate minutes are the official recordings of the events that take place during director's meetings, which include all decisions taken and any votes cast with regards to these decisions.
It is important that these minutes are written in a manner that is clear, concise, and easy to understand. This is because they are legal documents and evidence of the events of the meetings.
As a result of this, the methods by which the minutes are recorded needs ensure that the intentions of the board are well expressed, without any room for confusion. No language that can be used against the company should be allowed in the recording of the minutes.
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