1. Start With The Names of the Participants
Every meeting minutes must always begin with information on the participants. It is important that you take note of all the people that participated in the annual meeting. Be sure to put in their complete names along with whatever position title each of them holds. Also, include a section that points out the names of those that were not able to participate but were required to.
2. Provide Basic Details of the Meeting Itself
Your sample meeting minutes must contain a title that can clearly point out the type of annual meeting that was held. Then you will have to put in the complete exact date and time in which it took place. Be sure to put in the month, day and year when providing the date.
3. Share the Meeting's Agenda
This is where you will need to discuss all of the things that the meeting aimed to discuss. If there is a staff meeting minutes from a previous annual meeting, then you will have to point out anything that was carried over and if any corrections/amendments had to be made.
4. Discuss Any Actions Taken or Agreed Upon
Any actions that were discussed or taken during the meeting must be a written document. You will need to provide a detailed description of each one. This will include names, dates, addresses, etc. Also, if there are certain actions that needed to be voted on, you'll have to point out details such as who made the motion, the number of votes and the overall outcome.
5. Point Out Now Any New Business
If there were any topics that were discussed during the annual meeting, you will have to put them into the corporate meeting minutes. Make sure that you include details such as the name of the individual that brought it up and whether or not the matter was resolved during the meeting.
6. Share Details on the Next Meeting
The last thing that you are going to have to do is to point out the details on when the next annual meeting is going to be held. If annual meetings are held consistently on the same date every year, then this won't be much of a problem. However, if certain changes need to be made to the date or even the venue, you will need to point those out right away. This is to ensure that the participants of the next annual meeting will know exactly when and where it's going to be held. Plan and schedule in advance.