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 Company 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.

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 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

Meeting Date & Time:  Dates of meetings in documents are tied to the meeting dates on this form.  When creating a 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 the 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. 
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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.  
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Insert/Clear Company Address:  The location of the meeting is often the address of the primary office for the company. For this reason a button is included to automatically insert the address of the company office from the Company Profile form.  If the address for the director meeting is not exactly the same as the address for the company office, it may still save time and reduce the possibility of errors to automatically enter the company 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. 
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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 resolutions should be included.  From these notes detailed minutes of meetings can be created using the 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 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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