Minutes Approval Checklist
Not legal advice. Use this sheet before marking minutes approved. Prepared Board stores Meeting.minutesStatus as APPROVED only when the board actually approves; a draft stays a draft.
Meeting identity
| Field | Entry |
|---|---|
| Organization | |
| Meeting title / date | |
| Draft version / date circulated | |
| Approving body (board / committee) | |
| Approval method (meeting vote / written consent) |
Completeness checks
- Attendance (Present / Remote / Absent / Excused) matches the roll.
- Each motion has mover, seconder (if required), and outcome.
- Recusals name the director and the decision.
- Executive session is noted without publishing privileged detail.
- Action items have owners and due dates, or an explicit “none.”
- Attachments/exhibits listed match what directors actually saw.
- Corrections from the draft circulation are either accepted or rejected in writing.
Approval record
| Field | Entry |
|---|---|
| Date approved | |
| Vote or consent result | |
| Minute book / system citation | |
| Who may publish or seal afterward |
See it in Prepared Board
Piscataqua Harbor Trust is a seeded land-trust demo (not a real trust or filing). Pick it at Try a board, or sign in as a sample board (see /sample-decision) (demo password on /facts).
Verified in the seed:
- Meeting Spring Board — Spruce Creek easement stores minutes status APPROVED.
- Decision PHT-2026-04, Approve the minutes of the Spring Board, closed as adopted by unanimous written consent in June.
- The four trustees who sat in the spring signed. Hannah Brooks was not yet seated, so she was not a signer.
- The chair-path closed-record line for the Spruce Creek easement says the minutes are approved because that meeting stores APPROVED — not because a note merely mentions minutes.
For contrast, Acme’s Q3 board minutes remain DRAFT in the seed (a sample board (see /sample-decision)), so that board’s closed-record line does not claim approval. Pack (public, fall): /pack/demo-pack-piscataqua-fall.
Facts: /facts · /agent-facts.json.
Related practice
- Printable companion: Written consent resolution template
- How-to: How to approve board minutes by written consent
- Thought leadership: Written consent when the board is not in the room