Every great board or committee begins with one thing: the organizational meeting. It is the humble beginning that will establish the structure, authority, and direction of the group for the future.
What is an Organizational Meeting, and why is it Important?
An organizational meeting is the first formal meeting for a newly formed board, committee, or other governing body. It is the meeting that allows the group to specify leadership roles, delineate decision-making processes, and establish key operating ground rules. Sometimes, it is called an inaugural meeting, a turnover meeting, a board organization meeting, or a post-election meeting. Regardless of the name, the function is the same: establishing order and clarity from the onset.
Given the importance of this meeting, it is equally important that the meeting be prepared for with the utmost care and accurately documented.
What’s on the Agenda?
The agenda for an organizational meeting often involves significant governance decisions, such as:
- Electing officers, the chair, secretary, treasurer, and other significant posts
- Scheduling meetings and other important activities
- Voting on or reviewing bylaws and notable policies to guide the organization’s work
- Reviewing or confirming professional service providers such as community managers, auditors, or lawyers
- Granting signing authority over bank accounts and other legally binding documents
- Determining strategic priorities
The agenda for an organizational meeting acts as a checklist of the items the board or other group needs to consider and that are required to help it function effectively.
When Should an Organizational Meeting be Held?
Typically, organizational meetings are held at crucial transition points, such as:
- Directly following an annual general meeting (AGM), especially after the election of new board members
- Following the incorporation of a new organization, association, or corporate entity
- After a significant restructuring, e.g., a merger, acquisition, or executive change
Which Industries Require Organizational Meetings?
Organizational meetings are common in sectors where boards or governing groups are entrusted with the supervision of an organization. These include:
- Condominium and strata boards
- Homeowners’ associations (HOAs)
- Non-profit and charitable organizations
- Municipal committees and commissions
- Indigenous government groups and economic development corporations
- Recently formed corporations or partnerships
- Professional or industry associations
Where there is a formal governance structure, there is usually an organizational meeting.
How Long are Organizational Meetings?
Organizational meetings are typically brief and streamlined, and often last between 15 and 60 minutes. The length of the meeting will depend on:
- The number of agenda items
- Experience level of participants
- The extent of prior preparation or the direction provided
If a board is well-prepared, these meetings can move quickly and precisely through important decisions.
What Should be Included in the Minutes?
Minutes from an organizational meeting should include:
- A record of all attendees (including outgoing and incoming board members, if there are any)
- Assignments and designations, such as signing authority or membership in a committee
- Adoption of bylaws, meeting schedules, or other governing documents
- The timetable and agenda for future meetings
- Motion, seconders, vote results, and any other crucial procedural process
Other Minute-Taking Considerations for Organizational Meetings
The outcomes of organizational meetings are long-term in nature, and therefore, professional and detailed documentation is essential. Before the meeting, minute takers should clarify:
- Whether you are employing Robert’s Rules of Order or a different procedural framework
- Whether particular votes or resolutions require complete records (e.g, roll-call votes or special resolutions)
When writing the minutes, minute takers need to:
- Be objective, since the minutes may be later referred to during a dispute or audit
- Document any conflicts of interest, abstentions, or irregularities
- Use formal language for noting appointments, mandates, and resolutions
Objectivity and precision are especially important during the election of officers and while documenting functions concerning legal authority.
The Value of Accurate Documentation
Minutes from an organizational meeting are typically legally binding, and precision is key:
- Banks may ask for certified minutes to confirm who is authorized to sign on an organization’s behalf
- Regulators or auditors may rely on them to review the board’s legitimacy, decisions, and procedures
- Future leaders can go through these records to understand the board structure and intentions
Incomplete or disorganized minutes can lead to misunderstandings or render a decision void. Precise documentation of a meeting will protect the organization and facilitate the effective transition of the governing body.
Final Takeaway
Meetings at the organizational level can seem procedural, but are indispensable. This is because they fashion a new board’s power, determine continuity, and solidify the governing responsibility of the organization.
A knowledgeable minute taker brings discipline to organizational meetings as well as objectivity and precision. Which, in turn, ensures accurately recorded meeting minutes that are legally sound and by best practices. It’s important to remember that how you start will often define how you will take charge of the sphere of governance.