Monthly Minutes Template for Canada

Monthly Minutes are fundamental corporate governance documents required under Canadian corporate law for documenting regular monthly meetings of boards, committees, and other corporate bodies. These minutes serve as the official record of corporate decisions, discussions, and actions taken during meetings, providing legal protection and historical documentation for the organization. Monthly Minutes must include specific elements required by Canadian federal and provincial legislation, such as attendance records, voting results, and resolutions passed. They are essential for maintaining corporate transparency, demonstrating good governance practices, and providing evidence of director due diligence. The minutes become part of the permanent corporate record and may be referred to during audits, legal proceedings, or regulatory reviews.

1. Meeting Details: Date, time, location, and type of meeting (regular/special)

2. Attendance: List of present and absent directors/members, guests, and indication of quorum

3. Chair and Secretary: Identification of meeting chair and recording secretary

4. Previous Minutes: Review and approval of previous meeting's minutes

5. Agenda Approval: Confirmation of meeting agenda

6. Business Arising: Discussion of matters carried forward from previous meetings

7. Financial Report: Review of monthly financial statements and related matters

8. New Business: Discussion and decisions on new matters

9. Next Meeting: Date and time of next scheduled meeting

10. Adjournment: Time of meeting conclusion and signature block