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Meetings and Decisions

Charitable Company Meetings and Decisions

Use this section to record the decisions of the trustees of a charitable company limited by guarantee. The trustees are also the company's directors, so their meetings and written decisions need to meet company law requirements as well as charity law and the articles of association.

How are meetings and written resolutions recorded?

The Minutes of Regular Board Meeting of CCLBG Trustees (Standard) is a general template for an ordinary board meeting. Where the articles allow trustees to decide matters without meeting, the Trustees' Approval by Written Resolution: Charitable Company records a decision taken in writing.

Which specific decisions are covered?

Several templates record particular decisions that charitable companies commonly need to minute. The CCLBG Board Minutes: Adoption of new policy or procedure is a general form for approving any new policy. The CCLBG Board Minutes: Code of Conduct for Charity Trustees/Directors, the Board Minutes - Charitable Company Approval of a Business Continuity Plan and the Board Minutes for CCLBG Trustees (Directors) – UK GDPR Compliance each record the adoption of a specific policy or compliance step. The Board Minutes – Appointment by Trustee Board of a Committee records the setting up of a committee and its terms of reference and the Trustees' delegation of signing authority (CCLBG) records who may sign documents on the charity's behalf.

Minutes and resolutions for appointing a new trustee are in the Appointments and Resignations: Corporate Charities section and the members' resolutions for amending the articles are in the Changing a Charitable Company Governing Document section.

Charitable Company Meetings and Decisions is part of Charity. Just £38.50 + VAT provides unlimited downloads from Charity for 1 year.

Frequently Asked Questions

Our charity is a company. Are trustee meeting minutes a legal requirement? +
Yes. Trustees of a charitable company are also its directors, so the Companies Act duty to minute directors' proceedings applies, and minutes must be kept for ten years. That sits on top of the Charity Commission's expectation that every charity records trustee decisions. The templates here include standard meeting minutes for CCLBG trustees plus decision-specific versions, policy adoption, UK GDPR compliance and business continuity approval, so the record matches the decision.
Can our trustees make decisions by written resolution instead of meeting? +
Usually yes, if your articles permit it, and for trustee board decisions the standard position is that a written resolution needs the agreement of all the trustees eligible to vote. It suits routine or urgent single-issue decisions, adopting a policy or approving a document between meetings. Contentious matters still belong in a meeting where discussion is minuted. The Trustees' Approval by Written Resolution template here is drafted for charitable companies.
We are appointing a new trustee. Why do the templates mention identity verification? +
Because a trustee of a charitable company is a company director, and directors must verify their identity with Companies House, mandatory for new appointments since 18 November 2025. A new trustee of a CCLBG should verify before or at appointment, and the appointment cannot properly proceed without it. The Board Minutes for appointing a new CCLBG trustee in the Appointments and Resignations: Corporate Charities section are drafted identity verification compliant, prompting the check at the right moment.
Can the board delegate decisions to a committee or give one person signing authority? +
Yes, if your articles allow, and most do. Delegation must be recorded: a minute appointing the committee with its terms of reference and membership, or a minute delegating signing authority with its limits. Two constraints matter: trustees retain collective responsibility for what they delegate, and some decisions, such as matters the articles reserve to the board, cannot be passed down. The committee appointment and delegation of signing authority minutes here capture both.
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