Board resolution register with numbered decisions
How Mithaq records board resolutions: a sequential number per year, an outcome, the meeting or the vote that produced it, and a register the secretary can produce on demand.
How does Mithaq number and register board resolutions?
Each decision gets a reference in the form DEC-2026-0001, numbered in sequence within the year it was taken. It records the outcome (approved, rejected or deferred), a category, the date, and either the meeting it was taken at or the vote that produced it outside a meeting. Adopted decisions cannot be deleted, and the resolution register lists them by period, by outcome and by category, with written resolutions shown separately.
- One number per decision, and the number means something
- Resolutions passed outside a meeting
- A record that cannot be quietly removed
- The register, on demand
One number per decision, and the number means something
A board paper that says "as resolved at the last meeting" is hard to audit. A paper that cites DEC-2026-0014 is not. Mithaq issues that reference when a decision is created, taking the next free number in the year the board took the decision, so a decision dated in December takes December's year even if it is entered in January.
Each decision carries a title and a summary in both languages, the outcome, a category, the date it was decided and who created the record. A decision that is still a draft stays out of the register until the board adopts it, so the register never shows a resolution the board has not passed.
Resolutions passed outside a meeting
Boards often decide between meetings. In Mithaq the secretary opens a vote with a closing time and a fixed list of eligible members, and the decision it produces carries a link to that vote instead of a meeting. The register counts these separately as written or circular resolutions, so the secretary can show which decisions were taken by circulation and on what vote.
Whether your articles of association allow a resolution by circulation, and for which matters, is a legal question for your board and its counsel. Mithaq records the vote and its result; it does not decide whether the method was permitted.
A record that cannot be quietly removed
An adopted decision refuses deletion. So do closed votes and motions that were voted on or withdrawn. The server answers such a request with a conflict error rather than removing the row. Every change to a decision also goes into the audit log, and the audit log is hash-chained: each entry carries the hash of the one before it, so a gap or an edit breaks the chain and shows.
Motions follow the procedure boards use in practice: proposed, seconded, in debate, then voted or withdrawn, with each member voting yes, no, abstain or recuse. A recusal is counted in neither the result nor the quorum.
The register, on demand
The resolution register is one of the governance reports a secretary can run for any period: total decisions, how many were approved, rejected and deferred, a count by category, and the list of written resolutions. It sits next to the meeting calendar, pack readiness, the action tracker, attendance and quorum, and the obligation tracker, and each report runs over the same records the board works in, not a copy.
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