HLX Board support services

Our group offers a high-quality responsive solution to clients looking for board support and corporate minute-taking.

As our firm consists of principals with experience across the investment universe they work with our operations and administration teams to ensure that investment managers, family offices and their respective investment vehicles receive a high-quality board support service.

Our role can be broken into two components:

(a) Meeting Preparation

This element of the role involves working with the investment manager and other key parties and setting the board meeting agenda.  Then once set, liaising with service providers, such as auditors, accountants, administrators, compliance professionals, lawyers etc… to prepare the board pack and distribute this to the Directors and Officers.

(b) Minute taking

This role involves the function of attending the meeting (either online or via recording) and transcribing minutes for the meeting.  We work carefully with the investment manager to identify the type of minutes required (transcription versus action minutes for instance) and then prepare those and distribute them to attendees.  Once all adjustments are received, we then ensure they are signed and sent to the registered office for storage on the entity’s minute book.

Our service is priced based on a standard time duration for a meeting.  Should that be exceeded then we would add a premium for each extra 30 minute slot.  Where audited financials are included as part of a board meeting (in addition to the regular agenda) a premium is also charged. 
 
Finally, if live online attendance is required at a meeting outside of ‘regular business hours’ then a further premium is charged.  It is our experience that most meetings can be recorded and minutes prepared from the recording thus obviating this.  We typically use Zoom or Teams to record board minutes; once the minutes are signed off by the Chair the recording is then erased for good order.