Minutes are the record of what was decided, not a transcript. Keep them short: who was there, what was moved and decided, and who does what next. The template below is the same one that is in the files.
The meeting
OrganizationMeeting (board, members, annual, special)DateTime startedPlace or video linkChairMinutes taken by
Attendance
PresentAbsentGuestsQuorum neededQuorum present (yes or no)
Agenda and last minutes
Agenda approved (yes, or changes)Minutes of [date] approved (as written, or with corrections)
Treasurer's report
Opening balanceMoney inMoney outClosing balanceReport accepted (yes or no)
Other reports
Report and who gave itReport and who gave it
Motions
| Motion, word for word | Moved by | Seconded by | For | Against | Abstain | Passed or failed |
|---|---|---|---|---|---|---|
Action items
| What | Who | By when |
|---|---|---|
Next meeting and close
Next meeting date, time and placeMeeting closed atSigned (secretary)Date these minutes were approved
Tips for good minutes
- Write each motion word for word as it was voted on.
- Record the result of every motion, including the ones that failed.
- Leave out who said what during discussion, unless the meeting asks for something to be on the record.
- Send the draft within a week, and mark it draft until it is approved at the next meeting.
- Keep approved minutes for good. They are one of the records a club should never throw away.