Minutes of the [Board of Directors] meeting

How to use this template

  1. Before the meeting, make a copy of this file and delete this box and the example from it. Fill in the details and type the agenda items into Proceedings in their order.

  2. During the meeting, record what was decided, not what was said: each motion in the exact words adopted, the vote, and who will do what by when.

  3. Within two days, tidy the draft and send it to the members. It stays a draft until the group approves it at its next meeting; then fill in Approval and sign it.

Minutes are the official record of the meeting. Leave out opinions, who argued what, and anything said in closed session: record only that it was held, when, and its general subject.

Organization

Meeting

Date and time

Place

Presiding

Minutes by

Status

Draft, for approval at the next meeting

Attendance

Present

Absent

Also present

Quorum

Arrived or left

Proceedings

  1. Call to order. [Name] called the meeting to order at [time].

  2. Conflicts of interest. None declared.

  3. Agenda. The agenda was adopted as circulated.

  4. Minutes. The minutes of the [date] meeting were approved as circulated.

  5. Reports.

  6. [Agenda item].

    Motion:

    Result:

  7. [Agenda item].

  8. Next meeting.

  9. Adjournment. The meeting adjourned at [time].

See an example

Reports. M. Chen, treasurer, presented the treasurer's report for March. Reserves stand at $48,200. The report is attached.

Roof repair contract. Two quotes were received and are attached.
Motion: D. Ruiz moved that the association accept the quote from Northline Roofing for $18,400 and authorize the treasurer to sign the contract.
Result: Adopted, 5–1, with 1 abstaining.

Conflicts of interest. A. Patel declared an interest in the landscaping item, as her brother owns one of the firms quoting. She left the room before the discussion and did not vote.

Closed session. The board met in closed session from 7:40 to 7:55 p.m. to discuss a personnel matter. No action was taken.

Action items

Action

Owner

Due

Item

Attachments

Approval

Approved at the meeting of:

Role

Name

Signature

Date

Secretary

Chair

Before you send the draft

  • Every motion reads exactly as it was adopted, with its result and vote count

  • Names are spelled correctly, and arrivals, departures and conflicts are recorded

  • Every action has an owner and a date, and the attachments are attached

  • The status says Draft, the brackets are filled in and this box is deleted