Download the minutes template (Word)
Sample board meeting minutes
Replace the bracketed text with your own details.
[Organization name]
Minutes of the [regular or special] meeting of the Board of Directors
[Date], [time], [location or "by video conference"]
Present: [names of directors]. Absent: [names]. Also present: [staff and guests].
1. Call to order. [Chair name] called the meeting to order at [time]. The secretary confirmed that a quorum was present.
2. Approval of the agenda. The agenda was approved as presented.
3. Conflicts of interest. [None were disclosed, or name the director and the item.]
4. Approval of minutes. Motion by [name], seconded by [name], to approve the minutes of [date]. The motion carried.
5. Reports. The executive director and treasurer presented their written reports, which are attached. [Note any action taken.]
6. [Item title]. Motion by [name], seconded by [name], to [exact wording of the motion]. The motion carried, [number] in favor, [number] opposed, [number] abstaining. [Name] recused.
7. Action items. [Who will do what, by when.]
8. Adjournment. The meeting was adjourned at [time]. The next meeting is [date].
Submitted by [secretary name], Secretary. Approved on [date].
What to record, and what to leave out
Record
Date, time, place, who attended, quorum, each motion in exact words, who moved and seconded, and the result.
Record
Conflicts disclosed, recusals, reports received, and action items with an owner and a date.
Leave out
Who said what in discussion, personal opinions, and word for word quotes.
Leave out
Details of executive session beyond the fact that it was held and any action taken afterward.
Approving and keeping minutes
Draft minutes are not official until the board approves them, usually at the next meeting. Mark drafts clearly. Once approved, keep them permanently with the agenda and the packet for that meeting. For a fuller walkthrough, read how to take board meeting minutes.
Let Voloboard draft the minutes
Voloboard builds the minutes from your agenda, your notes, and the meeting recording if you made one. You review, edit, and approve. Approved minutes are locked and stored with the meeting, so they are easy to find years later. See how minutes work in Voloboard, or start a free 30-day trial.
Frequently asked questions
What must board meeting minutes include?
The date, time, and place, who attended, whether a quorum was present, each motion with who made and seconded it, and the result of each vote. Your bylaws and state law may add requirements.
Should minutes record the discussion?
No. Minutes record decisions, not debate. A short note that discussion took place is enough. Detailed accounts of who said what can create risk and are generally avoided.
Who signs board meeting minutes?
Practice varies. Often the secretary signs once the board approves the minutes. Some boards also have the chair sign. Follow your bylaws and past practice.
How long should a nonprofit keep board minutes?
Board minutes are generally treated as permanent records. Confirm the retention rules that apply to your organization with a qualified professional.
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