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Proper meeting minutes are essential for legal compliance, transparency, and organizational memory. This template ensures consistent documentation of all board decisions and actions.
Minutes Template Sections
Meeting Information
- Organization name
- Meeting type (Regular, Special, Annual)
- Date and time
- Location
- Meeting called by
Attendance
- Board members present
- Board members absent
- Guests present
- Quorum verification
Agenda Items
- Call to order
- Approval of previous minutes
- Treasurer's report
- Committee reports
- Old business
- New business
- Adjournment
Action Items
- Motions made and seconded
- Vote results
- Action items assigned
- Deadlines established
- Next meeting date
Sample Meeting Minutes
Meeting Information
Organization: Columbus Pinball Club
Type: Regular Board Meeting
Date: January 15, 2026
Time: 7:00 PM
Location: Club Facility
Called by: President
Attendance
Present:
- • John Smith (President)
- • Jane Doe (Vice President)
- • Bob Johnson (Secretary)
- • Mary Wilson (Treasurer)
Absent:
- • Tom Brown (Director)
Quorum: Yes - 4 of 5 board members present
Agenda Items
- • Call to order at 7:05 PM
- • Previous minutes approved unanimously
- • Treasurer reported $5,000 in current account
- • Membership committee reported 45 current members
- • Discussed facility expansion options
- • Set next meeting for February 19, 2026
Minutes Best Practices
- • Record decisions, not discussions
- • Include all motions and vote results
- • Note action items and assignments
- • Use clear, objective language
- • Include date and time of adjournment
- • Have minutes approved at next meeting
Legal Requirements
- • Maintain minutes for at least 7 years
- • Include all board member votes
- • Document conflicts of interest
- • Record financial decisions
- • Note any executive sessions
- • Keep minutes confidential as appropriate
Minutes Distribution
Board Members
Receive draft minutes within 1 week of meeting
Members
Approved minutes available upon request
Public
Summary available on website (no confidential details)
Minutes should be prepared within 48 hours of the meeting and distributed to board members for review. Final approval occurs at the next board meeting.