Fillable Printable Sample Meeting Minutes

Sample Meeting Minutes

MINUTES of [Organization Name, Meeting Type of Meeting Date]

[Optional] Affidavit: The undersigned Affiant, after being duly sworn, does solemnly swear or affirm,

these minutes are a true and correct record of the facts of the specified meeting.

1. Call to order:

A regular/special/annual/organizational Board/Executive/Committee/General Membership [kind of meeting]

meeting of the _________________ [organization name], was held in ____________ [place, city, state] on

__________ [date], 20__.

The meeting convened at ______ [time], President/Chairman ____________________ [name] presiding.

[Some small organizations, such as boards of directors, executives, committees, choose to list attendees,]

Members in attendance: Members absent: Quorum present: Yes/No Others present:

Members attending by proxy/phone/video: [secretary may want to use a sign-in sheet and seating map]

2. Secretary/Approval of recording secretary:

Secretary ______________ [name] was present and recorded the minutes of the meeting.

[Optional: approval of recording secretary] In the absence of the elected Secretary, the President/Chairman

appointed/hired _______________ as recording secretary to the meeting, with approval of the attendees.

[Recording secretary requested and received permission to make an audio/video recording of the meeting.]

3. Approval of minutes:

Minutes of the ______________ [date] meeting were distributed/posted by mail/email/website [in advance] to all

board/officers/committee members and were approved [as printed/after correction].

[Summarize any reports, attach signed original of any written reports or correspondence received]

[Attachments are not required with copies of minutes if summary is made] [May include action items for follow-up]

4. Officers' reports: President/Chairman, Vice President/Co-Chairman, Secretary, Treasurer

5. Board and committee reports:

[Minutes are records of what was done at the meeting, not what was said]

[Do not include motions that are withdrawn, or opinions or interpretations of the secretary]

6. Old [Unfinished] business:

[Subject title] Motion: Moved by [name] and seconded that [state motion] Motion [carried/failed]

7. New business:

[Subject title] Motion: Moved by [name] and seconded that [state motion] Motion [carried/ failed]

8. Announcements, Presentations, Guest Speakers, Open Forum, Other Matters:

9. Next Meeting Agenda and Adjournment:

Tentative agenda was set, including unfinished business, for the next meeting, on [date/time] at [place].

The meeting was adjourned at ______________[time].

Respectfully submitted by: [Complete the minutes at the meeting or soon after, get clarification when needed]

________________________________ APPROVED by ___________________ Date ____________

Secretary/recording secretary/Affiant [board of directors/officer/chairman/members]

[Organization Name] [Have president/chairman review draft copy before distributing]

[After final approval, file in organization records]

[Optional Notary Certificate]

State of _______________ County of _______________

Subscribed and affirmed, or sworn to, before me on this date ___________________,

by______________________________, Affiant, [Secretary/recording secretary] of __________________.

________________________________

Notary Public Notary Seal

________________________________

My commission expires