Fillable Printable Sample Meeting Minutes

Sample Meeting Minutes

SampleMeetingMinutes

MINUTESof[OrganizationName,MeetingTypeofMeetingDate]

[Optional]Affidavit:TheundersignedAffiant,afterbeingdulysworn,doessolemnlyswearoraffirm,

theseminutesareatrueandcorrectrecordofthefactsofthespecifiedmeeting.

1.Calltoorder:

Aregular/special/annual/organizationalBoard/Executive/Committee/GeneralMembership[kindofmeeting]

meetingofthe_________________[organizationname],washeldin____________[place,city,state]on

__________[date],20__.

Themeetingconvenedat______[time],President/Chairman____________________[name]presiding.

[Somesmallorganizations,suchasboardsofdirectors,executives,committees,choosetolistattendees,]

Membersinattendance:Membersabsent:Quorumpresent:Yes/NoOtherspresent:

Membersattendingbyproxy/phone/video:[secretarymaywanttouseasign-insheetandseatingmap]

2.Secretary/Approvalofrecordingsecretary:

Secretary______________[name]waspresentandrecordedtheminutesofthemeeting.

[Optional:approvalofrecordingsecretary]IntheabsenceoftheelectedSecretary,thePresident/Chairman

appointed/hired_______________asrecordingsecretarytothemeeting,withapprovaloftheattendees.

[Recordingsecretaryrequestedandreceivedpermissiontomakeanaudio/videorecordingofthemeeting.]

3.Approvalofminutes:

Minutesofthe______________[date]meetingweredistributed/postedbymail/email/website[inadvance]toall

board/officers/committeemembersandwereapproved[asprinted/aftercorrection].

[Summarizeanyreports,attachsignedoriginalofanywrittenreportsorcorrespondencereceived]

[Attachmentsarenotrequiredwithcopiesofminutesifsummaryismade][Mayincludeactionitemsforfollow-up]

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

5.Boardandcommitteereports:

[Minutesarerecordsofwhatwasdoneatthemeeting,notwhatwassaid]

[Donotincludemotionsthatarewithdrawn,oropinionsorinterpretationsofthesecretary]

6.Old[Unfinished]business:

[Subjecttitle]Motion:Movedby[name]andsecondedthat[statemotion]Motion[carried/failed]

7.Newbusiness:

[Subjecttitle]Motion:Movedby[name]andsecondedthat[statemotion]Motion[carried/failed]

8.Announcements,Presentations,GuestSpeakers,OpenForum,OtherMatters:

9.NextMeetingAgendaandAdjournment:

Tentativeagendawasset,includingunfinishedbusiness,forthenextmeeting,on[date/time]at[place].

Themeetingwasadjournedat______________[time].

Respectfullysubmittedby:[Completetheminutesatthemeetingorsoonafter,getclarificationwhenneeded]

________________________________APPROVEDby___________________Date____________

Secretary/recordingsecretary/Affiant[boardofdirectors/officer/chairman/members]

[OrganizationName][Havepresident/chairmanreviewdraftcopybeforedistributing]

[Afterfinalapproval,fileinorganizationrecords]

[OptionalNotaryCertificate]

Stateof_______________Countyof_______________

Subscribedandaffirmed,orswornto,beforemeonthisdate___________________,

by______________________________,Affiant,[Secretary/recordingsecretary]of__________________.

________________________________

NotaryPublicNotarySeal

________________________________

Mycommissionexpires