How to write Minutes of Meeting:
1. Firstly, in the preliminary part write heading, type of meeting (weekly or monthly etc.), date, time and location, present and absent members.
2. Secondly, in the body part write about previous meeting minutes (if any). Then “Announcements” that is: old business (unsolved in the last meeting), new business (problem and suggestions).
3. Thirdly, in the closing part write about the next meeting (when, where it will be held) and adjournment.
The above is the basic ways to write minutes of meeting. The following is a more sophisticated example of meeting minutes.
Sample of Board Meeting Minutes
Name of Organization
(Board Meeting Minutes: Month Day, Year)
(time and location)
Board Members:
Present: A, B, C, D, K
Absent: M (Reason)
Proceedings:
• Meeting called to order at 7:00 p.m. by ………..
• (Last month's) meeting minutes were amended and approved
• Chief Executive's Report:
- Recommends that if we not able to find a new facility by the end of this month, the organization should stay where in the current location over the winter. After brief discussion, Board agreed.
Finance Committee report provided by, D:
- D explained that consultant, Susan Johns, reviewed the organization's bookkeeping procedures and found them to be satisfactory, in preparation for the upcoming yearly financial audit. Funds recommends that our company ensure the auditor provides a management letter along with the audit financial report.
• Board Development Committee's report provided by, C:
- C reminded the Board of the scheduled retreat coming up in three months, and provided a drafted retreat schedule for board review. MOTION to accept the retreat agenda; seconded and passed.
• Other business:
- P noted that he was working with staff member, J, to help develop an information management systems plan, and that two weeks ago he had mailed members three resumes from consultants to help with the plan. In the mailing, P asked members for their opinions to help select a consultant. Porter asked members for their opinions.
• Assessment of the Meeting:
- K noted that the past three meetings have run over the intended two-hour time slot by half an hour. He asked members to be more mindful and focused during discussions, and suggested that the Board Development Chair take an action to identify solutions to this issue. Chair, Carver, agreed.
• Meeting adjourned at 9:30 p.m.
• Minutes submitted by Secretary, B
___________ ___________
Prepared by Approved by
Please write if you have any new suggestions. Thanks for reading.
