Board meeting minutes template

Template

Minutes of the board of [INSERT TITLES OF PERSONS] meeting of [INSERT COMPANY NAME]

A [INSERT TYPE OF MEETING] meeting of the board of [INSERT TITLES OF PERSONS] of the above corporation was held on [INSERT DATE] at [INSERT TIME] at [INSERT ADDRESS].

The purpose of the meeting: [INSERT PURPOSE OF THE MEETING]

1. QUORUM

A quorum was declared present based on the presence of the following [INSERT TITLES OF PERSONS]:

[INSERT TITLE OF PERSON]: [INSERT NAME OF PERSON];
[INSERT TITLE OF PERSON]: [INSERT NAME OF PERSON];
[INSERT TITLE OF PERSON]: [INSERT NAME OF PERSON];
[INSERT TITLE OF PERSON]: [INSERT NAME OF PERSON];
[INSERT TITLE OF PERSON]: [INSERT NAME OF PERSON];
[INSERT TITLE OF PERSON]: [INSERT NAME OF PERSON];

The following persons were absent:

[INSERT TITLE OF PERSON]: [INSERT NAME OF PERSON];
[INSERT TITLE OF PERSON]: [INSERT NAME OF PERSON];
[INSERT TITLE OF PERSON]: [INSERT NAME OF PERSON];

The following corporate actions were taken by appropriate motions duly made, seconded and adopted by the [INSERT VOTING TYPE] vote of the [INSERT TITLE OF PERSONS]:
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2. REVISE PREVIOUS MINUTES

Previous Meetings Minutes – Speaker: [INSERT NAME] – [INSERT TIME];
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Chairperson initiated approval of previous meeting minutes. The previous minutes were [INSERT APPROVED OR NOT APPROVED].
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3. ELECTION OF CHAIRPERSON AND SECRETARY

[INSERT NAME] was appointed as a chairperson of the meeting, and [INSERT NAME] was appointed as a secretary to prepare a record of the proceedings.
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Meeting Agenda Distribution – Speaker: [INSERT NAME] – [INSERT TIME];
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All attendees of the meeting received a meeting agenda. After giving [INSERT NUMBER] minutes to review, a vote of the meeting agenda was produced. At [INSERT TIME], a vote was made, and the meeting agenda was approved by [INSERT VOTING TYPE] vote.
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4. REPORTS

[INSERT INFORMATION ABOUT REPORTS DISCUSSED AT THE MEETING].
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5. APPROVAL OF ACTIONS

The actions to be implemented after the meeting are as follows:

[INSERT LIST OF ACTIONS]
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6. SALARIES

Salaries for [INSERT TITLES OF PERSONS] were approved as follows:
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[INSERT SALARIES AND RELEVANT PERSONS]
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7. BONUSES

Bonuses for [INSERT TITLES OF PERSONS] were approved as follows:

[INSERT BONUSES AND RELEVANT PERSONS]
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8. DIVIDENDS

The payment of dividends to the [INSERT STOCKHOLDERS OR SHAREHOLDERS] of record on [INSERT DATE] was approved in the amount of [INSERT AMOUNT] per [INSERT STOCK OR SHARE].
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9. MISCELLANEOUS

[INSERT ANY OTHER MATTER DISCUSSED OR DECISION MADE DURING THE MEETING].
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10. NEXT MEETING

The next meeting of the [INSERT COMPANY NAME] will be held on [INSERT DATE], at [INSERT TIME], at [INSERT ADDRESS].
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The meeting was duly adjourned due to the fact that there was no further business,

Minutes submitted by: ______________________ Print Name: [INSERT NAME]

Approved by: ______________________ Print Name: [INSERT NAME]

Disclaimer: Template does not constitute any form of legal advice, and the User is at all times encouraged to request external specific legal advice in respect of the execution of legal documents.

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What are board meeting minutes?

Board meeting minutes are a record of what happened during a board meeting. They detail the board’s actions, decisions, and critical deliberations concerning the agenda.

Fun fact: The term "minutes" in the context of board meetings originated from the Latin word "minuta," meaning "small" or "detailed." In medieval times, it referred to notes or summaries taken during meetings by clerks or secretaries. These notes were considered "small" or "brief" because they condensed the discussions and decisions made during the meeting into concise written records.

Over time, the term evolved to "minutes" and became widely adopted in corporate and organizational settings to refer to the official records of meeting proceedings. So, in essence, "minutes" signify the condensed, summarized nature of the records, capturing the key points and actions discussed during the meeting.

What information do you need when recording minutes?

The best guide for recording board minutes is Robert’s Rules of Order. The most crucial part is documenting an accurate account of board members’ actions during the meeting. Secretaries should include whether the minutes of the previous meeting were read and approved. When writing minutes, include:

The meeting’s date, time, and location
Whether it was a regular or special session
A list of attendees
Whether a quorum exists

Quick tips for taking board meeting minutes

Use a template to save time
Check off attendees
Record motions, actions, and decisions
Write clear, brief notes
Maintain the same verb tense throughout

What do you not include in board meeting minutes?

Avoid including abbreviations, personal observations, political undertones, and exact discussions where legal advice was given. Board meeting minutes serve as legal records and could pose legal risks if too much information is included.

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