Nonprofits, homeowners' associations, parent-teacher groups and community committees are often run by volunteers and rely on minutes as their institutional memory. Minutes show that the group met properly, made decisions in line with its rules, and followed up. In the US, tax-exempt organizations are also asked about their governance practices on annual filings; in the UK, charity trustees are expected to keep records of their decisions.
This format is built for that setting. It includes the pieces these groups most often need: a quorum statement, financial report, motions and votes, conflict-of-interest notes and a list of follow-ups.
This page is general information, not legal advice. Your bylaws, articles, constitution, or counsel decide what your minutes must contain.
What to include
- Meeting basics: group name, date, time, place, and whether the meeting was regular or special.
- Attendance and quorum: members or trustees present, absent, and any guests.
- Approval of prior minutes: approved as read or corrected.
- Reports: treasurer, committees, and officers.
- Motions: the motion, who moved it, and the result of the vote (for example, carried or defeated, with counts if recorded).
- Conflicts of interest: disclosures and any member who abstained or left the room.
- Action items: who will do what and by when.
- Adjournment and next meeting date.
Tips for volunteer secretaries
- Use the agenda as your template and write under each heading as the meeting goes.
- Record the exact wording of motions as read, then the outcome.
- Avoid recording personal gossip or unverified claims about individuals.
- For HOAs, check your governing documents and state law for requirements on open meetings and record access.
- File approved minutes where officers can find them in future years.
Using the tool
- Enter the group name, date, place and presiding officer.
- List members present and absent.
- Add your notes, transcript or recording, or write manually using the suggested headings.
- Check motions, vote counts and any amounts mentioned in the treasurer's report.
- Download, print or email the Word file for approval at the next meeting.