Generally, the members of a nonprofit corporation must exercise their control of corporate policies at regularly called meetings of the members. A corporation has a duty to keep a record of the meetings of its members, showing the dates such meetings were held and listing the members present or showing the number of voting shares represented at the meeting in person or by proxy. It is the duty of the secretary to prepare and enter the minutes of such meetings in the corporate records.
Non-profit organizations often hold board meetings to discuss important matters and make important decisions. To ensure accurate record-keeping, it is important to take minutes during these meetings. Non-profit board meeting minutes templates provide a structured format to capture discussions, decisions, and actions taken during board meetings. Here is a detailed description of a non-profit board meeting minutes template with an example: Non Profit Board Meeting Minutes Template: 1. Heading: — Start with the name of the organization, followed by "Minutes of the Board Meeting" and the meeting date. 2. Meeting Details: — Include the time, date, and location of the meeting. — List the names of board members and attendees for attendance tracking. — Mention the names of absent members— - State who presided over the meeting and who was responsible for taking the minutes. 3. Approval of Previous Minutes: — Note whether the previous meeting's minutes were approved or if any modifications were required. 4. Discussion Topics: — List each topic discussed during the meeting as separate agenda items. — Provide a brief summary of the discussion points, highlighting key arguments or concerns raised. 5. Decisions Made: — Clearly state the decisions made for each agenda item. — Note any voting outcomes, specifying the number of votes for and against. 6. Action Items: — Document specific actions assigned to board members or staff. — Include deadlines and responsible parties for each action. 7. Financial Report: — Summarize the financial statements presented during the meeting. — Highlight key financial metrics, such as revenue, expenses, and budget updates. — Mention any financial decisions made, such as approving the annual budget. 8. Other Business: — Include any miscellaneous items discussed during the meeting. — Provide brief summaries and outcomes for each. 9. Next Meeting Date: — Indicate the date and time of the next board meeting. 10. Signatures and Attachments: — Conclude the minutes with lines for the signatures of the board chair and secretary. — Attach any relevant documents referenced during the meeting. Example: ------------------------------------------------------------- [Organization Name] Minutes of the Board Meeting [Meeting Date] Meeting Details: Date: [Meeting Date] Time: [Meeting Time] Location: [Meeting Location] Board Members Present: — [Board Member 1— - [Board Member 2] - [Board Member 3] Board Members Absent: — [Board Member 4] Presiding Officer: [Name] Minutes Recorder: [Name] 1. Approval of Previous Minutes: The minutes of the previous board meeting held on [Date] were approved without any modifications. 2. Discussion Topics: a) Fundraising Campaign: — Board members discussed various fundraising ideas and strategies to generate more donations. — The importance of promoting the campaign on social media was highlighted. b) Program Expansion: — The Executive Director presented a proposal to expand the organization's programs to reach underserved communities. — Board members discussed the financial implications and potential impact on the organization's mission. 3. Decisions Made: a) It was decided to allocate $10,000 from the reserve funds for the fundraising campaign. b) The proposal for program expansion was approved by unanimous vote. 4. Action Items: a) [Board Member Name] to coordinate with the marketing team to develop a social media strategy for the fundraising campaign by [Deadline]. b) [Executive Director Name] to prepare a detailed program expansion plan and present it to the board for review by [Deadline]. 5. Financial Report: The Treasurer presented the financial statements for the quarter, highlighting an increase in revenue and a reduction in expenses compared to the previous year. The annual budget for [Year] was also approved during the meeting. 6. Other Business: a) The board discussed the upcoming annual charity event and agreed to form a subcommittee to oversee the event planning process. b) A board retreat was proposed to discuss long-term organizational goals, with details to be discussed in the next meeting. Next Meeting Date: [Date], [Time] Signatures: ________________________ [Board Chair's Name] — [Date] ________________________ [Secretary's Name] — [Date] ------------------------------------------------------------- Different types of non-profit board meeting minutes templates may vary in terms of their formatting, level of detail, and specific sections to include. However, the core elements mentioned above generally remain consistent across different templates. Some templates may include additional sections like a CEO report, committee reports, or public comments section, depending on the organization's needs and requirements.
