Have you ever left a board meeting wondering if you captured all the crucial details?

Board meeting minutes are a cornerstone of good governance. They provide a transparent account of what transpired, which is essential for both profit and non-profit organizations.

In this article, you'll discover how to maintain accurate board meeting templates and get introduced to ready-made templates.

Why keep minutes for every board meeting?

Keeping minutes for every board meeting is crucial. Here’s why you should make one for every executive conversations :

Legal Protection

Board meeting minutes serve as official records of your meetings. They document decisions and actions taken, which can be critical if legal issues arise. Regulatory bodies like the IRS and courts view these minutes as legal documents.

If an action isn't recorded in the minutes, it’s as if it never happened. This can protect your organization during audits or legal disputes​.

Ensuring Accountability

Minutes help hold your team accountable. They clearly outline who attended the meeting, what was discussed, and what decisions were made. By documenting this information, you ensure that every member knows their responsibilities and tasks.

This clarity helps in tracking progress and ensures follow-through on decisions and action items​​.

Providing Structure

Minutes provide structure to your meetings and follow-up actions. They help clarify how and why decisions were made, offering a detailed account of the meeting’s proceedings. This is particularly useful for team members who couldn’t attend.

They can review the minutes to stay informed about the discussions and decisions, ensuring everyone is on the same page​.

Historical Record

Minutes act as a historical record for your organization. Over time, they create a detailed archive of the board’s actions and decisions.

This is invaluable for new board members, auditors, and stakeholders who need to understand the context of past decisions. It also aids in strategic planning by providing insights into previous actions and their outcome.

What to Include in Board Meeting Minutes

To ensure your board meeting minutes are comprehensive and useful enough, you need to include several key elements :

• Date, Time, and Location : Start with the basics. Record the date, time, and location of the meeting. This information is crucial for reference and legal compliance. It helps in tracking the sequence of meetings and is necessary if any legal or compliance issues arise​.
• Attendance : List all attendees, including board members, executives, and any guests or non-voting participants. Note who is present, who is absent, and if anyone is attending remotely. This ensures transparency and accountability, showing who was involved in the decision-making process.
• Approval of Previous Minutes : Include a section where the minutes from the previous meeting are reviewed and approved. This is a standard procedure to confirm that the records from the last meeting were accurate and accepted by the board​.
• Agenda Items and Discussions : Outline the agenda items discussed during the meeting. For each item, provide a summary of the discussion, the decisions made, and any motions proposed. This section should capture the essence of the discussions without recording every detail. Focus on the outcomes and key points raised.
• Motions and Voting Results : Document all motions made during the meeting. Include who made the motion, who seconded it, and the outcome of the vote. You don't need to record how each individual voted unless it’s a legal requirement. Instead, note the total number of votes for, against, and any abstentions​​.
• Action Items : List any action items resulting from the meeting. Specify who is responsible for each task and the expected timeline for completion. This section is crucial for ensuring follow-up and accountability. It helps track progress on decisions made during the meeting.
• Reports and Presentations : Summarize any reports or presentations given during the meeting. Note the key points and any decisions or actions that result from them. Avoid including detailed transcripts of these presentations; instead, provide a concise summary and indicate where the full reports can be accessed if needed.
• Adjournment : Conclude with the time the meeting was adjourned. This marks the official end of the meeting and provides a clear record of its duration​.

Board Meeting Templates

Below are examples of templates for both profit and non-profit organizations. Each template helps you capture all necessary details and maintain a clear record of your meetings.

You can also use our built-in Noota board meeting minutes template.

Profit Board Meeting Minutes Template

1. Call to Order

• Date:
• Time:
• Location:
• Called by:
• Note the presence of a quorum.

2. Attendance

• List of attendees (names and roles):
• List of absentees (names and roles):
• Note if anyone is participating remotely.

3. Approval of Previous Minutes

• Motion to approve previous meeting minutes.
• Seconded by:
• Vote results (For, Against, Abstain):

4. Reports

• Summary of the CEO’s report:
• Summary of the CFO’s financial report:
• Summary of other committee reports:

5. Old Business

• Discussion points:
• Decisions made:
• Follow-up actions required:
• Responsible persons and deadlines:

6. New Business

• Agenda items:
• Key points of discussion:
• Motions made and results:
• Assignments and responsibilities:

7. Action Items

• Description of tasks:
• Assigned to:
• Deadline for completion:

8. Adjournment

• Time of adjournment:
• Next meeting date and time:
• Signature of minute taker:
• Signature of chairperson:

Non-Profit Board Meeting Minutes Template

1. Call to Order

• Date:
• Time:
• Location:
• Called by:
• Confirmation of a quorum.

2. Attendance

• List of board members present:
• List of board members absent:
• Note if any members are participating remotely.

3. Approval of Previous Minutes

• Review and approval of last meeting’s minutes.
• Motion to approve:
• Seconded by:
• Voting results (For, Against, Abstain):

4. Reports

• Executive Director’s report summary:
• Financial report summary:
• Committee reports:

5. Old Business

• Review of unresolved issues:
• Discussion points and decisions:
• Follow-up actions:
• Responsible persons and deadlines:

6. New Business

• Introduction of new agenda items:
• Discussion summaries:
• Motions and voting outcomes:
• Assigned tasks and deadlines:

7. Program Updates

• Summary of program activities:
• Reports on project progress:
• Decisions made and actions to be taken:

8. Action Items

• Detailed list of tasks:
• Assigned to:
• Completion timelines:

9. Public Comments

• Summary of any comments or questions from the public (if applicable).

10. Adjournment

• Time of adjournment:
• Date and time of the next meeting:
• Signature of the minute taker:
• Signature of the chairperson:

What Are the Precautions to Have with Board Meeting Minutes?

Board meeting minutes are not things to be taken lightly. Their accuracy, legal compliance, and confidentiality are crucial :

Maintain Objectivity

Your minutes should be objective and unbiased. Avoid recording personal opinions or subjective comments. Focus on the decisions made and the actions agreed upon, not individual viewpoints. This helps prevent potential disputes and maintains a professional record​​.

Be Accurate and Consistent

Ensure that all recorded information is accurate and consistent. Verify the spelling of names and titles, and double-check figures and dates. Consistency in terminology and format across all meeting minutes helps maintain a clear and professional record​.

Protect Confidential Information

Sensitive information discussed in board meetings should be handled with care. If the meeting includes confidential topics, such as legal issues or personnel matters, be cautious about how these are recorded. It might be appropriate to note that a confidential discussion took place without detailing the specifics. This helps protect the privacy and security of the information​.

Follow Legal Requirements

Ensure your minutes comply with legal requirements. Different states and countries have various regulations governing what must be included in board meeting minutes. Familiarize yourself with these regulations to ensure your minutes meet the necessary legal standards. Failure to comply can result in legal complications for your organization​.

Timely Review and Approval

Minutes should be reviewed and approved promptly, typically at the next board meeting. This practice helps catch any errors or omissions early and ensures that the record is accurate. Prompt approval also reinforces the minutes' credibility and reliability as an official document.

Automated Board Meeting Minutes Templates : Noota

Tired of taking minutes manually? Noota's AI-powered meeting assistant automates meeting documentation :

• Automated Recording and Transcription : With Noota, you can forget about frantic note-taking during board meetings. Noota automatically records and transcribes your discussions in real-time. This ensures every word is captured accurately, leaving no room for missed details or errors.
• Customizable Minutes: one size doesn't fit all when it comes to board meeting minutes. Noota allows you to customize your minutes template to match the format and agenda of your meeting.
• Effortless Sharing : distributing meeting minutes to your team has never been easier. With Noota, you can share the minutes with just a click. This ensures that all team members, whether they attended the meeting or not, are on the same page.
• Improved Compliance : using an automated system like Noota helps ensure compliance with legal and organizational requirements. The templates can be customized to include all necessary legal elements, helping you avoid non-compliance issues. Regularly updated templates ensure that your minutes meet the latest standards and regulations​​.

Want to streamline your meeting documentation ? Try Noota for free.